In very day life, it is a common occurrence to attend various special meetings to celebrate a given occasion. These meetings can also be for education purposes, promotions or commemorations. The occurrence of such special meetings constitutes an event. Therefore, to make this event happen, a long process of planning and preparing for the event takes place. Thus, this process of applying the skills and structures of project management to create and develop a festival, celebration, conference or social gathering is what makes event management (Reid & Bojanic, 2010). Event management is significantly involving for the people who are organizing the event as they have several factors to ensure are in place for the event. Currently, there are several events; world events all over the world such as the Olympics and the world-cup games, which involve not only a portion of the bodies involved, but also the whole country at large. Additionally, such games affecting the entire country and are of focus to the whole world present an immense impact on the communities across the globe.
The key aspects of event management
Event management is an involving task that when not planned to the finest details, it can turn out as very ugly and destroying the image of the host. This is the reason there are structures that constitute the key elements to consider while planning and developing an upcoming event. The events that involve vast varying categories of attendance even present greater challenges; the planners have to structure and strategize for every person they are anticipating (Raj, Walters & Rashid, 2008). However, with proper guidelines and key elements in place, the event turns out remarkably successful and meeting the goal intendment. Therefore, the following are the key elements that constitute the planning process of an event.
The first and most important factoring element is to the mission, purpose and point of the event. It is necessary for the planning team before even starting working on the actual date; to have a clear vision of what it is they are preparing to have (Singh, 2009). In this world, great scholars indicate that unless a person knows where they are and have a vision of where they are going to; they can never find the way to their destination. Similarly, unless the event managers and planners know and understand the essence of the event, the goals it intends to meet, they cannot plan a successful event. The failure to understand the mission and focal point of the event is a common mistake that most events, especially those concerned with fundraising, make. The purpose of having the vent surpasses the holding of the event, and this is a striking point for any event that occurs across the board (Chaturvedi, 2009).
This key element does not vary and it cuts across all events, whether social, business oriented, entertainment ceremonies or educational. The purpose is essential in determining the final and expected achievement of the event. Therefore, it is conclusive that, all the events that appear successful and are successful always have a primary purpose and mission. This primary purpose cannot stand-alone. Therefore, after establishing the purpose and focal point of the vent, it is significant to attach accompanying goals and objectives. These sub-objectives of the greater purpose of event act as instruments for measuring the success of the event and its management (Weiland & Wilsey, 2009). Therefore, after identifying the purpose, then follow through with goals to meet in order to establish the success level of the planning for the event. Understanding the mission of the event facilitates and sets ground for good planning and appropriate allocation and utilization of resources.
Secondly, to have a successful event, it is significant to establish the place of hosting the event. Therefore, the element here is to select a venue, and not just any venue but the appropriate venue. This essential element of event planning is what follows the understanding of the mission element. The venue is the place where the event takes place (Govers & Go, 2009). A football event, for instance, cannot place along the roads of the city. Similarly, an Olympics marathon event cannot take place in a hall or a birthday celebration be held in the football pitch. This is not logically possible, as these venues do not match the requirements for the events. Therefore, it is necessary to consider the venue of the event based on the mission and objectives of the event. An appropriate venue for hosting an event has the qualities that replenish the planning process and occurrence of the event. The qualities of the appropriate venue include, it has to be the appropriate size that will host the expected number of attendants. Secondly, it has to be a place that is applicable for the activities that occur will occur in the event. Lastly, the venue of choice as to be the place that brings a connection between the courses that the event espouses, the attendants and the community receiving the service. Therefore, in considering the appropriate venue, feature the event type, event mission, the space and layout of the event. Additionally, consider the convenience and appropriateness of the location in relation to expected attendants and surrounding community (Weiland & Wilsey, 2009). Therefore, to organize and manage an event, the organizing parties need to establish the appropriate venue for the event before proceeding with the planning.
Another factor for considering in event planning and management is the plan of the event. Planning is a simple aspect of the event management as most people presume. However, the people planning the event fail to understand that mental plans are the beginning of failure of the event (Raj & Musgrave, 2009). An event fails from being successful from the start due to the influence of planning. In planning, the factor is not having the vision of the event and expectation, but rather, it is the drafting of a written plan. Having an event in mind is good but it is as good and successful as one is thinking about it but not after the implementation. Therefore, to have a successful and great event, it is necessary and essential element to have a drafted plan. The drafted and written plan is the guiding document prepared in advance outlining the processes and procedures of the event. When the preparing committee drafts the plan, there is little if any pressure on the event (Anholt, World Tourism Organization & European Travel Commission, 2009). Statistics show that, 90% of the events that are not successful occur and are visible from the planning stage. Therefore, it is significant to have a written plan that will facilitate the execution of the activities in the event.
The plan writing allows for brainstorming, logical and open thinking. In so doing, the plan factors in all the crucial elements of the event. Writing the plan allows the process of testing the goals and objectives of the event before they come into action. This eliminates the possible failure points before the event starts. The written plan includes the mission of the event, the goals and objectives of the vent and a detailed matrix of the action points in the event. It also provides a detailed map of the venue selected and clear organizational structure of the event. Lastly, the plan includes the extremely crucial factor of the budget. To organize an event, one cannot work on a mental budget. There needs to be a proper calculated and written budget for the organization.
The fourth key element of event management is the flow of the event from planning; the drafting of the plan facilitates the presentation of the event. Therefore, in setting the flow of the event, it begins with the drafting of the expected outcomes from the event. The flow of the event should have the beginning, middle and end stages. These events should follow each other chronologically. To settle for the proper flow of the event, the planners think carefully and consciously with care through the expectations form the event attendants and hosts (Masterman, 2009). The flow of the activities in the event affects the way the actions occur. Therefore, to have a proper and successful flow of activities in the event, it is essential to establish a written script to guide the flow of activities.
The fifth element that is essential in planning for an event is to establish the emotional moments of the event. A successful event features varying moments during the event. Depending on the purpose of the event, the moments that occur during the event vary. A peak moment within the event confers the involvement and attention of all people who attend (Morgan, Pritchard & Pride, 2010). The event that grabs the attention of all people and makes the hosts feel the support from those in attendance. In this segment, it is where the mission of the event becomes evident. It is the point people connect to the event to the climax. It is where…