Role of Event Manager and the people involved in conducting the event

01/04/2021 0 By indiafreenotes

An event manager oversees the design, set-up, and execution of events that bring people together. These events can run from small networking meetings with a few dozen guests to large-scale conferences with thousands of attendees over several days and everything in between.

No matter their scope, managing events is always a people-centric endeavor. Your goal is ensuring people get the most from a given event, and you work closely with people to achieve that goal.

Role

  • Event Coordinator duties and responsibilities
  • Understand requirements and details of each event
  • Understand clients’ needs and wants
  • Plan and organize events with attention to financial and time constraints
  • Book venues and schedule speakers
  • Meet with clients and coordinate with them regularly
  • Look for and compare different vendors (catering, decorators, musicians etc.)
  • Negotiate with vendors to achieve the most favorable terms
  • Hire, train and oversee personnel
  • Evaluate personnel and provide reports
  • Manage all event operations (preparing venue, invitations, food, drinks etc.)
  • Track the overall even expenses regularly
  • Do event budget planning
  • Stay within the budget
  • Carefully oversee event happenings
  • Offer solutions to resolve problems in a timely manner
  • Evaluate event’s success and submit reports

Duties of an Event Manager:

  • Pre-event organisation
  • Planning an event that meets the stated objectives
  • Working out event budget, and logistics (venue, catering, etc)
  • Managing an effective event marketing campaign
  • Managing registrants
  • On-the-day management
  • Ensuring that on the day logistics are running smoothly (catering, venue, equipment)
  • Managing event staff to help mark attendance, run speeches, provide attendee support, collect sign ups etc.
  • Sending SMS communications to attendees when needed (last minute venue changes, parking notices etc)
  • Post-event communication, reporting & analysis
  • Managing post-event marketing/communications (‘thank you for coming’ email, feedback surveys, etc)
  • Reviewing reports
  • Analysing feedback and report data to measure whether event goal was achieved

Different People

1) Infrastructure Manager

They have the following responsibilities:

  1. Procurement management and resource management.
  2. Responsible for setting up and dismantling the infrastructure for the whole event like:
  3. Construction of boundary walls, entrance and exit gates, driveways, walkways and parking lots
  4. Construction of AC/Non AC hangers/ halls, seating arrangement, stage design/ set up.
  5. Construction of green rooms, staff rooms, storage rooms, power rooms, toilets, sewage systems, stalls, counters, booths and kiosks.
  6. Responsible for setting up electricity, water and phone connections.
  7. Responsible for conservancy (i.e. cleanliness).
  8. Formulates, prepares and implements the risk management plan. (risks related to infrastructure management like sudden shortage of workers, materials, power failure etc)

2) Event Manager/Event Planner

They have the following responsibilities:

  1. Responsible for planning and producing the whole event.
  2. Responsible for procurement management and resource management.
  3. Formulates, prepares and implement risk management plan (risks related to event planning and production).

3) Security Manager

  1. Responsible for formulating, preparing and implementing the security plan and strategies. i.e. how to protect delegates, guests, service providers, organizers, sponsors, partners, clients, target audience, goods and merchandise, etc.
  2. Procurement management and resource management.
  3. Formulates, prepares and implements the risk management plan. (risks related to security like stampede, brawl etc)

4) Logistic Manager

  1. Responsible for custom clearances and other clearances.
  2. Responsible for warehousing of cargo
  3. Cargo insurance
  4. Expected to move goods and merchandise from one destination to the other in the most efficient manner.
  5. Responsible for procurement management and resource management.
  6. Formulates, prepares and implements the risk management plan. (risks related to logistic management like cargo theft, etc.)

5) Information Manager

  1. Manages the information acquired through different sources.
  2. Responsible for the documentation of all business operations carried out pre-event, at-event and post-event.
  3. Maintains database of service providers, delegates, guests, organizers, sponsors, partners, clients, target audience, media people and various govt. departments officials.
  4. Formulates, prepares and implements the risk management plan. (risks related to information management like loss of data)

6) Event Coordinator

They are responsible for coordinating with all event professionals and ensures that business operations are efficient and effective.