CSM 11

EVENT
MANAGEMENT

COMPILED BY MA. PAULA E. BALBONA

PART-TIME INSTRUCTOR, CM
 EVENT
CHAPTER 2 MANAGEMENT
For classroom use only.
Do not reproduce.

CHAPTER OBJECTIVES
After studying this chapter, you will be able to:
Define Event Management;
Discuss how to get into Event Management business;
Enumerate the requirements of an event team member; and
Explain the tips in Event Management.

This chapter will focus on the definition of event management, requirement on

how to get into the business, becoming part of the team and tips on how to
manage an event.

WHAT IS EVENT MANAGEMENT?

Definition of Terms:

Event - An event is something that happens, especially when it is unusual or

important. You can use events to describe all the things that are happening in a
particular situation.
- An event is a planned and organized occasion.(ex. social gathering or a sports
match.) –Collins Dictionary

Management - is the control and organizing of a business or other organization

or is referred to the people who control and organize a business or other
organization as the management. –Collins Dictionary

Management is the coordination and administration of tasks to achieve a goal.

Such administration activities include setting the organization’s strategy and
coordinating the efforts of staff to accomplish these objectives through the
application of available resources. Management can also refer to the seniority
structure of staff members within an organization.
Event Management - is a the science of planning, organizing, directing,
coordinating, motivating and rewarding people or staff to attain the visionary
objectives of the event producer or client.
- The process by which an event is planned, prepared, and produced. As with
any other form of management, it encompasses the assessment, definition,
acquisition, allocation, direction, control, and analysis of time, finances, people,
products, services, and other resources to achieve objectives. (juliasilvers.com)
- The coordination, running and planning of all the people, teams and features
that come together to create every kind of event.
(eventbusinessacademy.com)

Event Management also involves studying the intricacies of the brand,

identifying the target audience, devising the event concept, planning the
logistics and coordinating the technical aspects before actually executing the
modalities of the proposed event. After an event has been successfully done, a
post event analysis is made to insure a return on investment was met that have
become significant drivers for the event industry.

Festivals and events as an industry around the world continue to grow that the
tourism and hospitality professionals must take advantage since this offers a big
market. Like the Asian Games, this event has a large impact on the industry
because it will require services to make it successful.

As anyone can notice, the events management industry now includes those of all
sizes from the Olympics down to a breakfast meeting for ten business people.
Many will hold events of some size in order to market themselves, raise money,
build business relationships and others of a lot of industries, charitable
organizations and interest groups.

The range of events that an event management business can supply is

impressive like those of a catering company. They can arrange events for a small
group of people. They can even arrange huge events with around 5,000 people
attending. Since most businesses contact an event management team to handle
their events, it is important that the event planners and organizers, are keen to
details to give the best service since they avail this because their expertise in
the field is second to none. Planning an event is time consuming and stressful
for most of the companies; it is also a costly one. This is also the reason why
they have contacts within their field in order to obtain the best price quotes and
the most reliable service.
Therefore, it is said that event management is a science and an art. It is science
because it involves careful planning and attention to details and need for the
proper execution of the processes of the steps. It is an Art because it requires
one to become artistic in order to come up with clever ideas on how to present
certain event. In the field of management and business, event management is an
avenue to incorporate principles of social graces, protocol, as well as the art of
creating experiences that are unique and unforgettable.
HOW TO GET INTO EVENT MANAGEMENT BUSINESS?
Everyone has the opportunity to work within a number of different industries,
creating events ranging from trade fairs to street festivals to corporate galas
and more. However, one has to understand that this type of job requires
working long and often awkward hours in a variety of industries and with many
different clients. It will not be difficult for tourism and hospitality professionals
to get into this business since they are trained in events management subject.

This will help you to get into event management especially if you are opening
your own business. Since many people who want to become an event manager
obtain a degree in business management, tourism management, or hotel and
restaurant management, it is again an advantage that you are a member of the
tourism and hospitality management program since this will expose you on
event planning, organizing, presenting, and evaluating.

REQUIREMENTS OF AN EVENT MANAGEMENT TEAM

MEMBER
Articulate both in English and Filipino languages, some foreign language is
desirable.
Strong business foundation and customer service skills
Well – organized
Excellent organizational skills
Highly trainable
Highly focused
Professional
Self – starter
Guest focus
Able to deal with various types of guests
Strong leadership skills and strategic planning
Excellent interpersonal and motivating communication skills
Patient
With strong / pleasing personality
TIPS FOR EVENT MANAGEMENT
For one who will be part of the event management team, the best tips are as
follows:

Delegating Tasks - this is the key for successful event management because it
helps ensure that all aspects of the event are covered. Because of this, an event
manager should have a trained team in place that will verify that everything has
been accounted for and be available to handle potential problems. However the
smaller events, an assistant instead of an event management team may be more
practical to avoid too many expenses yet helps to decrease the likelihood of
mistakes depending on the size of the event.

Selecting the right venue – this is highly important because some of the biggest
problems that can be avoided are related to the venue. It is a decision that can
either make or break an event. Should a client does not have a venue in mind,
the event manager will need to find out exactly what the client is expecting,
know how many people the venue should hold and check if there are special
considerations that need to be made. For example, a workshop may require
more space because table and chairs are necessary, while in a speaking event, a
smaller area will do. With regard to special considerations that may need to be
accounted for, these refers to areas where to serve food, the handicap access,
the dedicated dancing space, even areas for entertainers, and safety features
should there be special effects such as fireworks.

Planning for the unexpected – this is also called as Contingency Plan that
should be in place. This should be made everything that could go wrong, such as
a bad weather, equipment failures and late speakers. Developing a plan for each
possible failure can help the event manager remain calm should a problem is
encountered. Backups will already be in place and options will be readily
available in case of crisis.

Catering to Key People – this is very important to avoid delays or cancellations.

In other words, this may mean picking up speakers or entertainers from the
airport, making sure their accommodations are comfortable, accounting for
them on the day of the event and ensuring that all their needs are met and they
are happy. Catering to the needs of speakers or entertainers is significant to
help them get situated faster and be more mentally prepared for the event.
REMEMBER!
In every event, keen to details is always important. Even the small details shall
not be disregarded as the effect of it to the entire event may cause it to be
evaluated as not a good service rendered to the client.

-End of Chapter 2-