Event Management - An Overview

5th Dec. 2021 By Ravi Derhgawen

Words of Wisdom
 Event
Designed experience created in order to
achieve a given purpose or objectives
Types of Events
Corporate

Private
Types of Events

Corporate
 Corporate Events
Golf Events
Conferences Networking Events

Business Dinners Meetings

Incentive Travel
Carnivals
Trade Shows/ Fairs Executive Retreat

Product Launches
Team Building

Seminars

Annual Dinner Press Conferences

Theme Parties Opening Ceremonies Board Meetings

Shareholder Meetings/ AGM

 Private Events
Wedding Ceremonies

Wedding Dinners

Wedding Anniversaries

Birthday Parties

Festival Gathering
 Event and Entertainment
Management Association (EEMA)
Types of Services Provided by
Event Management Industry

Broadly, the services provided by the industry can be classified into

• Intellectual Property (IP)

• Managed Events
• Activations
• Digital Events
 Event and Entertainment
Management Association (EEMA)
• Intellectual Property (IP): IP refers to any event or
activation whose intellectual property (i.e., the concept, logo,
name, format, etc.) is wholly or partly owned by the event
management company. Some examples of IPs are India
International Film Awards, India Bike Week, EVC, Sunburn,
etc.

• Managed Events: Managed events refer to corporate or

personal events managed by an event management company on
behalf of a third party, who owns the IP of the event (if any).
These comprise brand launches, dealer meets, weddings,
birthday parties, concerts, auditions management for TV shows
such as India’s Got Talent, Indian Idol, etc.
 Event and Entertainment
Management Association (EEMA)
• Activations: Activations refer to event activities, usually
smaller in size than managed events. These are carried out at
multiple locations for the promotion/sales of a product or
service.

• Digital Events: A digital event brings an audience together

where some or all of the attendees are not physically present in
the same location but are connected in a common digital
environment. Advertisers are increasingly looking at such
events, since one can easily target communities at a fraction of
the cost as opposed to traditional events.
 What
is
Event
Management?
 Event Management
Application of the management practice of
project management to the creation and
development of festivals and events.
 The Aim of Event Management

To bring all factors together to produce a

workable event
Who leads the event?

Advisor

Chairman

Event Manager
 Event Organization Chart

Advisor

Chairman

Event
Manager

Marketing
Food &
Finance Sponsorship & Logistic
Beverage
Promotion
 Event Manager

A person who
plans and executes
the event
 The Role of Event Manager

Devising the Event Concept

Identifying the target audience

Marketing and Communication Negotiation

Client Service Budgeting

Scriptwriting Booking Venue
Logistics
Audio-visual production
 Event Manager

Event managers and

their teams are often
behind-the-scenes
running the event.
Public Authorities
Local
Council

Liquor
Police
Licensing

Event
Manage
r

Fire Medical
Department Assistance

Traffic
Authorities
Event Planning Process
Initiation

Evaluation Planning

Shut down Implementation

Control &
Monitoring
 Initiation
 Feasibility study – select an event

 Objective
 Concept development - timing, skills

 Contextual factors – budget, legal/

regulatory, economic, social, political,
technological and environmental factors
Event Planning Process
Initiation

Evaluation Planning

Shut down Implementation

Control &
Monitoring
 Planning
 Work breakdown structure (Gantt Chart)
1. Determine tasks in detail
2. List in correct sequence
3. Establish the timetable
 Development of operational and contingency plans
 Assessment of resource needs
 Budgeting
 Planning
What types of Planning?
Venue
(Room Layout, registration area, catering, signs, stores, transportation)
Audio Visual
Program
Marketing
Event Planning Process
Initiation

Evaluation Planning

Shut down Implementation

Control &
Monitoring
 Implementation

 Schedules

 Checklists

 People Management
Event Planning Process
Initiation

Evaluation Planning

Shut down Implementation

Control &
Monitoring
 Control & Monitoring

 Setting benchmarks/ standards

 Tools
Event Planning Process
Initiation

Evaluation Planning

Shut down Implementation

Control &
Monitoring
 Shutdown

 Key Task
 Integration of shutdown into key event tasks
 Creating the Event Concept
 WHY – defining the purpose of the event

 WHO – key markets, stakeholders

 WHERE – location/ venue

 WHEN – timing/ duration

 WHAT – type/ form of the event, scale, key

program and creative elements and theme
 Pre-event
1. Proposal
2. Budget
3. Venue/ Site Selection and Design
4. Production Schedule
5. Speaker & Supplier Checklist
6. Sponsorship
7. F & B Menu
8. Guest list
9. Risk Management
10. Marketing
11. Promotion
 Event Day

 Running Sheets
 Post Event

 Evaluation

 Shutdown and Reporting

Thank you