Times can be chaotic and frustrating especially when the event manager has no appropriate skills and experience. As an event manager, one should consider choosing an appropriate venue and time for the event. This can be done through choosing a safe accessible location with enough parking and adequate lighting. Frankly speaking, no guest will come to a location which is not popular. So the event managers should ensure that he venue is held in popular places to encourage attendance. Additionally, the place should also have accessible public transport.
Since the event manager knows the objective of the event, he or she should choose a venue that is aligned with the target market and the primary purpose of the event. For example if the target market are high class individuals, the venue should reflect the group. When picking an appropriate date, it should not coincide with national holidays or any major event such as sports or a conference from a competitor. Also a strategy to address the hurdles of some people failing to overcome and attend the event should be dealt with through brainstorming to ensure that the desired number of people attend the event.
The event manager should plan on the amount that stakeholders will be able to afford to spend on the event. Lack of proper budget planning can lead to waste of resources. In case the event manager has an aim of generating revenues though tickets, rough estimates of figures should be included in the budget to offset the costs. Miscellaneous costs should also be included in the budget to cater for emergencies and unplanned expenses.
Becoming a successful event manager, creativity is key. The event manager should consider stationing people at doors to pass out drinks and to take coats. This will ensure that the guests feel welcome and more comfortable. Gifts, handouts or any other marketing or promotional material should not be issued to the guests as they arrive. A table should be set aside near the exit with this materials or should be issued out later in the event. Effective presentation visuals should be created in case the guests are to attend a training session. Enough chairs and refreshments should be provided. This will ensure informative and interesting sessions for the guests.
If the event manager is planning on inviting a guest speaker, facilitator or entertainment for the event, first of all he/she should identify the individuals. Second, the individuals to be invited should be appealing to the audience and they should have special talents or technical requirements in their respective fields.
Catering arrangement should be put in place in time. The type of food to be served should be identified in time. If the guests will be served lunch, snacks, dinner, buffet or sit down. The event manager should also make arrangements on the type of beverages to be served. Preparation of how the food will be served should be done early; if it will be served in a punch bowl a can or in other ways. If alcohol is intended to be served, arrangements of designated drivers should be made available to facilitate transport guests who may be not able to drive.
Additionally, time management is important. Arriving at the venue early to ensure that everything is in order, dealing with any arising problems is important in ensuring the success of the event. Effective communication with the event planning team is crucial as an event manager. Sharing of ideas and vision openly with the planning team is important since it boosts communication level to respectful heights. No member should be talked down irrespective of the role they play in the team. Event manager should always be open for criticism and new ideas from the team.
Passion is another creative way to become a successful event manager. Lack of passion will not enable one to overcome the hurdles and triumph when everything is going amiss. Having a definite purpose and burning desire will go a long way in assisting event managers to become successful. Ability to resolve problems and arising issues quickly enables one to carry out their vision. Since the entire planning team looks up to the event manager, the last thing they expect is a shaky leader who rash decisions, they need a firm leader who can stay calm at a zero hour. When the event is over, event manager should take time in reflecting back. This is done through consideration of the whole planning process and using the feedback provided by the guests to improve future events. Event managers should ensure that any event planned should be meaningful and it should celebrate the company in a positive way.
A feedback mechanism should be arranged after the event. A questionnaire, letter, survey, email or comment card can be send out to the guests for their feedback. Guests should be invited to share their experience; their dislikes and likes about the event. As an event manager their feedback will help you in measuring your success and will call for improvement in the future events. The event manager should be creative enough to incorporate an element of spark interest in the event for example partnering with other businesses to create a unique experience for the targeted market. A virtual platform which includes different people from diversified cultures and different locations can be used to engage attendees in video chats.
Any event manager can be successful. Through promotion of events, collaborating with stakeholders, preparing effective budget, making use of available resources and following all the above mentioned creative ways, any event will be successful.