Event management is a great experience, whether it's a private party, a corporate event, for family and friends, or a wedding and other formal events. This job is very difficult to do, but also very satisfying. You can really make a difference to the people involved, who will appreciate your hospitality and effort to organize a birthday party, anniversaries, the wedding itself, or any other celebration. The steps below will teach you how to be a good event manager, provide troubleshooting suggestions, and avoid all problems through careful planning.
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Part 1 of 5: Mastering the Basics
Step 1. Determine the goals and targets you want to achieve
All of this seems too logical, but you do have to write it down to find out what size venue will work best, the budget right, the purpose of the event, the number (or type) of guests, and what strategies to follow for your specific event. What is the ideal end result? What do you want to achieve?
- Once you've decided what event you're going to run (celebration, fundraising, education, sales, proposal, etc.), think about why you're doing it. Knowing your motivation can help you stay focused and energized.
- Setting some targets can also help you to get to the right goal. You can't keep trying to hit an undetermined goal! When you only have IDR 40,000,000, 00 and want to reach IDR 50,000,000, 00, target that amount and you will be helped to reach the finish line.
Step 2. Select the date and time
These two are the most important factors in event planning. Don't choose a date and time that will keep a lot of people from attending or all your event planning efforts will be in vain. Also, avoid setting these two elements too far from the present – or even too close – or your guests will forget about your event and make other plans. Don't get hit by Goldilocks syndrome while managing events!
Ideally, notify guests two weeks in advance. This way, they have time to make plans and you can remind them one or two more times before the time comes. Send out event invitations a few weeks in advance if possible
Step 3. Choose a place
After determining the type and time of the event, think about the place. Approach potential locations by preparing dates and what you will need. What type of building would you like to use and how would the space be arranged? Will guests sit on benches in rows, regular benches, given a dining table, or outdoor picnic rugs? Will weather conditions have an effect? Will there be room for dancing, a speaker's podium, or a stage? If so, make a plan to make sure the venue you want is big enough.
- Always visit potential venues beforehand and draw a map. This map can be used as a "war plan" and allows you to sketch and allocate table space, service routes for food, disabled access (if needed) and building exit routes, in addition to how you will load the various necessary equipment. You should also mark the location of electric generators, external equipment such as refrigerators, ice machines, grills or stoves, etc. Also, study the location of power outlets and cables (you can cover them under a carpet) and anything else that might pose a safety hazard.
- Will you legally need a local government permit? In most cases, this permit is required to open bars, but sometimes also for noise, vehicle access and parking, large constructions such as pavilions, crowds, and other purposes.
Step 4. Determine the number of people to invite
How many people can you invite based on budget and venue? Some events are strictly limited to allowing only invitees to attend, making planning easier, but many others may allow additional people, such as children, spouses, or friends. Also know that the more guests you have, the more crew members you'll need.
- To avoid logistical problems, make sure there is always enough room for people to move around in the invitee.
- In older establishments, they usually refer to the number of guests as "pax", so if you see the words "150 Pax" on a multi-purpose building, this means the capacity is 150 guests.
Step 5. Determine the budget
Ideally you have several people you can count on to calculate how much money you will need for this event. Will you pay the staff? Renting equipment and meeting places? Supplying food and drink? Print pamphlets or postcards? Determine a reasonable amount and adjust the plan based on that amount. Don't let you exceed your budget if you don't have to.
You may be in a situation where it is possible to get sponsors or donations, but most of us are usually not so lucky. If you can't predict the extra money to come, save as much as you can. Instead of hiring catering services, form a pot-luck event (guests bring their own food). You can still prepare some food, but generally all you have to do is provide a dining table, cooking utensils, and a refrigerator. Instead of hiring a photographer, shoot your own event. Get creative when needed
Step 6. Assemble a team
Set up a service team (even if this team includes friends and relatives or other volunteers) to handle the different relevant sections, even if you're not running the event professionally and are only organizing small family events. The essence of good large-scale event management is getting people to lead specific areas and making sure all team members know the grand plan.
Your crew should be informed of important matters as early as possible, just like any other teams you pay for and any guests you invite. Inform each crew member of the task as soon as possible and give them options whenever possible. Also try to get a few people on standby – as there will always be some minor hiccups in every aspect of the event
Step 7. Create an event agenda
Decide what will happen at your event. When will the speakers start speaking? Will there be games, activities or presentations to schedule? How long does it take for guests to eat? Define a detailed schedule for activities throughout the day.
Always leave some room for error; there wouldn't be a single event in the world that could go exactly as planned down to the minute. People will arrive late, speeches will go on longer, food queues won't run smoothly, or a million other problems may come your way. So while you need to know what's going on, understand that it's just to help with the organization and nothing is certain
Part 2 of 5: Running Events
Step 1. Send out the invitation
If not, how else will people know that you're hosting an event? Send an invitation! Don't ignore this. Invitations are the main face of your event. First impressions of what people can expect and make them decide if they should come. This invitation must be good.
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Consider typical invitations – in the form of postcards, brochures, etc. But also try not to use paper: send out emails, newsletters, or use sites like Facebook, Twitter, and Eventbrite to send out invites, guest counts, and calendars.
Correction: if you want to bring in as many people as possible, use Facebook and Twitter. If you try to limit it to VIP guests only, avoid these two services, or you'll get in trouble
Step 2. Take note of those who have confirmed their presence
You'll need to count ahead to find out how much and what you'll need, so take notes! It may not be the numbers that will show up, but you'll still get an overview. Sites designed to manage events can help with this – although you can also use Facebook and Excel worksheets.
Step 3. Handle what you have to rent
Do you need to find, hire, book or delegate tasks to photographers, builders, designers and decorators, guest speakers, sponsors, entertainers or bands, religious leaders or officials, dancers, or demonstration events? Take all of these aspects into account for seating and catering so you can prepare meals and tables for them if needed.
- Will you be preparing food and drinks? If so, which team members will oversee the cooking, serving, and hygiene of the food? What kind of food should you serve? Is it possible for guests to have allergies, have vegetarian needs, diabetes, have religious needs such as halal or kosher, gluten free, etc.? Will there be babies, young children, or the elderly/injured who cannot eat solid food?
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Have the entertainment and logistics aspects been taken care of? This section may talk about music equipment, pavilions or tents, as well as decorative effects from stage management that you will need, such as microphones and amplifiers, lighting, power lines, projectors and screens for slideshows, smoke machines, or other magical stage effects., such as mirrors, banners and company signs, etc.
If you hire a subcontractor to run the entertainment, consult with them to make sure they can supply and prepare the equipment themselves, in addition to the service location and stage and schedule. This way, you can know what to do to help them
- Catering service providers, florists, entertainment, and other important people need a lot of time to prepare. Sudden requests will usually cost more. Plus, if they can't keep their word, you'll still have time to look for alternatives.
Step 4. Find someone who will be the host (MC)
The MC doesn't always have to organize the entire event, but he or she will guide it. The MC is usually a party member, who will compose a speech, announce a series of events such as a meal, dance, important guests, or entertainment. Communicate with this person frequently and keep him/her up to date.
Sometimes you may have to be the MC. If so, your task will be much more difficult because you have to work until the entire event is complete. Set up group leaders for your service team so that most normal tasks can be delegated to them
Step 5. Gather equipment
When hiring a team, double check and make sure they have the necessary items with them. In some cases, they may only prepare themselves or certain items; You may need to source the equipment they need separately. You can rent, buy, or even borrow these tools from your social networks. Check the list of necessities, from napkins to a speaker system and connection cables.
Decoration is an important part of any event. Tablecloths, flowers, gifts, candles, balloons, banners or photo backdrops, red carpets, etc. should always be well planned in advance
Step 6. Meet basic needs
One of the things that many beginners forget is the superiority of the facilities at the event venue. Does the place have enough facilities? Examples are toilets and showers, car park spaces, easy access for persons with disabilities, changing rooms, storage rooms and kitchens, water drains, wine coolers, access to electricity, etc. Thus, you can anticipate the obstacles that may occur.
Think outside of the event too: will you need transport and accommodation for out-of-town/overseas guests, or delegates at a hotel? Do you have to book a place for their transportation to and from the event?
Step 7. Know who you will be meeting
Understanding an event's social hierarchy – even if it's not your event – is essential to knowing how to handle any situation. Since clients need to believe in you, find out these things:
- Who are the key guests––this is usually easy to spot when the event is a celebration––for example, the bride and groom at a wedding. However, the client is not always the key guest even though it may still be classified as one of the parties in the group. Or, your client may not even attend at all.
- Who are the guests who are the host guest type –– these are people who often act as hosts at their respective tables and tend to be good at socializing and motivating other guests. They are useful for maintaining a pleasant atmosphere and conversing when things get calm, encouraging people to dance, or introducing people to other guests for new friendships. They are also usually reliable and useful for keeping up to date with events, as they can assist or even serve as guest speaker/MC in an emergency. People like this are what keep an event running smoothly at the forefront.
- Who are the peacemakers type guests? You should keep these people in mind at all times, because they are the ones you will be looking to consult on problems. You will also involve them in handling and debating if necessary. Guests in this group are usually the head of the family, guardian, or head of security.
- Who is the decision maker. In most cases, the decision maker is yourself as the manager, but when you need to consult with guests without involving a key group (as they are usually focused on being good hosts), find out who you should see in an emergency. Simply put, this person will be paying the bill for your services, or whoever you call a "client."
Part 3 of 5: Approaching the Finish Line
Step 1. Get to know the venue
Before the event starts, check the venue and decide how you're going to put things together. You may need to specify additional arrangements to accommodate the floor plan – for example in terms of wiring, lighting, etc. And if these things are hard for you to find, guests may also experience the same, so consider the practical aspect!
Draw out a deployment plan and timings whenever possible. If something doesn't fit, get rid of it. Speak to the site manager and find out what he or she can do to help, and if there are any zoning rules you must follow, especially in an emergency
Step 2. Consider preparing gifts for your team
The crew members in it will work hard. To show appreciation and maintain performance, prepare a small gift to give after the event ends. Bottled drinks, granola bars, chocolates, other small items, whatever suits you, will help to keep them morale.
Also consider giving them a brooch or a small party marker so they feel like a part of the event and remember it. Also make sure they are kept fed and watered! The team is a resource that you should be able to continue to use in the future
Step 3. Check all teams and outsiders
Before the event, make sure everyone agrees. Give the crew clear instructions on how to get to the venue and provide your contact number or business card so they can call for directions. Conclude by making sure everything has no questions.
Make sure everyone is comfortable with the task. Some people may not want to say this, so try reading them. Do they look confident and confident? If not, reassure them, review the assignments, and ask some basic questions. When in doubt, pair the doubter with a more capable partner
Step 4. Prepare your contact list and other files if needed
Personal settings are just as important as event arrangements. If you're always tidy, even if some things get messed up, everything will be fine. But, otherwise, the state of the event would be completely ruined. Here are some ways to prepare yourself:
- Create a contact sheet with phone numbers and addresses. The pastry shop thought you were the one who would come to take the order? Does not matter. Call a member of your team who lives near the store and have him or her pick it up on the way to the event location.
- Create a checklist. You'll know what items, equipment and items are still missing based on team reports.
- Prepare proof of payment and billing needs accordingly. The more thorough you are, the less problems you will have in the future.
Step 5. Avoid last minute changes
Will there be regular artistic changes? Weddings are usually like this, with the client wanting a last-minute design change, so make sure you tell him or her the final date of the change. Usually, this deadline is 1 week before the event, to keep clients free, but you're also protected from last minute changes that are cumbersome and expensive to make.
If the changes are simple, minor, or basic and could use the decorations already installed, try not to refuse the client's request as much as possible. Make sure you accommodate the client's needs as best you can in an event that may be very emotional
Part 4 of 5: Handling the Real Event
Step 1. Prepare everything
Be the first to be on the scene to oversee preparations. Make sure everyone reports properly and start calling if they don't. Help those who need help, point those that need to be directed, and step aside when needed. Keep yourself from getting injured until the event ends.
You'll feel a little calmer if you have a checklist. Prepare this list for crew, outside crew, decoration and installation, and equipment. Once everything is checked, you can breathe a sigh of relief
Step 2. Delegate tasks
Don't be afraid to do it. The main factor causing stress in an event is time. To save money, be prepared to divide the work. If someone does not work optimally, give another task that is more suitable for him. You're not being a fixer or overstepping boundaries; You are only doing the work that is your obligation.
When delegating tasks, be firm but polite. Say, "John, I need you here now to help with the catering. Thank you." Your crew must be passionate about managing the event. Make sure everything goes smoothly by being the necessary leader figure
Step 3. Be flexible
This means you have to make sure that everything goes according to plan and help or run a backup plan in case something goes wrong -- and be able to accept it. If you start to get stressed, you won't be able to think straight. When the mind is not clear, you will never get good results. So when the speaker takes ten minutes too long and ignores your signals or attempts to distract him, relax. Just adjust the dessert session, no one will notice. The event will also continue to run smoothly.
Problems will always happen. You can't predict everything, and the sooner you can accept this the better. A calm and stable event manager can be very useful for any event; but if you are tense and not calm, events can go badly. So relax and go with the flow – your show is coming to an end
Step 4. Tell everyone the latest developments
Make sure the number and needs of guests are still correct on the day of the event and notify the service team of any changes as early as possible. You have to be the first pair of eyes to notice if something is wrong.
Consult the client to see how he feels; he may be happy, nervous, worried, bored, or exhausted and having problems. You can help him by being understanding, saying kind words, and helping him practically. Take the time to generate enthusiasm for guests and the team when needed
Step 5. Do your job
Trust and respect the service team to do their own thing – once you've given them solid groundwork they'll be fine. Offer to help if needed, but this team member should be experienced enough to not need any help at all. Here are a few things you should keep in mind:
- Act as a receptionist or receptionist at first. Meet and greet (if required) each guest as they arrive. Transfer the role to MC when the event starts. Here, your role as manager will be more active by solving problems and ensuring all behind-the-scenes work, such as food preparation and service, goes according to plan.
- Pay attention to guests and keep in touch with the MC. Do it in secret just in case you need to change your plans.
- Keep your distance from key guests – this show is about them – but make sure you stay within easy reach by checking in at certain moments. Ask them how they feel about the show, as well as any possible issues, requests, or suggestions they have.
Step 6. For marketing events, prepare souvenirs
Make sure all guests remember the good times they had. You may even want more than happy memories: such as visits to websites, future donations, aspects of word of mouth, etc. To make sure your event hits the mark, share souvenirs. Whether it's a picture, poster, or ballpoint pen, giving guests something to remind guests of the event is a great way to make sure you're remembered by them.
Step 7. Congratulations yourself after the event ends
Most events are self-contained when they start, but the hard work is in the preparation period, which no one realizes. So congratulate yourself because you deserve to be happy!
After the event, take the time to meet and thank the client. It's recommended that you offer an appropriate and heartfelt gift to remember your time with them, as it's small touches like these that enrich the experience and allow them to suggest your services in the future. If you're giving a gift at an event, after-event gifts such as flowers, photos of favorite moments at their event (e.g. ribbon cutting, show climax, awards ceremony, wedding kiss, blowing birthday candles, etc.), or other gifts may be appropriate
Step 8. Clean up the place and go home
As moms say, "Leave it in the same condition you came to it," so are the principles that apply to venues. Things should be left in the same state they were before you came to them – the event management business is a sensitive business that doesn't have much room for error. So let your crew members know that it's time to clean up the site and don't let them go home until everything's settled. You should also intervene!
Besides being a good thing, it also prevents you from being charged more expensive bills. Many places will charge extra for cleaning if they have the opportunity to do so. So, do your best to avoid hidden fees
Step 9. Complete the business of change, payment, and thanks to all parties involved
You may have to arrange for the return of rented or borrowed equipment and consult with the client about his or her experience. Even if you don't get paid, take the time to thank them and say that you enjoyed running the event with them. Can you exchange business cards with each other?
Thanks also to the crew members! Make sure all parties are paid (and have paid), save invoices, and get things done. You have to be one of the last people to leave the venue – make sure everything is in order
Part 5 of 5: Troubleshooting
Step 1. Know how to deal with guests who arrive late and have other problems
This is a common issue, so you better prepare yourself. Lateness is unavoidable (eg due to unforeseen traffic problems) and can usually be tolerated by other guests who arrive on time. Therefore, there are several things you can do to prevent it:
- Make sure the time of the event is clearly written on the invitation. If you are running an RSVP system, also make sure the time is confirmed. Communicate with (via your contact sheet) the MC, relevant guests (usually the lead party member), entertainers, and kitchen staff once you encounter an obstacle that cannot be easily resolved. If delayed guests are the focus of the event (e.g. the groom and bride), typically:
- You must contact the pending guest directly to check the estimated time of arrival. Contact the kitchen immediately about the latest developments so they can adjust the cooking speed to match the time.
- Avoid announcing that the event has been postponed because of certain guests (as the party will figure it out themselves), but let the main guests know that you are aware of the situation. Tell them what you're planning, but let them also offer suggestions as they usually know the guest and know what to do in that context.
- Pay attention to the timing of the speech. If key guests arrive late, serve additional appetizers and/or early drinks to prevent other guests who arrive on time from getting bored and ensure they stay busy.
- If guests are going to be very late (for example when serving food that can't be delayed, such as souffles), start the event as planned. When they come, serve the next portion (even if this portion is dessert).
- Prepare for dancing, games, comedy, or some other type of entertainment (especially music) and make sure there are extra distractions, such as group photos. This backup strategy should have been considered the day before.
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For guests who intentionally arrive late, don't take this as your fault as the manager. So your job is to put the other guests in attendance first and make sure their needs are met. In essence, act as if nothing is wrong and move on with the event.
Step 2. Know how to deal with food problems
Problems in this area are rare, especially when you have carefully planned your plans, but accidents do happen occasionally (such as a guest or small child messing up the dinner table, or an incident in the kitchen). You must first be aware of the types of guests who will be attending, so you can consider when and where the food will be displayed (eg for buffet-type dishes) and the seating position of the guests.
- All spills should be cleaned up immediately for safety reasons, even if it means you have to get rid of the red carpet or fancy decorations and furniture to do so. Hiding a stain without affecting the appearance or integrity of an item (such as an antique piece of furniture) is impossible, so get rid of it first. If you have a backup, use it; otherwise, move the object discreetly so guests won't notice.
- It is recommended that you use ropes, curtains, or screens to hide areas of food (e.g. a messy table, or while you are preparing your next dish), as some guests may perceive visible food as something that can be freely consumed at any time – while this may not necessarily be the case. according to your intent.
- Mix menus. If a dish can't be served (for example because it's burnt), get rid of it all, or find a new alternative. Reduce the portions to save on food, but increase the portions of other foods to keep them balanced. Inform guests as needed.
- Vegetarians, picky eaters, allergy sufferers, or people with special diet/religious patterns should have their needs taken care of – you should be able to do this with good planning. However, sometimes guests will bring a family member, spouse, or close friend without telling you, especially if the invitation is free. When this happens, the solution is easy. Count recent guests and when they arrive at the door, ask about special dietary needs and tell the service and kitchen staff immediately.
- For large groups not attending the event as dark guests, send a team member to the kitchen and have him count the stock. If needed, purchase additional food supplies. The kitchen section usually overstates portions just in case, so cancellations are more common than food shortages. Limited servings can also be saved if you provide additional fillings, such as breads, salads, or vegetable dishes, ingredients that can be easily obtained from your local supermarket.
Step 3. Know how to deal with young children
Keep in mind that many managers often forget or underestimate the intelligence and needs and wants of children at an event. They are the same as adults – wanting to have fun and not be bored. Remember, parents will also be offended if an event cannot meet the needs of their children. It's a good idea to ask for confirmation of attendance (RSVP) for any children who may be attending.
- Younger children (under the age of 10) are better served with food or snacks in advance, as dinner may not be served until 20:00. This serving time is usually too late for most children's mealtimes. The food you give your children should also be fun and healthy, but still special with a special touch for them – this helps parents to be helped and can enjoy the event as a guest.
- Children over the age of 10 can usually be given adult food and portions, even if they don't finish it, but also offer them a children's menu (with parental permission of course) if they don't seem to like it. Typically, teens ages 13-18 often ask for the same foods as younger children, such as hamburgers and fries, instead of more formal restaurant meals. Food for children is usually written with the term "Alternative Menu". Play it safe and discuss with your key guests your plans to continue successfully satisfying young and old long ago.
- Provide an area for mothers with small children. Meet their needs, such as breaks in the toilet room, breastfeeding needs, etc., and prepare a resting place for very young children so that they can sleep if they are tired.
Step 4. Know how to deal with drunk or rude guests, intruders, and more
These guests sometimes cause trouble, both at family and corporate events. They bring politics as well as drama, and, as an outsider, you may not even notice. So, always be on the alert.
- Check with the client or key guests prior to the event to learn about possible problems like this, or with a select few if key guests are not to be disturbed. This way, you can make sure that people are sitting in the right place and that it won't cause any problems. Prepare service staff or key guests to act as informal supervisors, be alert, and assist when needed. Your job is to make sure the event runs smoothly and stay away from personal matters, unless absolutely necessary. So, make sure you know who at the event is classified as a "peacemakers" type guest (those who can help keep the event running smoothly).
- Since refusing to give alcohol to a drunk guest or dealing with an angry and rude guest can be difficult, it's best to involve a peacemaker guest. Contact legal personnel only when necessary and after you have consulted with key guests. You still have to be vigilant, even when running small events or in the backyard.
- Uninvited guests are a tough affair. If they come and make a fuss, throw them out if necessary – consult the key guests to verify that these people are not wanted. If there are many violent rioters, your job is to protect other guests and contact security or the police if these rioters refuse to leave the premises after being asked by you as manager and/or key guests.
- Guests usually like to move business cards around the table, so they can sit next to the person they want, or at the table they want. Consult key guests about how permissible this is. Usually, you have to arrange table plans in advance and have the approval of the key guests. If the position of this table is supposed to be right, it's better to keep guests away from the dining area before the time comes. Usually, the bar area, lobby, or waiting room can be used to accommodate guests. If certain groupings are particularly important because of a family matter, bring people together and guide them per group to separate tables and sit them in the proper order.
Step 5. Know how to handle inclement weather
Around the world, sometimes there will be unexpected bad weather, such as rain or snow. Cold winds or hot air can also cause problems. While the weather usually doesn't have much of an impact when the event is held indoors, you should be prepared for the challenges of being outdoors. If you can predict inclement weather, consider changing the event location. If you can't, rent a tent or large pavilion (the price may be expensive, especially if it's done on a whim). Keeping track of the weather is important; if the event has already been messed up because of it, you are almost impossible to fix the event, so make the most of what you already know and have.
Many parts of the world now have insurance policies for bad weather or other problems. If you're in an area known for sudden changes in weather, seek confirmation if the event can be rescheduled, so that clients can at least save on the cost of renting equipment, venue, and service staff
Tips
- Prepare a small space filled with items such as extra napkins for wiping up spills, fire extinguishers, first aid kits, and other incidental kits. You won't need it if things are going well, but it's better to be on the lookout for a big event.
- Guests and speakers who are tired or experiencing jet lag should be ensured their fitness. If necessary, consult directly with them or their assistants to order spa and massage treatments or other ways of body refreshment. You can also send them food if they haven't eaten in a while, or medicine if they're feeling a little unwell (such as a headache from flying or nervousness, or a stomach ache). Refer a doctor if needed. Tired guests and speakers can ruin an event, though all the other challenges you may be able to overcome.
- Make sure everyone can see and hear the stage, music, or speech.
- Also remember that handling other people's events is an honor. While this can seem very stressful and difficult, your contribution can make a lot of people happy, so they will remember the event for the rest of their lives. In addition, you are also accustomed to having abilities that are useful in everyday life.
- As a manager, you may have to act as an impromptu host, or even a dance partner to make sure the event runs smoothly. Develop speaking and dancing skills, but at the same time, delegate management roles to other team members who can take your place temporarily. The goal here is to make sure no one is sitting still at the table.
