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What Is Actually Termed By Event Management?

Event management is the application of project management to the creation and development of large scale events such as festivals, conferences, ceremonies, formal parties, concerts, or conventions.  It involves studying the brand, identifying the target audience, devising the event concept, and coordinating the technical aspects before actually launching the event.

The process of planning and coordinating the event is usually referred to as event planning and which can include budgeting, scheduling, site selection, acquiring necessary permits, coordinating transportation and parking, arranging for speakers or entertainers, arranging decor, event security, catering,coordinating with third party vendors, and emergency plans.

The events industry now includes events of all sizes from the olympics  down to business breakfast meetings. Many industries, charitable organizations,

and interest groups hold events in order to market themselves, build business relationships, raise money, or celebrate achievement.

In short one can also club it into as You can't properly define Event Management without defining 'Event' and 'Management' respectively separately first. It is then after this, that you can join both different definitions together to make up one and that is the definition of Event Management. For example:

Event: An event is something that happens at a given place and time for a reason with someone or something involved.

Management: Management could be defined as the act of applying necessary skills in all business and all human resourceful activities to accomplish desired goals and objectives

So, my definition of event management after joining the two is:

"the process of creatively applying necessary professional skills in organizing a focused event for a target audience to achieved a desired objective."

What Is Event Planning In General Terms?

What is Event Planning? Four unique perspectives from event planning 

Here’s a very basic, but thought provoking question that we're asked all the time - What is Event Planning? We polled our industry experts to get their perspectives and opinions. Here are four of the most interesting and candid responses we got:
The "Industry definition"

Event planning is the process of managing a project such as a meeting, convention, tradeshow,  ceremony,team building activity, party, or convention. Event planning includes budgeting, establishing timelines, selecting and reserving the event sites, acquiring permits, planning food, coordinating transportation, developing a theme, arranging for activities, selecting speakers and keynotes, arranging for equipment and facilities, managing risk, and developing contingency plans.

The "Official definition" (US Dept of Labor)

Event Planning consists of coordinating every detail of meetings and conventions, from the speakers and meeting location to arranging for printed materials and audio-visual equipment.
Event planning begins with determining the objective that the sponsoring organization wants to achieve. Planners choose speakers, entertainment, and content, and arrange the program to present the organization's information in the most effective way. Meeting planners are responsible for selecting meeting sites, prospective attendees and how to get them to the meeting.

 

An optimist’s view

Event planning is the energizing art of choreographing people and activities in order to create a show that creates memories of a lifetime. Designing and producing an event, whether it‘s a meeting, corporate event, fund-raiser, tradeshow or any other event, is in many ways comparable to directing a live stage performance. An added bonus, for those who love to travel, it provides an amazing opportunity  to travel to luxurious hotels, interesting new places and meet speakers and attendees from around the world. All of this, while enjoying a high level of autonomy and independence!

A pessimist’s opinion

Event Planning is the stressful work of planning meetings or events, and can be a very demanding career choice. Planners must multi-task on several things at one time, face numerous deadlines, and orchestrate the activities of many diverse groups of people. Meeting planners may need to travel extensively to attend meetings and to visit prospective meeting sites. Work hours can be long and irregular, and working more than 40 hours per week is fairly common, especially during the time leading up to an event and wrapping up after the event. Finally, be prepared for some physical activity - long hours of standing and walking, carrying of boxes of materials, and is just the beginning!

How Well Do Conferences Play Their Part Of Promotion?

Event management of conferences

Conferences are among the most important events that professional event managers organize. The term “conferences” can apply to a variety of gatherings from a group of researchers who meet to discuss scientific results to a group of sales people who are training.

Conference planning can be the responsibility of a corporate employee or a professional meeting planner.

Everything about the planning of conferences. From important steps in the planning process to conference types and their requirements.

Conference Management and Planning
Conference management and planning includes several key components:

Location
Conferences are held around the world in small and large cities. The venues range from meeting rooms  in small hotels to large convention halls.

Cost
During the tough economic times, many companies are scaling back their conferences and some are even cancelling them altogether. The money crunch is sending many companies to smaller cities that offer cheaper rates. Some universities are hosting academic conferences on their own campuses rather than hosting them at conference halls. Smaller colleges are taking advantage of the facilities at the larger universities in their area to save on cost.

Proximity to most of the possible attendees
A gathering of researchers from southern schools in the United States is not likely to be held in London. This just drives up the cost for the attendees and the planners.

The accommodations needed
Even if a school has an excellent conference hall, if there are not enough hotels in town for all of the attendees, it does no make sense to hold it there. While many attendees would be willing to drive from several miles to attend, many would not.

The conference room at the venue
This may seem like a small detail to anyone who has never been involved in conference planning, but the conference room is very important. If you are going to make a presentation on a large screen, having the screen and a way to project those images available in the room is huge selling point in conference management. Many will pay extra just for the convenience of not having to lug their own screen and projector.  The acoustics and the seating arrangements also factor in to the room set up. ´
Types of Conferences

There are as many types of conferences as there are venues. While all of the conference types share some similarities, there are some differences: Here are some examples:

Academic conferences
These can be held for two main reasons. University scientists hold them to announce research results. There is also a “call for papers” where newly published information is presented to a group. Many conference planning companies specialize in these types of gatherings for colleges and universities. These companies help in publishing the research or paper, as well. Many of these conferences are held on the campus of a large university.

Medical conferences
Thanks to science, new advances in medicine are announced all the time. Medical conferences are a way for doctors and other medical professionals to keep up with these advances and to earn the needed continuing education credits to keep their license. Often professional organizations such as the American Medical Association host annual conferences to give doctors the opportunity to earn these credits.

Business conferences
These can be several types. (1) Annual meetings. Many companies hold this type of meeting for shareholders to announce the company’s accomplishments of the past year and to highlight the future. (2) If a company has many divisions around the world, often the management teams will get together to talk about the business’ direction and to share best practices. This may be the only time they are in the same town. Often these conferences are held in the same town as the company’s headquarters.

Training conferences
Large organizations, such as United Way, will hold these types of conferences several times a year. This gives everyone the opportunity to learn new information and share best practices with their colleagues. Often training conferences will be presented by a marketing company and will be open to anyone from any company. These types of conferences require a classroom type of setting and easy access to restaurants if lunch and dinner is not included in the session.

Internet conferences
These virtual gatherings have grown in popularity as travel costs have increased while company budgets have not. Even though they may seem as simple as just getting online, these conferences require planning---particularly if the participants are in different time zones.

Conference management may seem easy to an outsider: find a place, find a caterer and set up the room. But it is much more than that. Conference planning involves every little detail down to making sure there are enough water glasses on each table to making sure the sound system works. These tasks are usually distributed to several people and vendors but are usually over seen by a conference manager, who carries a huge responsibility. Any small mistake can put a damper on the entire event.

Few Tips To Organise A Theme Party

As today...parties are getting conman.....Today theme parties are trending just like a new fashion in a row.

Theme Parties as events 

Event Management of Theme Parties that are popular for people of all ages. When someone invites you to a party, you always ask “What’s the theme?” No one has ‘plain Jane’ events anymore where the guest are just expected to put on their Sunday best, eat appetizers and dance to boring music. Event planners caught on to the trend and now plan corporate and nonprofit parties with themes. Before getting into what it takes to have a successful theme party, let’s examine some of the hottest trends:
Topics of Theme Parties

Casino Night
The increased popularity of poker has made Casino Night one of, if not the, most popular theme for all sorts of events. Charities use them as fundraisers. Participants purchase tokens that can be ‘cashed in’ for prizes.

Mardi Gras
These parties can be held any time of the year—not just at Mardi Gras time. What makes these parties so popular are the decorations — colorful beads and costumes set a festive mood.

Pick a decade
Just a few years ago, the 50s were the most popular party them. Who could request poodle skirts, leather jackets and “Rocking Around the Clock?” But as the population has aged, the 50s have been surpassed by the 70s and 80s. Disco balls and bell bottoms are fun accessories. And the 80s brought colorful shorts and big hair—on both the men and the women!

Halloween
Pop superstar Michael Jackson can take much of the credit for bringing spooky back into style. More than 25 years after the release of “Thriller,” many parties and events are based on that popular music video. Beyond the thrill the popularity of horror and slasher films give party goers a chance to be spooky. But costume parties don’t have to be scary. Princesses, knights, cowboys and all sorts of strange animals have made their way to Halloween parties.

What goes into creating a successful theme party?
Be careful which theme you choose
An organization that largely caters to seniors may not want to choose a Halloween theme. However partygoers may jump at the chance to try their hands at the casino tables. All generations will enjoy a trip back in time but all generations may not enjoy a Mardi Gras party. Consider the guest list when deciding which theme will be great for the perfect party. If possible, take a formal or informal survey of potential guests.

You must decorate
What is a Halloween party without a few spider webs and spooky ghost hanging around? And can you honestly have a 70s party without a disco ball (or several) hanging from the ceiling? If you are on a budget, finding great decorations can be challenging. Don’t limit yourself to the party store down the street. The Internet has a wealth of online stores that have great decorations at the price. Don’t take on the task of decorating all alone. Form a committee and make decorating the “party before the party.”

Stay with the theme from the beginning
Find invitations that are suited for what will happen the night of the party. Serve foods that coincide with the theme. This is easy if you are doing a Halloween theme because there are many ideas in magazines and books. If you are having trouble figuring out ‘theme foods’ keep it simple. Have a cake (or several depending on the crowd) that reflects the theme. You don’t even have to make it—order it from a local bakery. Finally, be creative and create your own theme. If the members of your organization love a television show, create a theme party around that show. Have the guests come dressed as their favorite characters. Your themes are only limited by your imagination.

Tips Of How One Can Plan A Seminar?

Event Management of Seminars

 

Event management of seminars and educational events. Who says learning ends outside the classroom? A popular source of academic, professional or technical instruction, seminars present information to diverse audiences. These tutorials may be private or public, series or single, commercial or informative, lectures or dialogue-based. They are less formal than academic lectures, allowing audience members to interject opinions or discuss results.

In today’s information-saturated marketplace, successful businessperson are expected to learn new information quickly. 50-year-long careers are antiquated relics; mobile young professionals, equipped with powerful research skills and inter-career interests, swell the employment ranks. Seminars are a prime venue for dispersing important expertise in a condensed form. As such, event managers need to have a handle on how to plan a seminar.

Planning of Seminars
Like all successful enterprises, planning for a seminar should begin several months in advance by developing a theme. Is this seminar groundbreaking, philosophical, or technically oriented? Who is the target audience? Select the niche market carefully.

When choosing a venue, do not select the nearest academic hall. Different seminar styles require different facility requirements. The higher the social caliber of the seminar, (e.g. the more VIP personalities) the more prestigious the venue must be. Additionally, the size of the location is dependent upon the estimated attendance figures.

Should the seminar be free? Incidentally, paid seminars typically attract more people than free seminars. Pundits believe that paid seminars present a visage of academic integrity, educational value, increases expectations, and elicit pre-paid customers to be there.

An engaging keynote speaker is vital. After all, seminars are 60% information and 40% entertainment. A prosaic or ignorant speaker will kill and ruin a seminar. Seek respected, renowned speakers early on, and use their reputation as a marketing tool.

Solicit sponsors. Seminars are an effective method for corporations to “get their name out there.” An automaker’s seminar has already assembled a niche market, so local auto dealerships and repairs shops have a sure-fire guarantee of stellar brand positioning.

Develop an audience profile, then market, market, market! Use a descriptive title. Well-attended seminars are marketed 3-4 weeks in advance. Send e-mails , post flyers, write press releases, and use word-of-mouth. Eliminate direct mail – it normally doesn’t work for seminars. Persuade audiences that they should want, or even need, to attend.

Secure audiovisual equipment and practice the presentation. Expect issues, so develop a contingency plan.

Set up a basic registration desk, toss out a few refreshments, and enjoy the show. You worked for it.

What Is The Importance Of A Checklist?

A checklist is a type of informational job aid used to reduce failure by compensating for potential limits of human memory and attention. 

It helps to ensure consistency and completeness in carrying out a task. A basic example is the "to do list." A more advanced checklist would be a schedule, which lays out tasks to be done according to time of day or other factors. A primary task in checklist is documentation of the task and auditing against the documentation.

Checklists are used in graphical user interfaces.

The below picture shows the need of checklist

Format

Checklists are often presented as lists with small check-boxes down the left hand side of the page. A small tick or check-mark is drawn in the box after the item has been completed.

Other formats are also sometimes used. Aviation checklists generally consist of a system and an action divided by a dashed line, and lack a checkbox as they are often read aloud and are usually intended to be reused.

Concern

Excessive dependence of checklists may hinder performance when dealing with a time-critical situation, for example a medical emergency or an in-flight emergency. Checklists should not be used as a replacement for common sense. Intensive training including rote-learning of checklists can help integrate use of checklists with more adaptive and flexible problem solving techniques.

One can also refer to the another picture below for the sample of checklist for event planning

if you are a fresher and want to have an idea of how to make an apt checklist then the most appropriate checklist is as following :