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Duties and responsibilities of Event Management

INTRODUCTION

Event manager is a person of vision, energy, and commitment in a position of responsibility and authority. An event manager plays myriad professional roles. Event managers and their teams are often behind-the-scenes running the event. Event managers may also be involved in more than just the planning and execution of the event, but also brand building, marketing and communication 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 director: Set and define goals; schedule and assign tasks, Personnel supervisor: Choose, motivate, and evaluate staffs, Art director: Design theme, decorations 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 relations 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 administrator: 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 MANAGER

They will also attend the event to ensure everything goes to plan. Event managers supply to all types of services relating to the events industry a take on the responsibility of coordinating all the logistics involved in making the event work to the client’s satisfaction. They are follows:

Personality

An event manager should be able to present a calm, friendly, and courteous manner at all times. The five essential characteristics of successful event managers can be listed as:

Detail- oriented

Organized

Full of energy, both physical and emotional

Nurturing

Flexible. Having a good sense of humor is a key apart from the above qualities.

Motivation

The 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 look important has the wrong idea of an event manager’s functions.

Safety meetings and inspections

During the risk assessment meeting the event manager needs to elicit all possible 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 physical hazards and the safeguards necessary to prevent exposure to illness or injuries. Use this opportunities to communicate a commitment to safety in all aspects 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 must be disposed of accordingly.

Particularly for outdoor 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 hygiene

Cleanliness 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 must be accessed, particularly 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 drinking 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 accommodate 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 record

The event records mainly include:

Timeline/ schedules

Initial proposal

Contacts

Committees

Correspondence

Budget

Site

Marketing and promotion

Promotional materials

Registration

Theme and program

Audiovisual

On the day of the event

During 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 enough 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 track

The following steps are taken by the event managers to keep the events on track:

Select volunteers; form committees

Decide goals and themes

Research audience

Create event names and logo

Choose evaluation methods

Outline budget

Contact potential sponsors

Visit and select sites

Diagram sites

Make signs

Plan publicity campaigns

Contact media

Design registration

Audition and select performers

Schedule rehearsals

Draft menu

Negotiate with caterers

Choose serving style

Shop for supplies

Prepare food

The big day

Clean up and close

Meet for evaluations

Send thankyous

Write and file reports

Selecting an event

The choice of a specific event will rest on three supports:

Purpose ( fund raising, recruitment etc)

Audience (need and characteristics)

Organization (success lies in using the strongest resources)

Special events held by organizations and clubs can center on such elements as:

Food (bake sales, potlucks, award banquets, cooking seminars)

Entertainment (talent shows, concerts, theaters parties, gospel sings)

Merchandise

Athletic endeavors

Education

Games

Potpourris

Choosing a theme

A 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 suggest 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 manager’s 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 Conferences

Raise funds for a specific cause, person, or place

Build spirit among long term members ( heal a breach, solve a political problem, launch a new program)

Facilitate information distribution/ exchange especially for large audience

Recruit new members (specific or group of people)

Celebrate, give awards, recognize volunteer efforts

Attract publicity, reach new audience, heighten public awareness

CONCLUSION

Event management is the application of project management to the creation and development of festivals, events and conferences. Event management involves studying 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.

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