Event management takes a lot of work. There is so much you have to coordinate with other people, stuff that you have to remember, and you are responsible to make sure everything in the event goes well.
When you are an event coordinator, there are 7 key elements that you must remember for any event that you work on. These elements help ensure that the event you plan has everything taken care of.
1. Event Infrastructure
Just like how every good building and bridge needs a solid infrastructure, every event that you plan needs to have a solid infrastructure as well. An event infrastructure is the foundation of your event. It includes everything from the core concept to the core people.
Without an event infrastructure, there is nothing for your event to be based off of. You will be led to madness and chaos with a messily planned event if you don’t include the event infrastructure.
2. Core Concept
The core concept of the event is essentially the “why” of the event. Why is this event happening? What/who is the event for? The core of an event includes your main theme, main people, and your why.
Knowing the core concept of your event will keep you on task throughout the entire planning. If you ever have questions about if your event fits the desired image, you can always look back to the core concept to see.
If you are asked what the event you’re planning is about, you should be able to use the core concept to answer the question.
3. Your Main Audience
Always keep your audience in mind when planning your event. You want the event to be enjoyable for everyone, so keeping the needs of your audience in consideration will make sure that everyone has their needs met.
Know how big your audience will be, the age range of audience members you will have, and know what accessibility needs will have to be met. This information will help you make so many decisions from what kind of venue you rent out to what color palate should the decorations be.
When you know your audience, you will get a better response from them. That means that you will see people from your event posting videos and photos online which will boost the reputation of the kind of event you are planning.
4. The Entertainment
Every event needs some kind of entertainment to keep the spirits of the audience where you want them to be. Your entertainment is also your main talent, they are a core part of how the event will run and how people will interact with the event.
Know your entertainment so you can best accommodate them. If you have live music, make sure that you have the proper setup for the musicians and their instruments.
If you ever need something for your entertainment groups like instruments or storage, you can rent them at On-Stage Rentals. Here, you can get anything that your entertainment group needs no matter what kind of event you are planning.
When people talk about your event online, their main focus is going to be the entertainment you had. So, you need to make sure that your entertainment is well accounted for during each step of the planning process.
5. Core Structure
Core structure is much like your event infrastructure. However, core structure more relates to the formality of your event. Whether your event is going to be for a large business banquet or a casual wedding, knowing how formal the event will be will dictate a lot of rules.
Make sure that every decision you make has your core structure in mind. A business banquet should have a fancier venue with higher-class food options. A casual wedding can have a calmer venue with food options that match the occasion.
Core structure also involves your team. Who is going to be focused on which task? When you have a team, you and your teammates will have less overall work. This makes the planning process faster and less stressful. Know who is going to be taking care of what tasks to have a well-run machine.
6. Media
Media makes all the difference when you are planning an event. If your event is for a music group, business, or some other brand, this event is a great time for spreading awareness and gaining support.
Know what forms of media your audience uses so you can connect with them. Is your audience younger? Then push out the brand’s social media pages to gain more support.
Media also involves whether your event will be recorded or if it will be camera free. The kind of media rules that you have will dictate how the event is publicized and how the audience interacts with the event.
7. Clients
Finally, we have the element of your clients. Of course, the event that you are planning is your client’s event. You have to know what your client wants so you can accommodate their wishes.
At the beginning of event planning, take time to have a meeting with your clients. Know what your client wants from the event and take down every special request that they have. Getting all of the information in the beginning prevents misunderstandings and long lists of questions later on.
Don’t just talk with your client in the beginning, keep your client in communication throughout the entire planning process. That way you will know when your client changes their mind on something or needs to cut something out from the planning.
Final Thoughts
Knowing these elements of event management makes planning events easier on you, the client, and all of the future guests. When you keep these elements in mind, you will be able to plan a great event that will make your client happy and leave the guests with great memories.
Event management is a difficult career, but it is highly rewarding when you get to see your plans all come together.