Your Role as a Manager of Event

In every organization, a leader is important in order to facilitate the objectives of the

team towards its success.  An Event needs to have you as a manager, in order to envision,
execute and evaluate it and serves as a benchmark in the upcoming events.

The Event Manager 

-if you are an event manager, you are at the helm of every event. You need to bring together
the talents of the event team, put together the different elements of events to come up with
an exciting and enjoyable experience, make sure that these elements and the talents are
working harmoniously ensuring one direction being attained towards event success. 

The following are the usual task of an event manager: 

1. Information Gathering- as event manager, you are responsible for information gathering.
This means that aside from your people, you alone have to create a list of contacts that may be
needed in the future for event organization services. 

2. Concept Development- once you have the details about what is going to happen, you will
now go to developing the concept. 

3. Planning- now that you have a concept, the next step is for you to plan for this event. The
plan will be based on the concept made and the information gathered. 

4. Coordinating- after the planning process, you may now coordinate this to the team. This is
like putting flesh into plan map to get it into action. All the different tasks must be coordinated
well to the team to ensure that everybody had the task to focus on, thus, ensuring a well
organized event. 

5. Evaluating- the manager shall also make sure that everything is evaluated. This is one way
of controlling everything that had a vital role in contributing success of an event.
Managing event team
Simple and yet, in some cases, this is overlooked. No matter how good we are as manager of
an event if we don't know how to assess the needs of our team, expect that their performance
will not be good. 

These are the following things that a manager must be able to do for effective team
management:

First: you must know your team

-as a manager, make sure that you know the names, faces, job profile of your team members.
More than that, you must have good knowledge of their personality and lifestyles. Understand
that every person has different needs and different priority to fulfil them. 

Second: satisfy their physiological needs

-you must be able to satisfy the needs to have food, water, shelter, and other things necessary
for survival as these will affect their performance. Your team members feel that they are
regarded as important if these needs are met. 

Third: make sure to fulfill their safety needs

-in an event, even during the concept development up to the post event activities, the need to
be safe from physical and psychological harm must also be regarded. Ensure their safety
especially ladies. 

Fourth: make sure that they belong within the group

-this means that you make them feel that they are important in the team, in other words a
sense of belonging and acceptance. There must be a cordial relationship between you and the
team and among the team members in order to achieve this. 

Fifth: make sure to recognize your team

-respect, recognition, fame, and status esteem needs that you as a manager must be able to
fulfil with. One way to do this is by recognizing the effort they exerted in a particular event by
means of uttering words of encouragement like "very good", "good job" "keep it up" and others
or just by merely tapping their shoulders. 

Sixth: give back to their efforts

-after the event, thank our team. You may even think of gathering them for a dinner or party
especially when the event was successful. This simple thing will make them fully motivated to
join you in the next projects.
 Identifying the Players in Event Management
As Event manager, it is also your role to identify who are the players in an event
management. This is important because we will be dealing with them, or we will need them. 

Summarized event players specifically for a certain occasion:

The Client

Event
Management
Team/Planner

Guests Event Financer Supplier Other

Committee
Entities

As gleaned from the figure, it shows the players for a specific event. Below explains this
figures. 

1. The Client- is either a group of people or an individual who have asked for your service in
managing their event. They can also be called as hosts who are responsible for the particular
event. 

2. Event Management Team/Planner- if you are part of it, then you are responsible in
attaining the expectations of your client. You will be tasked to manage the overall aspects of
the event. 

3. Guests- these refer to the people who are invited to attend in that event. Since they are
invited, it is important that they are treated as your client because the overall impact of what
you have done will be experienced by them. 
4. Event Committee- these are the people who are assigned by the client to be the one to
talk to for the event itself who are involved also in planning and execution. 

5. Financer- from the word itself, this refers to the money man if the person who foots the
bill. Meaning, he is the one financing for this event so he may or may not be included in the
planning and execution phase of the event.

6. Suppliers- they are the event manager’s contacts or partners in delivering quality event
execution. As their role is vital, an event manager must be able to build good relationship to
ensure a successful event. 

7. Other Entities- this may refer to the either people or group of people who are external to
the host and the event manager who has the personal, financial, political, or social interest on
that event.
Quiz

Modified True or False: Write the word TRUE if the statement is correct. Otherwise, change the
underlined word/s to make the statement correct.

__________1. In every organization, a leader is important in order to facilitate the objectives of

the team towards its success.

__________2. After the planning process, the next step for an event manager to do is to
coordinate the plan to the team.

__________3. Event team is either a group of people or an individual who have asked for your
service in managing their event.

__________4. Sponsors are tasked to manage the overall aspects of the event (or some aspects
depending on the needs of the client)

__________5. Bidders refer to the people who are invited to attend a particular event.

__________6. Event Committee is the people who are assigned by the client to talk to for the
event itself (in case he/she has assigned one) who are involved also in the planning and
execution.

__________7. Supplier is the money man or the person who foots the bill for an event.

__________8. Financers are the event manager’s contacts or partners in delivering quality
event execution.

__________9. Other Entities are group of people who are external to the host and the event
manager who has/have the personal, financial, political, or social interest on a particular event
which may include the media community, government, and corporate shareholders to
mention a few.

__________10. One way to keep abreast of the event industry and your competitors is by
attending seminars and workshops.

__________11. Magazines can help one be updated in the event industry.

__________12. As an event manager, it is also important that you know how to make a
checklist for a particular event.

__________13. Overbooking for events shall not happen to avoid complaints and other
inconveniences.
__________14. Observing events will help you become more equipped in the challenges the
event industry has to offer.

__________15. Upgrading the qualification will also help one become more cridble in the event
industry.