Event management refers to the use of project management in regards to the creation and development of events. Event management involves coordinating and planning the event, which includes identifying the target audience, coming up with a concept for the event, studying the brand, and making sure the technical aspects are ready, then actually launching the event. Used as a tool for communication and strategic marketing, event management is used by companies of all sizes and gives them a way to communicate with customers, both current and potential.
When planning an event, you obviously want to ensure that it goes off without any mishaps or complications. Although every event is different and needs its own approach, there are some things that are universal for planning and executing events. Here are some of the best practices that successful event managers make use of.
1. Personalize the experience.
Event managers look at the theme or goals of the event and aim to customize every aspect so that it ties into that central motif. Adding items or gestures for guests that are personalized for the occasion will be of great benefit in making your event memorable long after it ends.
2. Education of attendees.
If you are making use of specialized technology such as an app or a smart badge, you need to provide attendees with accessible support on how things work. You want the participants of the event to be ready to have a good experience. Frustrations with the experience at the event due to a lack of prompting and education about what is happening will reflect negatively on the event manager. It’s best to have a plan in place for providing education and support both in advance and at the event.
3. Content.
Make sure that you provide the event attendees with fresh content and information that is relevant to their needs. Look at the theme of the event and study the brand of the organization behind it. See if you can offer new insights that are integral to the message of the event and can inspire more attendance in the future.
4. Networking.
Event participants will ideally want to do some networking and engage in conversations with others at the event. You want to accommodate this desire by ensuring that the event schedule is not so packed that there is no time for networking. Consider making use of Q&A sessions, small group discussions, and, for multiple-day events, leaving one night that is open and available just for the purpose of networking and discussing the takeaways from the speakers and the topics.
5. Event management software.
Technology can be of great aid to event managers, and you want to make sure you’re using just the one that is right for you. There is no one software that will meet every need in event management, but here are some things to consider: Is the software just for one event or is it adaptable for multiple events? Does it include flexible features and steady support? Are the security systems strong?
As an event manager, it’s up to you to ensure that your guests have a good time, learn something, and, for the benefit of the company hosting the event, become interested in the products or services that are being offered.