Events Management, Planning and Tools
Event
planning has been around for years, the hospitality industry now has a new
career market outside of tourism, hotel and restaurant management. Event management, which is the leadership
role in event planning, helps build structure in the event planning
process. When planning events one must
be organized and have the ability to set and meet goals. Just as in the hotel and restaurant business,
it is important to have leadership.
One
element of the event manager’s job description is completing an event order or
contracts for the clients and/or associations, in which they will be offering
their services. In the event order or
contracts are specific details such as:
the associations or client’s personal information along with the type of
event. Other thing that may be included
in these documents are the expectations of the company providing their
services, the ability to align subcontracts for clients needs, also possible
food and beverage stipulations.
Event
orders are needed to help the management and team determine the tasks that will
be at hand. At this point management
can move into the project management phase.
He/she can begin to identify resources and activities needed; decide on
completion sequences; schedule project completion, and assign tasks and
budgetary responsibilities. Once tasks
have been assigned and implementation begins, management can proceed by
checking in with associates. Encouraging
and motivating the associates is a big part of the management
responsibility. Management should check
in and keep open lines of communication with the associates.
Special Event Orders: How it aids 3
Throughout the planning process management
should be checking in with the client or association and evaluating efficiency
and productivity.
Within
the event planning process there are tools needed to effectively manage the
process. Technology is very important
and necessary in event planning.
Software may be needed for financial planning and budgeting, cell phones
are needed for communication to local and non-local vendors. The internet is important in locating certain
resources needed for events and organizational databases for planning
efficiency.
If
one was interest in a career in event management, there are several different
avenues to reach the leadership position.
Some of the avenues within event management are marketing; sales;
catering, and entertainment. There are
several skills required of someone professionally planning events. Some of the skills include leadership and
communication skills; delegating, multi-tasking, and negotiating skills.
Some
positions require degrees higher up the hierarchy ladder, and some positions
can be acquired through promotion beginning at entry level positions. For example, starting at an entry level
position as a server, cook, houseman, or some aspect of the food and beverage
industry is a great start. Working in
entry level positions for two years or more, can lead to leadership positions
within the current position. Degrees
are not required for entry level positions but for one to become a supervisor
of their type of service and Associates in Hospitality Management is
relevant.
From
supervisor, with possible sales experience, there could be a management
position in sight. Obtaining a Bachelors
Degree in Communications, Marketing, and Sales and/or in the
Special Event Orders: How it aids 4
Food and Beverage industry will be preparation
for a management position in event planning and management.
The
dynamics to look for in a team of associates would include, detail oriented and
self sufficient. Although the associates
will be managed, the associates must be able to work effectively and
efficiently, with the ability to critically think and access opportunities or
challenges that she/he makes come upon.
Secondly event planning always needs associates with extensive sales
experience, with strong interpersonal communication skills, confidence, and
negotiating skills. In many companies
and organizations, budgeting will always be a big factor. The client will need associates that can
negotiate and compromise, in order to close the deal. Another
great set of qualities that would be needed on the team is creative and
outgoing associates. These are two great
qualities for a designer, someone that can turn a vision on paper, into life,
succeeding the client’s expectations.
In
conclusion, the event orders aid the management and team, in a way of organization and ensure they know
and meet the expectations of the
clients.
