Management Requirements for Different Types of Events
There are many different types of events for an event manager to organize! In this unit I will be talking about some of the most popular types of events Including a birthday party and an outdoor festival! I will explain the necessary processes, goods and services that might be required for the specific event. Birthday Party Planning As an event manager you could be asked to plan someone’s 1st birthday to any range of adults birthday parties – all birthday parties can be very different due to the age, range, theme and style required by the client! Consultation Process
Just like any event, start at the beginning with the consultation process of with the client is crucial to ensure that they receive the event they expect. If the event manager Is planning a child’s party consultation will usually be with the parent or guardian but the older the child gets the more likely they are to get involved in this process. If offering a birthday party event management service, the event manager may want to consider applying for a DB’S formerly known as CRY (Criminal Records Bureaus) check, as it would serve as reassurance for the parents and also enhance the event managers status.
It Is necessary that when consulting with birthday party clients It Is Important to determine the size of the party and the approximate age range of the guests. If the age range for a children’s party were wide then it would affect what type of entertainment is needed and where it is to be held. The event manager will need to establish whether there are any special requirements for any of the guests attending during the consultation process as this could affect what kind of venues are suitable.
Some listed buildings may offer a discount if they do not have disabled access but there are disabled guests. Venues Venues for birthday parties vary depending on the age of the guests and the number of guests! There is a wide range of party decorations available, obvious decorations include balloons, banners, flowers, etc. A cake is essential for a birthday party! The cake can be home-made by the client themselves if they wish to save money, bought from a supermarket or custom made if the client wants something more special.
Organizing a Charity Event Contact the Charity The first part of planning a charity event is contacting the charity, you should get in touch with the charities fundraising team and notify them that you are planning an vent. Setting a Date The chosen date should be as far in advance as possible when organizing a charity event. If the client wishes to have any special guests at the event then it is important that they are contacted before the date is set in case they are not available.
Budgeting and Funding Careful budgeting is very important, the event manager should find out as soon as possible what the budget for the event is and because it is a charity event he/she must be very careful an try to make as much money for that charity as possible by saving money in specific areas. Venue Once the date and funding has been arranged then a venue can be investigated! Because the event manger would be panning a charity event it may be possible to get the venue for less or even free! Venues have been known to offer the event free of charge if it is a charity one and they sometimes even donate to the cause.
There can be a lot of publicity caused by charity events for the venue. Speakers The client may require specific speakers in order to raise the events profile; the event manger should research them and get in touch with speakers as soon as possible. Auctions are a very popular thing to do within a charity event. Auctions work well at all kinds of events and are a great way to raise some money for a charity! Promoting the Charity Event When I held a charity event I promoted it by putting flyers up around my college and using social networking.
Planning a Black Tie Event Venue and Decorations Venue options are more limited for a black tie event than a birthday party. Guests attending a black tie event have usually paid a high entrance fee and they’ll expect a venue that matches that price! When I imagine a black tie event I think of glamour and elegance, venues suitable for a black tie event include a stately home, a hotel, museum, etc. Food and Catering With food and catering it is a good idea to use a previous supplier that did a good job.
Photographer It is good to have a photographer at the event as it is a very good way of promoting the event manager, especially considering most of the photos will end up on Backbone (depending on the age range of the event) a lot of people will see what the event was like and may wish to go to the next one that event manager/client organizes. Goodie Bags I don’t feel goodie bags are necessary for a black tie event; however I have seen some high profile events give out freebies especially if they are sponsored by a company mating to promote a product!
Getting the event sponsored would be a great way of saving money and the goodie bags are an exciting end to the night/event. Organizing Festivals/Outdoor Concerts Accessibility Adequate Sanitary Equipment Large-scale events (especially outdoor events) should have a good number of sanitary facilities, like a sink for guests to clean their teeth, a public shower or portals. Adverse Weather Conditions Weather is extremely UN-predictable in England so it is important to be prepared! I recommend carnival style marquees for a festival, I feel they look impressive inside ND out and suit a festival well.
I have been to some outdoor concerts where it has rained but there was no cover, the problem with this is that people may wish to use umbrellas and they can obstruct the view of people behind! I’d recommend handing out or selling Macs if it rains or setting up a marquee/some kind of shelter before the event Just in case. Medical Assistance There must be medical assistance available at a festival/outdoor event; this can be provided by volunteer services like SST Johns Ambulance and The Red Cross – They should be told about the event well in advance. Insurance
