Event Management & Organization (Part 1)

Organizing an event is quite a difficult job and cannot be successful if the preparation and organization is unprofessional. Therefore, in order to organize a successful event, you must go through a long preparation process from preparation, planning, construction, installation, and operation to the end of the event. The following article, HSV Media will provide you with the most detailed and clear event organization & management practice process. Let's explore this article with HSV Media!

PLAN 1 MONTH BEFORE EVENT

1. Determine the purpose of the event

Before you want to plan an event, you need to first define the purpose of the event clearly. Defining purpose will help you control what you are doing more efficiently and accurately.

Consider asking yourself questions a necessity. It is the core of your success when you want to organize an event and of course it is easier when you know exactly what you want and will do.

2. Goal Setting

What is the goal that you want to achieve through the event? More precisely, what do you want to get after the event is over? Those will be all the goals you set out and hope to achieve after the event. Your goal can be: increase sales, find potential customers, promote your brand, expand relationships, etc. Once you have identified your goal, you should focus on it and find methods. to achieve the goals to the fullest extent.

3. Mobilizing human resources

An effective human resource is when that human resource includes many members with different skills from preparing plans and budgets, making invitations and posters, welcoming customers and the whole company. logistics after the event. In other words, good human resources will help the event run smoothly and successfully. However, you still need to supervise and work together with the human resources team to make sure that everything is done according to the scheduled process and time. In addition, the smooth coordination between members makes the work easier and more fluent.

If you cannot arrange the right staff, you should hire a dedicated team, construction and installation of all kinds of events to ensure the event goes completely.

4. Determine the budget

Determining the budget source will help you have a reasonable plan and more suitable solutions to avoid waste and bring the highest efficiency based on the established budget plan. Remember: a small, simple but well-organized event will be more successful than a monumental but organized event with many shortcomings and sketches.

5. Decide on a time and place

When deciding on a time and place, you need to consider choosing a time and place that is suitable and convenient for guests to attend. It's best to choose on weekends or evenings to ensure guests have free time to come to the party. The number of guests attending the event is also a decisive factor in the success of the program.

In addition, when determining the organization time, you should pay attention to avoid overlapping with the time of other events. Obviously, no matter where you hold your event, you need to book in advance to make sure there are no venue-related risks.

6. Logistics work

You need to divide the work for the logistics team to manage such as: Parking place, food, drink, equipment, necessary tools for the party, etc. It is important that you have time to discuss with logistics team, together divide the work reasonably and make a contingency plan to know how to deal if the event generates unplanned risks. This process will help the event run more smoothly and professionally.

7. Advertising and Marketing

One month before the event, you should plan and carry out promotional activities by preparing 2D and 3D designed banners and posters showing the location, time, and name of the event. event, guest name, background or tag line for the event. It can take a while for this preparation, but this way you will give the event time to create curiosity and attract interest from the public. From there, the process of marketing and communication after the event will be more convenient and effective.

8. Organize your own management

Organizing an event can be tiring because there is so much to do and prepare. However, you should take some time to relax and open Excel to prepare a draft plan of work and activities in this event. A few spreadsheets will help you stay on top of your tasks.

Prepare a timeline for each specific activity, make a list of all personnel involved in the organization, detailing where they will work and when they need to complete the work. That way you can organize your own time and help you relieve some stress because the work has been carefully organized.

2 WEEKS BEFORE THE EVENT

1. Make sure everything goes according to plan

This time you need to clearly and firmly decide on the date, time, venue, list and number of guests, staff, name of the event, etc. If something goes wrong, you will have time to fix it in time.

2. Deciding on the selection of personnel to work

After the factors: budget, equipment, schedule, ... have been clearly planned, this is also the right time for you to make a decision on the staffing team. You must ensure that the members will all do their jobs well and are suitable for the position. In addition, you should make sure that there will not be any problems internally, internally must unite and coordinate well with each other, the progress and quality of the work will be guaranteed.

3. Allocate work to personnel and arrange an experienced person to coordinate all activities

If the event is a big event, let one person be able to run and manage all activities and work of the group. The task of the team members is to take the time to meet and solve problems. decisions as well as consult with experts and experienced people before the event is started. They will basically convey work experience and help boost morale so everyone can get the job done.

4. Event announcements on websites & social networks

Your event will be more widely promoted if you know how to use marketing tools well. In addition to announcing events on social networking platforms such as Facebook, Twitter, .... You should use other tools such as on websites, blogs, ..

And of course, the event's website, blog, Facebook, etc. is an extremely effective communication tool. Plus, you can send invitations, reminders, or directly measure guest engagement and response.

5. Call for funding from donors or from different sources

A temporary account is required to cover initial expenses including: venue, equipment, food,... Some vendors may require payment prior to the event. , as you should always have an advance account from the budget.

You must make sure that you always have a system of recording and collecting event documents and documents such as invoices, receipts, delivery records, delivery, etc. You need to save all the documents. this document to help the later acceptance process more convenient. The process of finding funding can take time and effort, but it can also help you raise more money to make your event a success.

6. Event promotion

You must think and plan the communication to introduce people to your event and make sure that the information you provide is completely complete. What you should do is prepare promotional materials, notify the media, send letters, phone calls, send messages, meet with customers and potential sponsors.

You have to determine what segment of society your customers belong to in order to have the most appropriate and successful approach. If your customers are students, housewives, or business people… where and at what time can you reach them?

7. Prepare necessary documents and items for the event: games, souvenirs, permits….

During an event there will be a lot of little things and trifles that sometimes you won't notice so make sure you pay attention to the smallest things. You should not have problems such as: forgetting tables and chairs, audio equipment, lighting, presentation equipment such as led screens, signs, tablecloths and other important items.

That's why you have to constantly think about the details and write down everything you can remember. You have to be sure that whatever problem comes up, you can handle it.

8. Prepare all the essentials for your event

Preparing the steps from photos, videos, to water and food is an inevitable job of the event. In addition, you should check and determine if the guest has a vegetarian or special diet so you can prepare accordingly. This factor will help to score absolute points in the eyes of customers because of the meticulousness and attention of the event organizer to customers. In addition, the arrangement of tables and chairs, backdrops, microphones, speakers, computers, LCD projectors all have to be arranged at the venue.

9. Prepare contact list

Make a list of all the phone numbers, addresses, and emails of your team members so you don't have to spend time searching when you need to get in touch. In addition, you also need to select a similar contact list to store information about VIP guests and suppliers of goods or services.

10. Venue survey

Surveying the venue is an extremely necessary job, you need to clearly define the organization space, parking space, toilets, entrances and exits. Basically, you have to know the place of the event like the back of your hand. In addition, you should contact the people in charge and management of the event venue, they will be the ones to share with you some notes for you to understand such as: regulations on the venue, opening and closing time, alarm bells, etc. From there, you will control the activities in the event space more conveniently and easily.

Through the above article, HSV Media hopes that you will have more useful information on how to effectively organize and manage an event. Let's wait for part 2 with HSV Media to learn more about the event!

CONTACT INFO

HSV MEDIA Event Equipment Company - Specializes in Rental Led Screen, Sound, Light, Event Equipment with the most prestige in Ho Chi Minh City

HOTLINE: 0362.209.208

WEBSITE:https://hsvmedia.vn/