An many people who may oppose at the

An event planner should have the knowledge and capacity to
stay organised and understand what event for them is scheduled the next day and
what is occurring next week, a wide range of opportunities are presented in
other people’s lives and when it comes to organisation, however event managers
need to be especially organised because they are exploring a wide range of
events, sometimes an event manager could even have a wedding and an funeral on
the same day to organise. Organisation is a key area in which many people seem
to struggle in daily. For a professional event planner being an essential
organiser is key for their career, they show this through their ever day
activities in their jobs, clearly this is a key skill for an event planner.
Organisation is an important skill as an event planner. It enables an event
planner to have their daily routine effectively spread and planned out so that
no mistakes are made. There are many people who may oppose at the idea of being
an idea because it simply require excellent skills in areas such as
organisation and motivation which many people at a wide variety of ages are
still developing, or it could simply be because they will have to work or lead
a team. An event planner needs to be able to have the confidence and
intimidation to be able to contact individuals about the events that the event
planner does, or if the event planner belongs to a specific venue, the events
the venue hosts.  In life there are many
individuals who go through there day facing a lack of self-confidence and self-esteem
however it is important that an event manager excels in all these areas. Key
skills which needs to be conducted well as an events manager includes
discipline and control, these qualities are very important for anyone who runs
or hosts events (event planner). There are many different scenarios in which an
event planner may have to present discipline and control, however these key
characteristics should be presented throughout their entire career as an events
manager. Event organisers (planners) are legally responsible for the overall
management of specific events including things regarding health and safety and
insurance, they are also responsible for their staff, contractors and clients
during each project/event they are hosting.

 

An event manager’s role in the events team they are taking
part in is to assess the event application which a candidate has given to them
and work with the potential candidate to meet legal duties which an event
manager may have missed out on or which to make sure the event is a success and
enjoyed by all. On the day of the event an events officer may inspect the site to
make sure that everything is in compliance with the information given from the
events manager and to make sure that everything is to run smoothly and
successfully. This also presents an opportunity for the events team, as they
are able to keep I touch with what works well on site. Some things that may
need to be met may include:

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Police
servicesAmbulance
servicesFire
and Rescue servicesStreet
SceneLicensingTourismHealth
and safetyTransportationBuilding
Consultancy.

An events officer is likely to come by and make sure that
all of these requirements are met. Events which an events manager may host
include:

ConferencesCultural
eventsExhibitions
and fairsFundraising
and social events Music
Festivals.Parties
or special anniversary gatherings.WeddingsPromotions
and Product launches

To host these there are different conditions needed for
different events, it is also important that a risk assessment is conducted and
it is therefore also important that an events manager knows them all.

Organisation is one of many keys to success for most event
managers. Not only can mastering organisational skills lead to less stress, but
it can also enhance creativity for event managers. This gives them the ability
to be able to see the bigger picture and think outside of the box, because the
events manager is able to have a firm handle on the details of the event.

Creating events and event planning gives event managers the
experience they need to be able to stay efficient enough to plan events such as
seminars, conferences, internal trainings, executive meetings, and all types of
events. While many event planners are moving to more electronic and digitally
organised tools, binders can serve as the most important place for retaining
and keeping information and event details. Keeping hard copies of certain
documents, notes and other details can be a life saver if something goes wrong during
the event or if any compulsory licensing is missed out.

Any event which an event manager decides to host or
accompany should have its own folder or file name, which is a key factor
helping the organisation of an events manager. Depending on how complicated an
event is, an events managers folder on that event can include several sections,
this can involve;

Itinerary/AgendaKey
Contacts for the specified eventAttendee’sCommunicationsContracts
(are there perhaps any other events managers involved.)Banquet
event ordersEntertainmentLodging/Staying/Rooming
ListArrivals
and DeparturesActivities
to be hosted

Event binders or online folders on the event an events
manager decides to host should include the most important details of each event
in online storage. An events manager should also have a binder in case there
online folders are erased or accidentally lost. Things that event managers may
need include reference notes, ideas and correspondence, these should all be
kept and organised together. Today event managers are able to have access to
things such as planning and management software. There are also event managers
who look at online file storage (an example is the cloud) in order to back up
any files or information they have for safe keeping.

There are also things available such as online tools,
examples being Google Drive and Dropbox. These can provide an organised place
for files and other types of information such as electronic documents, these
can also be transferred from spread sheets to invoices. These tools are easily
assessable and people like event managers are able to have access to these in
their everyday life. These tools allow event managers to be able to upload,
store and organise documents into things which are easily accessible and easy
to use such as online files and folders that can be easily used anywhere and
anytime. Event managers are also able to obtain and open documents on their
laptop, smartphone or tablet which means that they are able to use there
documents anytime and anywhere, also meaning that files are easily organised
and not lost. Events managers are able to easily attach files to emails or
share documents with colleagues, vendors and clients meaning that the use of
these devices enable event managers to spread their documents so that last
minute changes can be made to the project if needed. This also reduces the
chance of mistakes being made during the project.  This can be the perfect organisational
solution for event managers who are always out and need access to on-hand
documents.

Every event manager has a different system which they are
able to use efficiently to be able to achieve their clients’ needs and their
needs for the event to be hosted. The most important factor affecting the
success of an events manager’s event should always be accessibility and
readiness of information. They need to be able to make sure that whatever
system they use, they can quickly and easily locate the information they need
and find what they need, this is essential in being an events manager.

Running an event can present as a difficult and complex
task, this can also be influenced and changed easily by a multitude of factors
during the event. This is the same regardless of the size of the event the
events manager is planning. The key process in an event is the events planning.
The planning of the event is key to the event due to the fact that it impacts
the success of the event and ultimately how issues are managed during the
event.

The appropriate planning and managements of an event is a
legal requirement which an events manager must consider during the duration of
the event. In cases of a serious incident this could present major consequences
for the person hosting the event the event manager, including the person who
authorised the event and possibly the person who requested the event.

During the event there are many things which could go
wrong, these things can include:

Lack
of appropriate team member or; a lack of competent event team members/ event
Management Company.Lack
of information from event partners.No
clarification on job roles and plans are not suitably developed to an
acceptable standard.Event
planning tasks get jumbled together and begin to overwhelm the team close to
the event day, this could lead preparations for the event to be in completed
and can increase the chances of mistakes.Event
licenses are refused and therefore the event cannot take place.Major
or serious incidents can occur due to a lack of planning/ lack of care.

Entertainments events hosted are classed as work activities
and are therefore a part of the HSW Act and other similar regulations and codes
of practice which are all essential for an events manager. In addition
licensing legislation may apply.  Event
organisers have a compulsory duty to protect the health and safety of all
workers hired for the event they are hosting, for example, a wedding
photographer for a wedding. In addition to this the Management of Health and
Safety at work regulations 1999 require employees to assess risks which may
exist currently in the work place, also meaning that if they are not able to
contain the risks other methods of control may be required/needed. The
construction design and management regulations (CDM 2015) applies to the use of
any temporary and demountable structures for example Marquees, stages and
seating.

Having the right team is essential to the successful
presentation and delivery of an event. Having people and also engaging
contractors or employees to help with the chosen event will enable to things to
run suitably, this however will only be done if people with the right skill
sets are recruited in order to make the event successful. The process of
putting a team together starts at the beginning with enhancing the event which
is to be hosted. This should also present a clear plan so that each person
knows what they can do and are able to carry out their plan efficiently. This
can also help to put in place/request the skill sets required for the event to
look for suitable employees.

The key to running a successful event is having the right
mix of creativity and logistics to be able to deliver the event which the
customer has requested. The BBC have specialists available in the creativity
content department which is what allows their news reports and live events to
go so smoothly; this is also dependant on the complexity and experience of the
event. Event managers may not have the experience or the expertise to manage
infrastructures and logistics of events they are hosting. Some questions which
event managers need to ask themselves is do the employees of the event have
experience and competency in successfully running events, have they run a
similar event like this before? There are many things an events manager needs
to prioritise before an event. One important thing that they need to do is
check how reliable and feasible the event will be. The client wishing to stage
an event may need to consult various people such as stakeholders. They also
need to be able to examine the resources needed and develop a budget plan for
the event which the event organisers agree and support. The organisation which
an event manager works for may be required to develop a special event as a
request from the clients. An event manager would have to document and deliver a
proposal to any person or organisation that has the power to determine which
club, association or company will have responsibility for staging the event. An
organisation should recruit a person with the correct number of skills,
knowledge and personality to take responsibility for managing the event from
start to finish, this person is an events manager.

For an events manager it is not necessary to have a full
organising committee/ team in place but instead, a small number of individuals
with the correct number of skills and knowledge to assist with early decision
making, an example of this would be a team of members associated with the
events manager to decide the location of the venue. For an events manager it is
also important that the venue chosen is safe and secure. An events manager
should check possible venues and book a venue that is most suitable for the
date required or requested by whoever has hired the events manager. The venue
chosen does not have to be the same as the one presented in the event but it
should be just as good and efficient. Otherwise there may be concerns on the
part of major stakeholders for example, the client may not like the venue
booked/chosen.

For an event it may be essential that an events manager
seeks government funding. If government funding is a possibility it should be
sought early so that application processes can be corrected if mistakes are
made and so that government funding is guaranteed and not too late for the
event. If an events manager is applying for government funding, they need to be
able to take note of deadlines for applications in the year before the event.
From the time an application is received by a government agency to the time
when decisions are announced is often estimated at a duration of 3 months 3.
Furthermore if the application is successful there may be a delay before funds
are received which can be problematic for whoever is hosting the event (events
manager or clients). The combination of these factors mean that an application
inside a 12 month period before the event start is probably too late. The Event
manager with the assistance of a side team, also known as an organisation
committee; must identify the resources and tasks needed to stage the event.
Every aspect must be covered, this includes factors that may affect the event
in a large way such as licensing and can also mean something that can affect
the way in a small way like a minor accident during the event.

During the duration of any event equipment is an important
factor affecting the success of the event greatly. Particularly in sports
events there may be a need to purchase, hire or borrow equipment that is not
manufactured in the area, or not obtainable in the area, this responsibility is
up to the events manager. Negotiating and transacting with foreign businesses
and organisations can be a lengthy process due to the need for document
translation, waiting periods for orders to be completed, transmission of funds,
transportation of goods and clearance by Customs. Delays should be anticipated.
This means that if an events manager wishes to require equipment from abroad
they have the responsibility to be wary of the date when the equipment arrives.

Catering is an important factor affecting the success of an
event. Sometimes during an event the client will allow the event manager to
choose the catering, although this is rarely an occurrence. It is advisable to
obtain cost information early enough, so that an events manager does not go
over the budget of the requested limit. If the event is going to be made
public, for example, an concert, then it is important to do things such as
print promotional details. Promotional materials include competition entry
forms for spectators, posters and fliers to attract public support, and in some
cases information kits for the media. Competition entry forms should be sent
out to associations, clubs and individuals possibly around 3 months before the
start of the event. Inside the last 3 months the usefulness of other forms of
promotional material is reduced if printing with every week that passes and
printing is not complete.

In order for an event to run smoothly the event management
team needs to be fully recruited and trained so staff are able to perform their
roles to the best of their abilities. The event management team (not to be
confused with the organising committee) comprises all those individuals that
will help on the day/days the event/events are taking place. Personnel may
include people who set-up the venue, supervise entry into the venue,
announcers, crowd controllers, cleaners, merchandise sellers, drivers and
transporters, and many others. The event management team need to be recruited
and provided with training before the event. They may also need to be outfitted
with event uniform if the event manager or the client wants that to happen.
Notice should be given approximately 6 months before the event to allow people
to make arrangements for leave from work and to free themselves from other
commitments. Training should begin, in my opinion 2 months before the event. An
important thing which must be done for an event such as a wedding is;
invitations. Invitations and entry forms should be sent 1 or 2 months before
the deadline date for the receipt of entries. This is to provide people with
the awareness of the wedding and is also valid in a case where participants may
require air travel, these are just one of the many things which an events
manager has to consider, generally, the later flights are booked by
participants the greater is the cost of the air ticket so this method is also
an efficient way of saving money meaning more people are likely to attend the
event. The event venue should also be checked last minute. Although a through
checking of the venue may have taken place at the start of the planning process,
there may have been changes, which have been unrecognised by the events manager.
Where the venue is not owned and operated by the event organisers, there needs
to be further checks of the venue. These checks serve to familiarise event
managers with the venue, to consider emergency management plans, contingency
plans, and discover whether all facilities are in working order, this planning
and precision can prevent mistakes from occurring on the day of the event. .

If the event is something like a competition or contest, the
event programme can be finalised when there is certainty as to the number of
participants. This may not be known until all entries have been received for
the event. This means that it is necessary to set a deadline for the receiving
of entries. When there is a good knowledge of who will be participating, the
Event Director can make adjustments to the timetable e.g. start times, order of
events, presentations, etc. Ideally the event programme should be printed and
sent to participating organisations and organisational teas who are going to
help out a lot during the event, one or two weeks ahead of the event. Other
participants may receive their programmes on the day of the event.

There are usually many items to transfer and these include
public address equipment, kitchen equipment, signage and banners, scoreboards,
computer equipment, photocopiers, sports or activity equipment, tables and
chairs, lecterns, first aid equipment, drinking fountains and more. Drivers for
this transportation will have been recruited earlier as part of the event
management team. In some cases it may be possible to transport equipment and
store at the venue several days in advance. At other times, however, this may
not be allowed until the last day.

In many cases may not be possible to commence setting up a
venue until the day before or even the night before. There may be other venue
hirers (people who also may want the venue) packing up and leaving as your
event management team are arriving with the equipment to set up. Where
possible, the venue should be completed set up and all equipment tested on the
day before. If this is not possible then it may be necessary to work through
the night if venue owners allow. Setting up on the day, only hours before the
event commences, runs the risk of a delay to the schedule start time and this
can affect the whole event dramatically. For example, stress increases
exponentially when equipment is found to be missing or does not work.
Furthermore the setting up of a venue is a surprisingly lengthy process and
there needs to be sufficient time allowed for workers to achieve all tasks
comfortably