Primary Duties and Responsibilities of Event Management Professionals

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Event management professionals, also called as event planners, are people who plan and organize personal, social and corporate events successfully. Personal events include weddings, birthday or anniversary parties, house warming parties, retirement parties and graduation parties whereas social events include festivals, exhibitions, fairs, concerts, etc. Corporate events include conferences, product launch parties, film award functions, brand promotion, entertainment events, fashion shows, etc. In addition to this, the events can be of national and international level also. This means that the event planner should be able to manage events of any size. For example, in a birthday party, an event planner is responsible for managing few dozens of people but in an international award function, he will have to look after thousands of participants.

Every event requires a different approach for planning, processing, operating and organizing things like decoration, hospitality, catering, entertainment, etc., but the main responsibilities of event management professional are more or less the same. Let us discuss these responsibilities here:

Event planners have to discuss the event with the client first for finding out the reason of the event and based upon this, they have to decide the budget, event venue, and the theme as per the occasion. They are also responsible for inviting the guests, booking tickets if the guests are coming from outside the city, booking hotel rooms and checking other arrangements for the guests like the luggage, eating options, etc. If it is a business meeting, then they will have to arrange for car services to pick up and drop the business executives from airports.

If it is a personal or social event, event planners will have to book suppliers for stage decoration, sound and light arrangements like DJ and music system or orchestra and audio-visual systems. If it is a corporate event, booking the conference rooms, arranging business material required for the meeting and arranging computers, laptops, projectors, microphones, internet connections and other multi-media arrangements are the primary jobs of event planners.

Any event is incomplete without food and beverages. Hence, event planners will have to decide the cuisine according to the theme, check whether the hosts are fine with it and arrange for catering service that will be serving that particular cuisine. In addition to this, event planners will also have to make arrangements for transportation and parking as well as provide security services for guests arriving for the event.

Event planners should also have good management skills. They should be able to co-ordinate well with their event management staff, make them understand the standard protocols required for effective progression of the event. They must detail the scheduled plan to the assembling staff who would then check whether food, decoration, entertainment and other arrangements are carrying out properly.

Event planners are also accountable for carrying out all the arrangements and planning as per the pre-decided budget. They will also have to brief the clients about technical and legal assistance, event insurance, risk management and health and safety measures taken to make the event a huge success.

Not only this, they will also have to clear up the decorations, seating arrangements and look after the left-over food by coordinating with the suppliers so that the venue gets cleared up after their client\’s event is over and is ready for another event to be held.

If you possess all this management skills and are ready to work with people, a career in event planning will surely help you to earn money and respect in sectors like tourism, hospitality, fashion, movies, etc.

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Article Source:

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