Event managers are professional organizers who plan and execute events like conferences, festivals, weddings, and other special occasions. The role of an event manager encompasses a wide range of responsibilities necessary to successfully carry out an event. From the initial planning stages to clean up after the event ends, event managers handle all the logistics and details to ensure everything runs smoothly.
Key Responsibilities of an Event Manager
The main responsibilities of an event manager typically include:
- Meeting with clients to determine the goals, requirements, budget, and other details for the event
- Developing event concepts, timelines, budgets, and proposals
- Selecting and reserving the event venue
- Coordinating event logistics like catering, equipment, entertainment, transportation, accommodations, etc.
- Managing vendor and supplier relationships
- Obtaining necessary permits, licenses, and insurance
- Developing detailed schedules and event orders
- Overseeing event setup and staffing
- Enforcing event protocols and safety procedures
- Troubleshooting any issues that arise before or during the event
- Closing out the event and completing any post-event tasks
Event managers handle all the planning, coordination, and on-site management required to execute a successful event from start to finish. Their responsibilities require exceptional organization, problem-solving, customer service, and communication skills.
Types of Events Managed
There are many different types of events that require an event manager’s expertise. Some of the most common events planned by event managers include:
- Conferences: Organizing large conferences requires managing registrations, venues, vendor booths, speakers, breakout sessions, catering, multi-day schedules, and more.
- Festivals: Food festivals, music festivals, cultural festivals, and street fairs require extensive planning for entertainment, vendors, permits, sanitation, crowd control, and activities over multiple days.
- Weddings: Wedding planners ensure every detail is perfect on the couple’s big day from securing the venue, caterer, photographer, florist, and entertainment to managing the wedding timeline, guest arrivals, decor, and unpredictable issues.
- Fundraisers: Charity fundraisers need event managers to coordinate logistics to drive fundraising and create an impactful event within budget.
- Corporate events: Product launches, galas, conferences, company parties, and golf outings require event managers to align corporate events with brand messaging and business goals.
Event managers use their skills to execute events of all sizes and types while paying close attention to the event purpose, audience, budget, and other client goals.
Skills Needed
It takes a certain set of skills and personality traits to succeed as an event manager. Key skills and qualities event managers need include:
- Organization: Master schedulers who juggle countless moving pieces and last-minute changes
- Problem-solving: Cool under pressure with the ability to think critically and resolve issues on the fly
- Customer service: Friendly and diplomatic to manage stakeholder relationships and satisfaction
- Communication: Exceptional verbal, written, presentation, and listening skills
- Attention to detail: Meticulous with an eye for perfection and protocol
- Multitasking: Able to oversee several event elements simultaneously
- Leadership: Command respect from clients, vendors, venue staff, and event teams
- Creativity: Develop unique event themes, decor, activities, and experiences
Event managers must be flexible problem-solvers who thrive under pressure. Their role demands stamina to work long hours during event execution. Strong budgets, vendor relationships, paperwork, and stress management are also must-have abilities.
Benefits of Hiring an Event Manager
There are many excellent reasons to hire a professional event manager instead of trying to plan an event yourself. Benefits include:
- Expertise: Event managers have knowledge and experience executing successful events that most individuals lack.
- Efficiency: Coordinating every detail is extremely time consuming without expertise.
- Objectivity: Event managers offer an outside perspective not clouded by emotions or bias.
- Order: Meticulous planning prevents costly errors and overlooked details.
- Connections: Event managers have relationships with top vendors to get the best pricing and services.
- Savings: Their negotiating power provides significant cost savings on rentals, catering, entertainment and more.
- Brand building: Consistent, polished events further your brand, causes or organizational messages.
- Risk reduction: Experts protect you against compliance issues, vendor problems, or other liabilities.
In short, bringing in a professional event manager means your event is in highly capable hands. You can enjoy peace of mind knowing logistics are covered so you can focus on being present.
Event Manager Education and Salary
A bachelor’s degree in event management, hospitality, communications, marketing, or a related field provides a strong educational foundation for this career. Many event managers also pursue voluntary certifications through industry associations to further credentials.
According to the Bureau of Labor Statistics, meeting, convention, and event planners earned a median annual salary of $51,290 as of May 2021. Salaries range from approximately $28,000 for entry-level positions to over $80,000 for experienced managers at large companies or corporations. The demand for skilled event managers continues growing at an above average projected rate.
Why Hire an Event Management Company?
In lieu of hiring an independent event manager, many organizations choose to work with an event management company. Reasons to hire an event management company include:
- Turnkey service: Full-service execution from concept to cleanup under one contract
- Proven success: Reputable firms have delivered consistently successful events
- Scalability: Companies have resources to scale events from 10 to 10,000 people
- Industry connections: Long-standing vendor relationships and buying power
- Range of services: From tents and lighting to branded environments and digital experiences
- Problem prevention: Identify potential issues and solutions proactively
- Business perspective: Ensure events align with branding and business objectives
- Team approach: Entire team of experts collaborate on deliverables
An established event management company essentially functions as an extension of your own team. Their sole job is flawlessly executing events so you can devote more strategic resources elsewhere.
Questions to Ask When Hiring
If you’re considering hiring an event manager or management firm, come prepared with questions to assess their qualifications. Important questions to ask include:
- How long have you been in business?
- What types of events do you specialize in?
- Do you have references from past clients I may contact?
- How will you source and negotiate with vendors on my behalf?
- How do you establish event budgets?
- What is your change order process if I alter details or request additions?
- How do you handle event emergencies or issues onsite?
- Will you obtain the necessary permits, licenses, and insurance?
- Do you have proprietary tools or templates that will streamline the planning process?
- What details do you directly oversee versus delegate to a subcontractor?
The event manager or company should readily provide in-depth answers to demonstrate their qualifications. Review portfolios of past events to assess their work.
Conclusion
Event managers and planners are invaluable for executing large-scale, logistically complex happenings from intimate weddings to enormous music festivals. Their expertise in budgeting, scheduling, and coordinating vendors allows events to run seamlessly while reducing costs and liability. While large events can seem daunting to plan independently, partnering with a qualified event manager provides peace of mind knowing every detail is in capable hands.