The event planning industry is host to numerous job titles and job descriptions. Event planner. Meeting Planner. Event Coordinator. Convention Planner. Event manager. The list seems endless. As the industry grows, so does the list of job functions. While job growth is always a good thing, the range of event planning job functions and event management job titles can be confusing to those starting out in the industry.
It is equally frustrating for seasoned professionals faced with clients who misunderstand the services offered.
“Event management” and “event planning” are frequently tossed around interchangeably even though they are two very different things. Quite simply, planning and managing are not the same. While the skill sets of these two functions do overlap, they are two distinct functions. It creates problems for those dealing with clients who mistakenly think they need an event manager when what they need is an event planner. And for those clients who are under the impression that all event managers also handle event planning. So let’s clear up the confusion because it is important that you and your clients have the same understanding.
Let’s start with event planning. The key operative word here is planning. All events – from bridal showers to milestone birthday celebrations to big corporate gatherings – begin with a plan of some sort.
The initial discussions with clients regarding event ideas, themes, desirable dates and budget guidelines are all part of the event planning process.
Event planning starts at the beginning, from the very early stages of concept and continues all the way until the actual event takes place. And, honestly, for a few weeks after the event as event planners wrap up details and handle follow-up items.
Event planning involves working closely with the client to design an event that reflects the client’s vision of the gathering and meets the event’s objective. Clients who hire an event planner hire someone to plan all aspects of the event, including the related details and action items, and to see that event through until its completion.
Event planning responsibilities can include but are not limited to:
Event planning is everything that goes into putting together an event. This function falls under the larger umbrella of event management.
Every type of event is made up of numerous parts that fit together like pieces of a puzzle. All of those pieces ultimately come together to create an event. Successful events have all of those related pieces coming together at the right time and the right place, smoothly and efficiently and according to plan. This process is called event management. It is, in simple terms, project management of the event itself.
Event management involves creating, coordinating and managing all the different components of an event as well as the teams of people responsible for each aspect. Some aspects of event management may include but are not limited to:
Defining these two functions is challenging because, not only are they closely related, the responsibilities often overlap. Individual event planners may offer event management services, and event managers may also offer event planning.
It all depends on the individual planner or corporate event management team, the venue, and the event itself.
It is important to understand the differences between the two and to determine which services you will provide. For example; If you offer event planning services for a large-scale event, you will work with an event manager who will coordinate your services with those of the catering manager, the audiovisual team, etc. Define your role and the services you will provide and clearly communicate these to prospective clients to avoid any confusion during the planning process.
Twenty years of knowledge, experience and market expertise have led Fedra Congressi to the forefront of global conference management and to becoming one of the Italian’s leading Professional Conference Organizers (PCOs). For the past two decades, Fedra has established and maintained its winning reputation as a global meeting and association management provider.
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You spent time and money into the opening of an activity, you passed unscathed a jungle of bureaucratic demands, an odyssey of restructuring and supply contracts… And now you arrived at the inauguration day. The real work starts now.
In the first month of life, in fact, a new business forms the basis of his reputation: the choices made at this stage will affect the future of the whole enterprise.
The opening of your activity is not only a necessary step before you start to work seriously, it is a fundamental and irreplaceable element in the promotion of your business.
Here are five ideas to make it memorable.
Make sure that the opening will serve to reinforce the good neighbourly relations with residents and other merchants of your way.
If possible, transform everything into an event with music and drink in the street, but, if your location does not allow it, remember to personally invite other traders in the area and generally make sure that their businesses can benefit from the traffic generated from your inauguration.
Invest in a good photographer. Of course, an Instagram filter can do wonders, but it can not compete with a professional photo shoot, which also remains visible long after the event on your website or on your Facebook page.
There’s no sandwiches tray photographed with the smartphone that can compete with a well post-produced photo of your guests enjoying the event with a good glass of white wine.
Until recently, the online streaming option was available only in front of substantial budget. Today, thanks to Periscope and other similar platforms, a smartphone connected to internet can provide to a real live session.
Focus on something that really captures the attention of your potential audience, such as music or entertainment gadgets as gifts (see point 4).
But those who are at the opening event are more, so prove it with a small gift to each one.
Put in your budget, among the promotional investments, a number of discount vouchers, gadgets or coupons, to give to your attendees.
This is the best way to capitalize on the enthusiasm of the event and start building a loyal customer base and a good reputation for your business.
… It’s all in the buffet. Forget all the garden tables, glasses and plastic bottles and sandwiches tray. Invest instead in a small but high-quality catering, presented with elegance, and in some decoration suited to the spirit of your business.
Make the most out of your corporate or client event with this checklist!
Here’s part 2:
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