Event management companies in South Africa help a wide range of businesses and companies with the planning, promotion, and execution of events and event schedules. With expertise and experience in the gamut of events from smaller-scale celebrations to large-scale fairs and shows – a professional event manager will be able to take on the bulk of the event planning process, meaning you can concentrate on other areas of your business.
What is Event Management?
Although there is often an overlap in the work of event management and business marketing – event managers will get more in the trenches when it comes to running and executing events and conferences.
Marketing professionals will assist event management in promoting an event and making sure that the target demographic or guest list will show up. It is up to the event manager to ensure that all aspects of the event are perfectly planned, suppliers and staff well organised, and that schedules are stuck to.
The event manager will be there at every step of the planning process and will also show up on the day early to oversee the final execution. They will be responsible for ensuring that your business event is executed on budget, on time, and to the standard you have agreed.
While on-site on the day of an event, they will make sure that all guests are happy, that everyone has everything they need, and that any problems are dealt with quickly with minimal fuss. An event manager will also be responsible for ensuring that the clean-up of the occasion and pick up of supplies and furniture go according to plan.
Events management professionals will be the first to arrive at an event and often the last to leave. Making sure that every aspect of the event is closely managed, they will leave you free to speak to clients or guests and enjoy the day.
Because of the close relationship between marketing and event management, a lot of agencies will offer event management services in-house. But there are also specialist event management companies that dedicate themselves completely to this niche.
What an Event Manager Does – Critical Responsibilities
Event management will vary according to the business or occasion. But there are some core responsibilities and tasks that an event manager generally be responsible for no matter the scale of the event. These include:
- Coming up with new ideas and fresh approaches – An event manager will work closely with you to plan the best locations, themes, entertainment, and schedules for the event. This will be based on your business objectives, the demographic of the event attendees, and the budget.
- Recruiting staff to work on the day – That can include security, waiting for staff, caterers, and assistants. An event manager will take care of the bulk of the hiring, vetting, and management of those who have been hired for the vent.
- Booking and Administrative Duties – An event manager will take care of sourcing and booking locations, managing guest lists, and confirming the costs and contracts with suppliers and caterers.
- Setting up Objectives and Clear Strategic Goals – Event management professionals will be able to work with you closely to make sure that an event has been planned with the objective of the business in mind.
- Promotion of Events – If you are hoping to attract a target demographic or customer base to your events, then a professional event manager will work with you and your marketing professionals to ensure you meet your goals.
- Budgeting for Events – Event management teams will be able to help you come up with a reasonable budget for your events that fall within your projected marketing costs and meet your event objectives.
- Problem-Solving During the Event – An event manager will be on hand throughout the events to make sure that all problems are taken care of and that staff is correctly managed.
- Gathering Feedback and Data – After events have been completed, an event manager can gather data and feedback to judge how successful your occasions and events have been. This can be used in the planning of events in the future to ensure further success.
What’s the difference between the role of an event manager and an events planner?
The titles event manager and event planner are often used interchangeably when it comes to planning an event. But they describe two distinct roles within the event planning process.
An event planner will focus on the planning and preparation of events and occasions, but event management concerns all aspects of the execution of an event. Below we will look in more detail at the separate duties of these roles.
What is an Event Planner?
An event planner will need to oversee the process of planning and putting together an event. This can be one stage of the events management process and begins the overseeing and planning of events.
This will normally begin with a meeting between the business and events manager when they will discuss the objectives of the event, and come up with ideas for locations, themes, and dates.
They will work closely with business clients to establish a budget and goals for the event and plan all aspects of events according to this.
Once the event budget and the goals have been established, they will start to plan each aspect of the event such as booking the location, hiring equipment, and sourcing caterers. They will be responsible for making sure everything is properly planned and ready to go on the day of the event.
Some of the duties of an event planner can include:
- Locating and booking a venue
- Coming up with a theme and entertainment.
- Booking entertainment equipment and furniture for the event.
- Organising the menu, finding caterers, and hiring wait staff.
- Booking travel and accommodation for speakers and/or guests.
- Sending out invitations to the event and managing the guest list.
- Locating and confirming contracts with suppliers and vendors.
Although an event planner is responsible for the planning of occasions and events. They are not usually responsible for running the event on the day. An event manager will be responsible for ensuring that parties and events run smoothly on the day.
How Does Event Management Difference from Event Planning?
Although most events manager services include the event planning stage, the actual role of managing occasions and events is more concerned with the execution of the event on the day.
Event managers will sometimes send a team of people to an event to make sure that the occasion is coordinated correctly. They will be responsible for making sure that the event runs smoothly, and that guests are happy, and they may also manage the guest list at the door.
Event managers save companies time, money, and resources by handling all aspects of the running of an event. They are also experts with the experience needed to pull off large-scale events such as conventions and conferences.
Duties that are covered by the events manager role include:
- Events managers attend the actual event to make sure everything runs smoothly.
- Helping to promote the event beforehand.
- Creating fire, health and safety, and parking plans.
- Managing staff on the day and making sure that problems are dealt with quickly.
- Controlling and updating guest lists and RSVPs leading up to the event.
As you can see, although event managers and event planners both work within the same field, there are differences in the roles they fulfil. However, when hiring an events manager you will rarely need to hire separate agencies. An events manager will usually fulfil the roles of the planning stage as well.
Before you hire an events manager, you need to make sure that you know exactly what roles are being covered, and that both parties have the same expectations.
What are the stages of the event management process?
Research, goal setting, and viability assessment
An events manager will first work closely with the client to make sure that the objectives of the event are firmly set in place. Whether you are looking to promote a new product, increase goodwill amongst existing clients, or increase morale amongst employees – an events manager will help you to set clear goals.
Once these have been set, they will gain to brainstorm ideas that conform to the goals and are priced in the right range for your budget. Ideas at this stage will be related to the theme, location, and entertainment, as well as possible ways to promote the event and what food options should be available.
Working with the client, the events manager will expand upon this initial idea to research the best locations, entertainment, equipment, and caterers available which will meet the objectives set.
Once an event has been provisionally planned, they will confirm plans with the client and do a viability assessment to make sure the plan is actionable in all areas.
Sourcing Equipment, Staff, and Caterers
The next stage in the events manager process is to start sourcing the equipment, caterers, staff, and other support staff for the event. They will ask for quotes, check references, and ensure that companies can provide the level of services required.
Once a shortlist of the suppliers, staff, and services has been drawn up, the client will be able to check and confirm before contracts are drawn up.
Events managers will then be responsible for liaising with suppliers and events staff ahead of the event to make sure that everything is running according to the plans already established.
Invitations, RSVPs, and Guest Lists
Events managers will also help you to send out appropriate invites, draw up guest lists and keep your RSVP lists up to date.
If you are putting on events to attract customers or attendees, event managers will help you to promote occasions and events to your target demographic.
Managing the Event on the Day
Event managers will arrive at the event on the day and take control of the execution of all aspects of the occasion. They will make sure that all of the furniture and equipment arrives in time and that everything is ready for the start of the event.
They will also manage event staff on the day to make sure everything is running to plan, ensure that caterers are on track and that security staff is remaining vigilant.
They will also need to keep an eye out for any disruptions or mistakes which need to be dealt with immediately on the day of an event.
Collating Attendee Feedback and Data
An event management service will also work to collate feedback and other data about the event so that you can assess how successful it has been according to your marketing and business goals.
You can then use this data to make sure that a new event improves on those which have been held before.
Helping You Come Up with an Overall Events Schedule
If your company is planning on holding several events as part of a marketing and advertising push, then an events professional will be able to support you in coming up with a cohesive plan which fits your goals and objectives.
They will make sure that each event is expertly planned and part of an overall marketing plan geared towards profitability and brand awareness.
What Skills Does an Event Manager Have?
An events manager will be bringing many skills to the table which ensure that your event and other occasions go off without a hitch. Honed over many years of industry experience and backed up by relevant qualifications, events managers will ensure every aspect is covered.
People Skills
One of the key skills an events manager will have, whether they are a new or experienced operative is people skills. Effective communication is essential for the role and managers will have the experience to deal with a variety of stakeholders involved in the event.
They will be able to work proactively with clients and other parties to make sure that everyone knows everything they need to in order for the planning and event to be executed efficiently.
Event managers, marketing, and event planners will liaise and communicate with:
- Executives, business owners, and marketing department heads.
- Local government and organizational bodies.
- Possible sponsors for events and occasions.
- Vendors, suppliers, and service providers.
- Business clients, stakeholders, and customers.
- Event attendees on the night.
- Event staff and third-party service providers.
Even managers have the skills and experience to develop and maintain positive relationships during the planning and execution of the event. The manager and support staff will also be able to resolve conflicts, solve problems and make guests feel comfortable and welcome.
The key to any successful event is for the attendees to have an enjoyable time – and people skills are essential to facilitate this.
Flexibility and Planning Skills
Marketing and event planning is a fast-moving industry and for an event to be run successfully, an event manager needs the ability to think quickly and act accordingly.
So, an event manager will be just as comfortable leading a team of staff on the night according to schedule, as having to make quick adjustments on the fly as problems and difficulties arrive.
Professional event managers will ensure that problems at the event are dealt with quickly and effectively, with as little noticeable disruption to guests as possible.
Excellent Listening Skills
A marketing and event manager will have excellent communication skills that enable them to make sure they understand exactly what their client wants.
If an event is to be carried out successfully, the event manager will need the ability to listen intently, understand and then confirm that understanding with the client.
This is also essential if a marketing and events manager is to make sure that client expectations are managed realistically. Clients who are unfamiliar with how much can be achieved with their budget, need to be made aware of what they can actually afford to avoid disappointment later on.
professional event managers will have the ability to listen and communicate effectively with all stakeholders from the beginning.
Excellent Organisational Skills
As well as being expert communicators, event managers have the skills and the ability to multi-task and juggle several different tasks at once.
With detailed planning, contingency plans, and research they will be across all aspects of the event and will work to make sure that all staff and service providers are working on schedule.
The role of events managers requires those who can manage big-picture execution as well as attention to detail. And the best managers will have the skills and experience to provide both during your function.
Expert multitaskers will not become flustered or overwhelmed during an event and will be able to implement “Plan B”‘s quickly and quietly if required.
A True Passion for Events and Customer Satisfaction
One of the main strengths of even managers is that they have a true passion for event organisation. They will be motivated to make sure that the function is a success and overcome any problems which come up along the way.
A successful event is their ultimate aim and they will work hard to make sure that every aspect of the planning and execution works towards this.
The stress of event management can be overwhelming to many business owners, but dedicated event management teams will thrive on the challenges that are presented. They will also have the time, knowledge, and experience to successfully navigate these quickly and without causing any extra fuss.
Effective Communication Skills
With so many different stakeholders and service providers involved in the planning of an event, event managers will be experts in effective communication.
They will be experts in developing positive, friendly, but professional relationships with vendors and suppliers. This helps them to keep the planning process on track and make sure that each service provider is aware of exactly what is expected on the day.
This is a key skill that is needed to ensure that the planning and management of the function are carried out effectively.
The Ability to Remain Calm Under Pressure
Events and marketing planners will also have experience in maintaining a calm disposition during high-pressure moments. As we described above, successfully running an event means that you have been able to take on multiple management and organisational tasks at once.
An events manager will have experience in being able to manage and juggle the schedules, questions, and requirements of clients, guests, and staff all at the same time.
Being able to manage and run an event calmly and with as little stress as possible will enable your event manager to run and oversee a successful occasion.
If you do not have the time management experience required for event management, it is possible that an event will suffer as balls are dropped and staff is late or unable to fulfil their set roles.
Quick Problem-Solving Skills
No matter how much an event manager has planned ahead, there are a lot of variables that could potentially go wrong on the night. So professional managers have the skills and experience to solve problems on the fly and navigate unexpected obstacles which cannot be planned for ahead of time.
Event planners will be experts in painting control of event staff and schedules and solving problems without causing any noticeable disruption to the experience of the guests.
Industry Knowledge, Contacts, and Experience
One of the main benefits of hiring a professional event manager is a whole new level of access to industry knowledge, relationships, and potential discounts!
An experienced event manager will have built up a strong reputation amongst vendors and suppliers and will be able to recommend the best service providers for your event.
if they have been able to build up a history of repeat business with certain suppliers, they may also be able to save you some money by accessing discounts and offers which would not be available otherwise.
Summary: Events Managers for Business – Everything You Need to Know
If your business event is to be planned, organized, and executed successfully, on budget, and with as few problems as possible – hiring an event manager is a key step. These professionals have the skills and experience to make sure that your function is planned within budget, meets your business objectives, and runs according to plan on the night.
As we have seen above, there is a lot to think about in the planning of a business event, and events managers and planers have the unique skills and experience required to ensure that every aspect is covered.
