Events Management Process

The first stage of the events management process is the planning stage. It will involve putting togther an objective (the aim of the event) and the formation of deadlines to help control time management. Then the production team need to discuss the Who? What? Where? and When? concepts. This is important because it needs to be clear for everyone what is happening to avoid confusion. The date and time is especially important in getting an audience - hopefully a full one. The age at which the event is aimed at will be considered when setting an appropriate time / day. e.g. children's wont be at 9pm on a Monday night.

The organisers need to know where the event will be and whether it is suitable. There will be a max. audience number which affects the planning. 

The next stage is research. There needs to be research to ensure the event is safe and not copyrighted / is lawful. There must be research done into the location e.g.max audience numbers, how long they have the venue for etc.  Effective research is important to pull of a good, professional event. 

Equipment is important because usually things will need to be hired in for the event or borrowed - everything will need sourcing. 

Health and Safety is a critical element in everything involving events management. If something is done incorrectly or not thoroughly enough, the organisers may find themselves facing hefty fines.  Part of the objective must be to follow the law to ensure the safety of staff, the public and anybody else from coming to any harm. Safety of the workers / audience is the most important thing for a manager to consider. Measures must be put in place e.g. wearing hard hats and gaffa taping wires down / fire exits shown clearly. 

 Risk assessments are an important part of the H&S element and must be carried out thoroughly For example, if there is a trip hazard – the equipment (cables) can be gaffer taped or moved if possible. 

Staffing is also important. There might be a lot of jobs to do so the appropriate number of staff has to be planned.  Depending on the size of an event, some of the duties and responsibilities of certain staff may be separated and shared out between other team members / crew e.g. The Manager may take on some of the responsibilities for the front of house.

Managing is another stage, which involves responsibilities being given out and putting into practise what has been planned. Managers need to organise things like briefings, advertising, signage, insurance, requirements, security and a budget. All of these are important because nothing can be forgotten about because there could be serious consequences. Other elements are first aid, disability parking, setting up (get ins and get outs)

The last stage is the post production stage. including the get out. All hired equipment has to go back to the company it came from safely which will require care. Lastly the final brief / evaluation is done to reflect back on how the event went and how to improve next time.