The event manager after planning for the particular event must make necessary arrangements in order for achieving the success of the event which he organized.
The event manager does the entire work by himself or allots people who are specialized in the following areas.
Only if the arrangements are made well it will lead to a successful event.
Necessary Arrangement Made by Event Planner
The following arrangements which are made by the event managers are:
1. Site Selection Arrangements for Events
Selection of the site or venue where the event is going to happen is the first thing that has to be looked in by the event corporate organizer.
The event manager must visit the place personally to have a check.
He must look into the factors to be considered:
- The size
- The location
- The time and cost
- Facilities and equipment while selecting the site.
2. Guest List
After having decided on the site for the location of the event, a proper guest list should be made and necessary arrangements should be made for them if they are traveling from outside.
3. Transport and Travel Arrangements
The event manager must make necessary arrangements for the guests and VIP’s if they are traveling from outside.
Proper arrangements for there travel must be made.
4. Hotel Accommodation
For VIPs and important guests who are arriving from outside for the event the event manager must take care of all the proper arrangements to be made for their stay.
At the end of the day, no guest should go back with a complaint.
5. Lighting Style System
In order for the event to look presentable, the lighting must be good.
These wills showcase the event better.
6. Catering Arrangements for Events
Having good lighting and a good talk about the entire event without good food can spoil the whole event.
It is ultimately said that the way to make people happy goes from their stomachs.
The event manager must make arrangements in a presentable form.
The most memorable aspect of the meeting or event which is planed (aside from the food) is likely to be the program.
Hiring the right speaker to address participants is crucial. Factors to be considered are:
- Know the program objectives.
- Understand the audience’s needs.
- Ask for references.
- View a demo video.
- Don’t assume that all celebrities know how to deliver an effective speech.
- Provide speakers with good information so they give you what you want.
8. Sound Quality
If the event manager has arranged for really good speakers for his event but there are no proper sound quality arrangements made, the entire event will be disturbed and people will not like it nor enjoy the event.
9. Seating Arrangements for Event
The seating arrangement is made in round table form or horizontal or vertical rows.
It is left up to the event manager to put the seating arrangements in a presentable form.
There are no events in the current trend where technology is unused.
The event manager makes use of PowerPoint presentations and other forms of technology to add life to his event.
The event planner must be well upgradeable and equipped with changing trends.
No event can be conducted without having a podium.
It is a must and should requirement in each event. It is a temporary stage for the event.
12. Entertainment and Fun Arrangements for events
Entertainment and fun is a must arrangement that had to be made by the event manager in order to make the audience get lively and enjoy the event to the maximum.
13. Audio Visual Equipments
In order to make the event attractive and interesting, the event manager must make sure that he not only uses audio but also some video clippings to show the audience to catch their attention and make it more presentable.
14. Recreational Activities
Recreational activities are often done for enjoyment amusement, or pleasure and are considered to be fun.
This can keep the event going on for a long time.
15. Portable Bar
This is a must and should in corporate events.
Necessary arrangements must be made for bars in the event.
Usually, a separate area is made in order to not disturb the other happenings.
16. Decorations Arrangements
In order to make the event presentable, decorations are a must.
It gives an appealing look to all the people who are there present for the event.
17. Printing Arrangements
This facility must be made available in the event hall.
If any information has to be passed it can be printed and circulated during the event.
Initially, when people are coming inside the hall a printed sheet of the happenings of the events can be presented to them.
18. Gifts and Rewards
The event manager can make arrangements to give gifts and rewards to existing employees to appreciate their performance, gifts and rewards can also be given to new employees just as a token of welcoming them into the company.
This can usually be done at the end of the event.
19. Floral Arrangements for Events
The event manager must make background decorations using flowers based on the occasion. Example: themes.
20. Music Arrangements for Events
Depending on the type of audience which has to come up for the event, music can b played.
The young crowd prefers loud music and some prefer silent music.
Music arrangements can be made depending on the class of the audience.
21. CMP Arrangements
CMP is a complete meeting package arrangement.
This is done by the event manager in order to simplify the planning and budgeting process of the events.
22. Personnel Arrangements
Catering to the custom made requirements of various individuals & groups. Ex: Boarding, check-in.
23. First Aid Arrangements
Basic provision for medical assistance in case of emergency situations must be made by the event planner.
24. Safety Arrangements
The people who have come in the event generally expect the environment to be safe and sound failing which they will not want to come back for the event.
A safe environment must be organized for the people who have come in to attend our event.
25. Security Arrangements for events
Arrangement of good and full-on security should be provided to high profile VIPs and celebrities.
26. Electricity Arrangements
Proper electricity needs to be taken care of by the event manager. In case of the absence of electricity UPS arrangements have to be made.
27. Water Arrangements
During the event apart from beverages, hygiene water must be provided.
28. Traffic Management Arrangements
On the day of the event if any VIPs are standing in an around the event area traffic should be maintained well in advance.
29. Parking Areas
Proper parking arrangements must be made on the day of the event.
30. Street Closure
If the street in an around should be closed, necessary permissions must be taken by the event planner.
31. Waste and Environmental Arrangements
After the event, the work of the event planner does not come to an end.
He has to give directions to clear of all the wastes and keep the place clean, and surroundings clean.
The event manager should have a waste disposal strategy. Or plan for deposing of wastes.
32. Cleaning Arrangements for Events
Proper and timely cleaning must be done regularly during and after the event.
If all these arrangements planning to made well in advance and in a proper way all things will go on smoothly and the event will definitely be a successful one.
33. Conference Room Design
If there are initial meetings to be held by the directors of the company and important VIPs, it has to be arranged by the event manager in a separate conference room.
The event planner must personally go to these rooms and have a check on whether it will be sufficient to conduct the conference or not.
If not he can make alternative arrangements.