What is an event manager and what do event managers do? This is one of the most important things to know if you’re working in the events business.
Event manager responsibilities are vast - covering practically every element of running events. This is an exciting role with a lot going on. It’s also a tough role, as there is so much responsibility involved in event management.
The events industry is rapidly growing, expected to be worth $1,552.9 billion by 2028. This means the demand for good event managers is also on the rise.
In this guide, we’ll explore exactly what events managers do and why they’re fundamental for successful events.
What is an Event Manager?
An event manager is a professional responsible for planning, organizing, and overseeing various types of events. This could include conferences, weddings, corporate events, trade shows, festivals, and more.
Their primary role is to ensure that the event runs smoothly and successfully, meeting the client's objectives and expectations.
The event manager is the person who connects the client with the event venue, and any other vendors involved in the event production - like caterers or entertainment. The event manager job description can be long, as there’s a lot that goes into running a successful event.
Main Responsibilities of Event Management
As mentioned above, there’s a lot that goes into strategic event management.
Here are some of the main tasks and responsibilities that event managers cover.
Event Planning
They begin by understanding the client's needs and objectives and defining the event's purpose, budget, and scope.
Event managers then create a detailed event plan, outlining tasks, timelines, and resources required.
Venue Selection
Event managers are often tasked with finding and securing appropriate venues for the event, considering factors like location, capacity, and facilities.
Choosing the right venue is one of the most important steps in successful event management - which is why these professionals should have good relationships with venues, as well as a reliable venue directory to use.
Vendor Coordination
Event managers work with various vendors and service providers, such as caterers, decorators, audiovisual teams, and transportation, to ensure all aspects of the event are covered. The event planning process can be incredibly complicated and hands-on, which is why a successful event manager needs to have excellent coordination skills.
Budget Management
Event managers are responsible for managing the event budget, and allocating funds to various aspects of the event while ensuring that costs are kept within the client's financial constraints.
Logistics
Successful event management is all about logistics.
Event managers handle logistical details like transportation, accommodation, and scheduling, making sure that everything runs smoothly on the day of the event. As an event planner, you need to make sure that everyone involved in the event follows through with their role. As there are many steps involved in event management, having outstanding logistical skills is important.
Marketing and Promotion
Event management responsibilities aren't only focused on planning the event - they also include making sure enough people attend the event. This is where marketing and promotion is an essential role for event planners.
Event managers may also be involved in promoting the event, which could include creating marketing materials, managing online promotion, and ticket sales.
On-Site Management
During the event, managers oversee all operations, ensuring that the event flows smoothly, troubleshooting any issues, and addressing any unexpected challenges.
Experienced event managers know how to stay flexible during the event and implement quick fixes in case anything veers off plan.
Communication
Good communication is key, as event managers need to keep the client, vendors, and attendees informed about event details and changes. Staying organized and having a well-managed communication system is essential.
Risk Management
One of the most difficult parts of event management is that you never know what will happen on the day of the event. This is why risk management is a crucial part of the role.
Event managers must identify potential risks and have contingency plans in place to address emergencies or unexpected situations. It’s essential for any good event management company to always have a plan B in place.
Evaluation
After the event, event managers assess the event's success, gather feedback, and prepare post-event reports to help improve future events.
Event Manager vs. Event Coordinator: What’s the Difference?
Event management and event coordination are two distinct roles within the field of event planning. While there may be some overlap in their responsibilities, there are key differences in terms of their roles and the level of authority and responsibility they hold.
Events Management
An event manager typically holds a more senior and supervisory role. They have overall responsibility for the event's success and are accountable for all aspects of event planning and execution.
Event managers are involved in the strategic planning of the event, including setting objectives, defining the event's scope, and creating the overall event strategy.
Event managers make critical decisions and have the authority to make changes to the event plan as needed. They oversee and negotiate contracts with vendors, coordinate their activities, and make final decisions on vendor selection.
Event Managers take a leadership role on the day of the event, ensuring that everything runs smoothly and addressing any issues that arise.
Event Coordinator
Event coordinators typically play a supporting role in event planning. They assist the event manager or client in executing the established plan.
Coordinators focus more on the logistical aspects of the event, such as scheduling, vendor coordination, and on-site logistics. While they may provide input and recommendations, event coordinators usually have less decision-making authority than managers.
On the day of the event, coordinators assist in implementing the plan and handling various tasks as needed but do not hold the primary leadership role.
Conclusion
No matter what type of event or at what scale the event is planned, having a solid event management team in place is essential. There’s a lot that goes into successful event management, so event managers need to have a diverse skill set.
As this is such a multi-faceted role, using the right event management software to make the job easier is essential. Perfect Venue is the ultimate all-in-one solution for venues and event managers. Try it for free to see how much the platform can streamline the event management process.
