Event management is one of the exciting professions to start, especially in a thriving business environment. The ordinary event planner’s job is ensuring guests have an enjoyable time. It’s a fascinating field to work in, but it can also be intimidating. Organising events successfully necessitates thorough preparation. Your knowledge of the five C’s of event management is required for this task. You’ve already done a lot of the legwork if you’ve decided to pursue a career in event management.
Concept
The first step in planning a successful event is the event concept. Think about what the event will be held for. One of the best ways is to think about the greatest concerts ever held. Even if your event is not a concert, this gives you an idea of how you want your event to make attendees feel.
There is bound to be an event that you have attended that has created everlasting memories in your mind. This is what you want to do with your event. Think about why you are planning this event. What is the purpose of the event?
You may wish to host an event to entertain others. Maybe the event is a fundraiser for a charitable cause. Or maybe this is a seminar to teach a particular subject.
Once you have figured out the ‘why’ you want to figure out who the event is targeted to. You want to find your target audience who will enjoy and benefit the most from your event. This will help you determine the ‘what’ of the event. This means that you can determine what the event should consist of – speakers, performances, activities, catering, etc. Finally, you must determine when the event will take place and what the best venue is.
Coordination
We hope you’ve learned how to arrange a schedule correctly. After you’ve planned your event, the following step is to organise it:
An event’s topic or broad concept will be part of this process. For the location, decorations (if applicable), and any extra needs for the event, you will have a reasonable grasp once you have a theme in place.
You must book the date(s) and location well in advance. If you can’t locate the ideal time and location right away, be prepared to be flexible with the date and location of the event. You may begin promoting the event to potential guests once these details are verified.
This is also how you assign responsibilities to other team members. Calling out to speakers and entertainers will be one of these responsibilities. In addition, you’ll need to buy or rent the necessary technology and equipment. Your team members can help you with logistics such as transportation, catering, and marketing if you so want.
Meeting with an accountant or bookkeeper is a good idea when deciding on an event budget. The bookkeeper should make sure that no one is going over budget.
Control
Another item in the five c’s of event management control. After determining the scope of your event, it’s critical to implement control measures. The simplest way to handle this is to execute a practice run of the event.
The last thing you want is for something to go wrong, so you double-check everything. Make a visit to the location and verify that there is enough room for everyone who has registered. Ensure the catering provider has enough room to set up the food.
Be on top of things and plan for any adjustments as well. Do you, for example, have a substitute speaker in case a speaker cancels? Has a list of alternatives been developed in case the caterers have an issue?
Have you thought about what you’d do if you ran out of money? Consider the worst-case scenario at all times so that you can stay on top of things at your event.
Culmination
Culmination also falls among the five c’s of event management. This is the time period in which the event occurs. You and your crew must be fully prepared for this day, which is a critical one.
As part of your planning, you want to create a schedule for everyone who will be attending. As soon as possible before the event, make sure that everyone on the team has a key to the location so that the event may be set up and perhaps “rehearsed” beforehand.
As the event progresses, you must ensure that the schedule is being adhered to. You must ensure that the second speaker is prepared to deliver their speech if the first speaker is delivering.
Make certain that the caterers are making the food and will have it ready when visitors are being checked in at the reception. In a nutshell, you must always be on your toes.
Closeout
Even after a great event, work is still to be done in the background. As a result, you’ll want to double-check that all payments and contract terminations with suppliers, caterers, speakers, and the like have been done.
You’ll also want to share your thoughts with your group. Let them know if they performed an excellent job. For your next event, resolve any difficulties that may have arisen quickly so that everything runs well. Inquire about your performance as an event manager, as well.
Remember to contact the speakers/performers, suppliers, and catering companies. Ask them whether they had a good time and what they would change. Asking for comments from your attendees is also a good idea.
