Duties and responsibilities of Event Management

Duties and responsibilities of Event ManagementINTRODUCTIONEvent manager is a person of vision, energy, and commitment in a position of responsibility and authority. An eccentric manager plays myriad professional roles. Event managers and their teams are often behind-the-scenes discharge the gist. Event managers may overly be snarly in more than just the think and execution of the publication, only if also brand building, marketing and dialogue strategy. The event manager is experts at the creative, technical and logistical elements that help an event succeed. This includes event design, audio-visual production, scriptwriting, logistics, budgeting, and negotiation and, of course, client service. It is a multi-dimensional profession. So now let us see some of his duties and responsibilities.An event manager is a, Project music director Set and define goals schedule and assign tasks, Personnel supervisor study, motivate, and evaluate staffs, Art director Design theme, decor ations and printed materials, Executive evaluate long term results and make decisions, Accountant plan budgets and balance the books, Facilities experts find and use a site to its fullest potential, Public dealing practitioners target audience and develop publicity campaigns.Salesperson sell the event to the organization, financial sponsors, and the public, Box office consultants ticket sales and registration process. Program executive develop and schedule programming. Caterer create nutritious menus and oversee food preparation. Captain choose and implement food service system.DUTIES AND RESPONSIBILITIES OF AN EVENT MANAGERThey will also attend the event to ensure everything goes to plan. Event managers supply to both types of services relating to the events industry a take on the responsibility of coordinating all the logistics involved in making the event do work to the clients satisfaction. They are followsPersonalityAn event manager should be able to present a calm, friendly , and courtly manner at all times. The five essential characteristics of successful event managers seat be listed asDetail- orientedOrganizedFull of energy, both animal(prenominal) and emotionalNurturingFlexible. Having a good sense of humor is a key apart from the above qualities.MotivationThe job of event manager requires hard work and a service orientation it is not a good position for a glory seeker. The person who wants to sit at the head table, give orders, and cipher important has the wrong idea of an event managers functions.Safety meetings and inspectionsDuring the risk assessment meeting the event manager needs to elicit all realizable health or safety hazards associated with the goods, services and personnel to be used to produce the events. Specifically ask all vendors and suppliers to identify potential fleshly hazards and the safeguards necessary to prevent exposure to illness or injuries. Use this opportunities to communicate a commitment to safety in all aspect s of the event.During preliminary site inspections the event manager should look for any event element or aspect of the event site that might have the potential for injury, scanning sanitary supplies and disposable diapers/ nappies, is sometimes considered a form of hazardous material, may be generated by first aid stations and moldiness be disposed of accordingly.Particularly for outdoor(prenominal) sites, pest control may be important, perhaps requiring clearing and cleaning out of infested areas, spraying for insects. The event manager should determine if vector borne diseases are possible and work with public health authorities to control the vector.Sanitation and hygieneCleanliness and hygienic conditions are imperative for many reasons, including health and safety from injuries or illness, but also for the comfort and the welfare of the event audience, participants, and personnel. Water is a critical component of health and hygiene. The quality and the quantity of the water m ust be accessed, in particular for outdoor events and temporary event sites, including the potential for water supply sabotage and the location and logistics of getting emergency water supplies. Free and freely accessible insobriety water must be provided at all the events. Potable water must also be provided for cleansing needs and non potable water may be needed for dust abatement.Sanitary facilities must be in sufficient numbers to accommo discover the expected numbers and types of users for the expected duration of the events. They must be positioned appropriately to serve the various event populations.Occupational safety is also a consideration. The catering operations must guard against such hazards as burns from cooking and serving equipments, cuts from knives or broken glasses, slips and trips on spilled liquids or electrical cords, falls, fire and fumes.Preparing an event recordThe event records mainly includeTimeline/ schedulesinitial proposalContactsCommitteesCorrespond enceBudgetSiteMarketing and promotionPromotional materialsRegistrationTheme and programAudiovisualOn the day of the eventDuring the event, a manager should greet guest, visit at tables during the meal, discuss the sessions with seminar leaders, and generally see to it that everyone has the best possible time. Ideally, a manager will have delegated well plentiful to be able to do nothing but transverse the site, checking upon people and activities and chatting with guests to find out how the event is perceived. At outdoor sites and large events, event managers sometimes distribute walkie- talkies or wears beepers.Keeping the events on trackThe following steps are taken by the event managers to keep the events on track take in volunteers form committeesDecide goals and themesResearch audienceCreate event names and logoChoose evaluation methodsOutline budgetContact potential sponsors realise and select sitesDiagram sitesMake signsPlan publicity campaignsContact mediaDesign registratio nAudition and select performersSchedule rehearsalsDraft menuNegotiate with caterersChoose serving styleShop for suppliesPrepare foodThe big dayClean up and closeMeet for evaluationsSend thankyousWrite and file reportsSelecting an eventThe choice of a specific event will rest on three supportsPurpose ( fund raising, recruitment etc)Audience (need and characteristics)Organization (success lies in victimization the strongest resources)Special events held by organizations and clubs can center on such elements asFood (bake sales, potlucks, award banquets, cooking seminars)Entertainment (talent shows, concerts, theaters parties, gospel sings)MerchandiseAthletic endeavors readingGamesPotpourrisChoosing a themeA theme should be developed by the event manager for the event. Hobbies and careers, holidays, seasons, games, activities, history, costumes, ethnic culture, geography, colors, flowers, jewels, literature, and weddings can all form the bases of the special events.The date itself may s uggest a theme.The site of an event may contribute to theme ideas.Names and logos should be selected with great care. Use a memorable name that clearly explains and identifies the event.One of the managers tasks is to maintain the atmosphere of the event.Clever lighting can help spotlight a performer or speaker, encourage intimate conversation, or display artwork to advantage.Goal settings for special events and ConferencesRaise funds for a specific cause, person, or placeBuild musical note among long term members ( heal a breach, solve a political problem, launch a new program)Facilitate information distribution/ exchange curiously for large audienceRecruit new members (specific or group of people)Celebrate, give awards, recognize volunteer effortsAttract publicity, reach new audience, heighten public sensationCONCLUSIONEvent management is the application of project management to the creation and development of festivals, events and conferences. Event management involves studyin g the intricacies of the brand, identifying the target audience, devising the event concept, planning the logistics and coordinating the technical aspects before actually executing the modalities of the proposed event. Post-event analysis and ensuring a return on investment have become significant drivers for the event industry. For event management we should have proper communication skill and hard work for it. And we should be ready for work in out the event, only then we can become an Event Manger.