Event Management

In the present day and age, professionally handled events seem to be the call of the day. And this is the way most parents are opting to celebrate their child’s birthday. Since it is a once-a-year occasion, most are prepared to spend extra bucks on giving their child a celebration to remember. For this they approach managers and organizers, who are also into children’s events.

Event planning management for children’s events is more often than never theme based. Apart from the birthday parties there are the festive parties such as Christmas, Diwali, Children’s Day, etc. the list also includes special camps during vacations.

The managers are responsible for arranging the entire occasion, after sitting in consultation with their client over the theme of the party. In fact, most event companies have a fixed budget for such events and in accordance give their entire price list and then organize the party.

Kids birthday parties are in fact rather simple to put together. And companies, as well as individuals specializing in this area of events have a fixed team with which they have to coordinate to put the party together. The team usually includes the caterers, performers, novelty item suppliers (for the take home gifts for other children), the music providers and entertainers, as well as a couple of people, who look after the kids so the parents are absolutely free and can enjoy the party themselves. In fact, these form the very basis of birthday party event management.

There are a number of birthday party organizers, who work independently. This means that they do not run a company as such. They work on an individual basis and put together an event by coordinating with the required people. Such organizers include homemakers, as well as college students. These event planners are as efficient as any renowned company. They mainly look into small events such as birthday parties and weddings, depending on the scale.

For every business to flourish, through the year they need to be a part of various business related events. These are primarily the exhibitions and trade fairs. There are certain companies that organize such events in their related industry. These are held either at a local, national or then global level. These are extremely important forums to create further awareness within the industry, as well as amongst other consumers. Thus there are trade fairs and exhibitions that are in the ranking of business-to-business, as well as business-to-consumer. The following are amongst the varied trade fairs and exhibitions organizers in India:

Winmark Enterprises Private Limited: Veera Desai Road, Andheri (W), Mumbai. Tel.: 26734835

A.Hirji and Company: Ellisbridge, Ahmedabad, Gujarat. Tel: 2659676

Aakar ExpoComm Private Limited: Navrangpura, Ahmedabad, Gujarat. Tel: 26466818

Access Promotions: Caesar Road, Andheri (W), Mumbai. Tel: 2673275

Ace Exhicraft Enterprises Private Limited: LJ Road, Dadar (W), Mumbai. Tel: 24460699

Ad Lib: S-63, Golden Enclave, Ariport Road, Bangalore. Tel: 25278481

Addec Exhibitions International: PMG Complex, 2nd Floor, T Nagar, Chennai. Tel: 42128221

AFairs: Park Street, Kolkata. Tel: 22174009

Anand Trade Development Services: SB Bapat Marg, Dadar (W), Mumbai. Tel: 24309507

Anz International Trade Marketing Associated: Cathedral Road, Chennai. Tel: 28283575

The fashion industry is an integral part of daily life. In fact, today, in India this industry is growing by leaps and bounds, each year. It is not only about the domestic fashion gurus, but also world fashion that is reaching Indian shores almost at the same time a new trend is launched in the west. Another vital achievement is that a number of Indian fashion designers are rubbing shoulders with those of the west.

One of the most important platforms for fashion designers to showcase their work are the fashion shows. Today, not only are Paris and Milan important fashion centers, but the list also includes India on the global fashion map. These shows are not meant for the day-to-day consumers, so to speak, but are used as marketing and launch platforms.

In fact, any designer with his or her own label, launch each new season with a show. They hire the top ranking fashion models who walk the ramp in their range of clothes. Buyers and sellers form the larger section of the audience. Apart from the designers, textiles designers, and other players in the industry also showcase their line of products at such events and shows. These are then relayed on various television channels for the general public.

One of the most important requirements in a fashion related show is the security event management system. This is vital, as those attending the show are high profile professionals from various walks of life. Usually this task is handed over ot a professional security company that has guards posted at various positions in order ot ensure the smooth run through of the event.

One of the most important aspects of people’s lives is sports. In fact, most people around the world, of all ages are passionate about some sport or the other. They either pursue it as a hobby or leisurely activity, or are involved in it as participants at competitions of varying levels; then they are mere spectators at sports events. Keeping this in mind, since eras together, events in the arena of sports have been an integral part of society, at large.

Sports event management, whether at the inter-school or inter-collegiate level, as well as those at a larger level requires a lot of planning. This is not just about the venue, but the entire event – the pre-sports (qualifying rounds) leading up to the final day event. In fact, sporting events such as the international football, cricket, tennis competitions, for instance need planning and implementations well in advanced.

Preparations for the Olympics begin five to six years prior to the event. And this is not only about preparing the various venues, but ensuring that the infrastructure of host country is ready to accommodate participants and spectators from around the world. Managing events in the field of sports cannot be done by a team of ten to twelve people. Hundreds of people are involved in putting together international events.

There is a also a lot of money involved in the management of sporting events. And the sponsors are ready to lend their complete support, knowing that during events such as the World Cups, the spectators amount up to hundred of thousands. Apart from ground sponsorships, there are companies, who advertise on the channels that own rights to relay the events. Thus, the sources of income for these events are varied and numerous. These events also cost immensely, and so apart from ticket sales, sponsorships are a major part of the returns for these events.

Music is an important aspect of almost every. It is not only a form of entertainment, but also a way to relax and be at ease. In fact, many are ready to pay any amount of money to attend a live performance by their favorite singer/musician. No wonder, musical events have been a success through the years. These include the international performances, as well as those by the performing artistes of the nation. Musical shows go almost packed, with people struggling for tickets as the date of the performance approaches. And the more famous the performer, the higher the success rate of the event.

However, in order to meet such success the company has to undergo a long process in making the event happen. For international performances, the company has to make a lot more arrangements, and one of the biggest challenges in front of them is that of security. When arranging a globally renowned performer the company is responsible for the taking care of the performers stay in India, as well as his/her tour through the cities that have been short-listed for the performances.

In the case of music event management, the company stands to earn from sponsorships, as well as sales of tickets. However, no company can depend solely on the sale of tickets to recover expenses. And the fact is that a number of companies are ever ready to sponsor and support such functions as they realize the potential these events to create awareness of their products and services.

For such events one has to be on their toes throughout, and whether the performer is from the international or domestic arena, the fact is that big budgets are involved. And unless and until the entire show is not wound up, one can really not rest. In fact, the event company has to also take the responsibility of clearing up the venue after the event, and ensure it is in the same condition, as it was handed over to them.

For those in the field of event management field that there could be no more excitement than there is in this profession. Yes, there are times of anxiety and stress, but these come and go like the rain clouds on a sunny day. Otherwise it is all about fun and games at work. And those working for companies that host grand events have a lot more fun than others; they get to meet celebrities from various walks of life. And when they meet the one they have always, they feel all their hard work has been paid back.

The events on a grand scale include international events such as the concerts and live performances, wherein rock stars and pop stars are invited from around the world to perform here. Or then, the events are a part of the star’s world tour, with a stop over on Indian soil. These events include the likes of the live performances by Michael Jackson, Bryan Adams, U2, amongst numerous others.

There are also the global fundraising events that are delegated to event companies by world social and non government organizations such as WHO, UNESCO, UNICEF, amongst others. These events mainly have international celebrities spread awareness regarding varied global concerns on various platforms and stages, depending on the decision made by the association they represent.

A prime amongst all the events on a grand scale is the sports events. These include all types of sports such as cricket, hockey, table tennis, swimming, tennis, squash, etc. In the recent past some corporate houses have come forward to host international sporting events in India.

However, the most important aspect that one needs to keep in mind is that security information and event management go hand-in-hand. Organizing an event on a large scale with global delegates coming to India, means taking all security measures to ensure the safety of the not only the foreign visitors, but also all others gathering at the venue. It needs to be kept in mind that any faltering in security could cause damage to the company’s future prospects.

Whether the event is a small one or a grand one, it does not matter, as the organizing the event requires the same process. It is just the scale at which they are organized that differs. At the very base of any event is the planning stage. This first involved understanding the small events at hand – the purpose and target audience. This sums up as the objective of the event.

Once this is decided then budget that is allocated for the event needs to be decided. Based on this the accountant or finance manager is required to make a statement of cash flow. When preparing this he/she should maintain a margin of about 5% to 15% over the aggregate calculated budget, in case the need arises. This is known by many, as the emergency fund. This person should also be in-charge of allocating funds as and when required and monitoring the cash outflow, as well as inflow when it is a commercial small event management assignment.

When it comes to party event management, fewer people are required to put it together. First, the event manager needs to sit with the client to finalize the preferred venue. If the client desires a theme party, then all arrangements have to be made. In fact, then the manager is required to make all arrangements in accordance to theme. For instance, if the party is a black and white party, then invitations and the entire décor should be in the combination of black and white. Also, the guests need to be informed about this, so that they are dressed up accordingly.

Children’s birthday event organizers seem to have all the more fun, as they take over the responsibility of also entertaining the children. They organize a show for the children, depending on the selected theme of the party. There could be a magic show, or then a Charlie Chaplin performance. The event organizers are the ones who ensure that the child has a memorable celebration, leaving the parents rather stress-free and enjoying the party as much.

The biggest events are those that are arranged at a global level. These international events are mainly the sports events, like the international competitions that are hosted by various countries each year. In fact, for global event management for an event like the Olympics, preparations begin well in advance, which amounts to five to six years prior to the event. These large-scale events also require Government involvement in order to meet expenses and ensure safety and security of delegates from varied nations.

While international sports largely represent the term global event management, but it also includes other events, such as live performances by international artistes. For instance, the pop stars and rock stars being brought to India for their concerts and shows. These are mainly hosted by the large event companies and sponsored by the bigger corporate houses, as this becomes a major advertising vehicle for them.

Then there are the international social and cultural events hosted at an international level. These are mainly those that created to create widespread awareness with regards to varied global problems such as global warming. Take for instance, the Hollywood stars being roped in by WHO in order to make people aware of the dangers and problems of AIDS. They travel across the world spreading awareness.

There are numerous event management consultants who render their services in the varied departments of event management. It is not possible for just a few people to put together a global event, and do require the services of a number of consultants, who can be delegated important tasks for the event. Usually, event companies prefer working with consultants, who are roped in on project basis, rather than being over-staffed unnecessarily.

One of the most important aspects of any company is the varied events that are organized not only within the company, but also for the clients and customers. This is because one of the prime objectives for hosting events is to build on relations. Usually corporate houses encourage in-house events for the staff in order to motivate them from time to time, as well as to upgrade the knowledge and skills, in order to be along with the times. They also encourage staff to attend seminars, conferences and conventions in order to keep them abreast with the latest trends.

Such corporate events also become a meeting point for others from the same field to share varied aspects. This is more like a formal social forum for executives and managers. These are rather serious events and are mainly handled by the corporate, itself. However, in order to organize a formal event on a larger scale, this maybe delegated to the public relations company handling the companies PR activities, or then maybe given to a corporate event management company.

Apart from the serious events, there are the fun, celebratory ones. These maybe organized to celebrate the main festivals, or then the success of a project. These are mainly organized in order to build an environment of closeness amongst colleagues. This is because human resource executives and managers realize the importance of encouraging healthy inter-personal relations in the office to maximize staff efficiency.

Corporate event management services India include the in-house events, as well as the larger once to launch and promote products and services. Most service providers double up to even take on the role of public relations and media relations. More often than never company event management planning is done on an annual basis. The event calendar is determined according to the budget set aside for the events, as well as other aspects that differ from one corporate house to another.

In order to be successful in the field of event management, no matter what department of specialization one needs certain qualities, which are as follows:

• Negotiating Skills
• Creative Skills
• Convincing Skills
• Coordinating Skills
• Planning skills
• Executing and implementing skills

An individual with the aptitude for the above and interest in the field would make a successful event manager. It does not matter what maybe the types of event management, one needs to be adept in the above skills. This is because this is a people’s industry, where everything is based on effective communication skills at all levels. And professional event management service entails optimum communication skills, as well as ability to look into the minutest details of things in order to ensure optimum level of execution.

Given here is a list of he varied events that are organized by the cross section of event companies:

• Business events
• Corporate events
• Cause-Related events
• Coordinating Skills
• Fundraising events
• Exhibitions
• Trade fairs
• Entertainment events
• Concerts/live performances
• Festive events
• Government events
• Meetings
• Seminars
• Workshops
• Conferences
• Conventions
• Social and cultural events
• Sporting events
• Marketing events
• Promotional events
• Brand and product launches