via How to of the Day on 5/4/12
Event management is a great experience, whether its for your own party, for a corporate event, for family and friends or professionally for weddings and other great occasions. It's a tough job as not only do you have to have everything organised, but you'll also need to be a quick thinker when disaster strikes. 
However, it is a very fulfilling job, as it can make the world of difference to people you know, or to those you don't know but who clearly appreciate your kindness and monumental efforts in organising their birthday, anniversary, wedding or other celebration and events.
This article will teach you how to be a great events manager and give some suggestions to troubleshoot problems and with careful planning, avoid them all together.
Edit Steps
- Know and plan your event, while consulting regularly with the client or their related guests. Even if the event is for yourself, or a small backyard event, always consider everything you will need. Good event management in a big scale is about organising people to be in charge of individual areas of the event and that everyone knows what the plan is. This means making sure that things are kept to schedule and assisting or having backup plans if it falls behind. By answering some of the following questions, you can gain a firm understanding of what's involved:
- What is the event about? Aside from being an obvious question, once you have asked it of yourself, you'll have a far better comprehension of the scope of what is needed. An event might be a party, entertainment event such as a singer or band/s concert, a wedding, anniversary, retirement gig, new year or religious celebrations such as Christmas, Ramadan, Deepavali, Vesak day, (etc). It could also be something more like a corporate meeting, fundraising event, awards ceremony, civic or society event including grand openings, or a more solemn or formal occasion, such as a funeral or a christening etc. Is it high profile or casual / low profile? Will you need to find, hire, book or delegate extra people to fill roles such as photographers, builders, designers and decorators, guest speakers, marketing & journalism, sponsors, entertainers or bands, officiates or clergy, dancing partners or demonstrations? It is wise to include them in catering and seating calculations so that a meal and a table place is provided for them if appropriate or required.Weddings are often the biggest low-profile project any manager would undertake as not only is it typically one of the larger celebrations, it is one that is remembered for the entire lifespan of the marriage and family. They are often very emotionally anticipated so it is best to present a calm but enthusiastic manner at all times.
- What is the time frame and date? In a perfect world, you would get lots of time to plan and organise what you will need. However, this is seldom the case and time will be of the essence. Quite often there notice can be as short as a day to plan for smaller scale events, which can be just as important as the big ones.How many people will there be? Some events are strictly ticket entry or invitation only, so it is easier to plan, but many events will have latecomers, or extras such as children, partners or friends. In older establishments, they usually call the quantity of guests "pax", so if working in a function centre and you see "Pax 150" it means 150 guests are expected. Are food and beverages provided? If so, know who will be on the team to look after the cooking, serving and cleaning. Some events are a BYO (bring your own), in which case it will be necessary to ensure that there is cooking equipment (such as barbeques, aprons, etc.) provided, as well as coolers for drinks the guests may bring if the event is not supplying them. Similar is a "bring a plate" function, which makes things a lot easier, as catering is minimal, but you will need to provide a food table and serving utensils, as well as heat mats, an oven or bain maries to keep hot food warm and refrigerators to keep cold dishes such as desserts. You'll also need to keep cold meat dishes in a safe environment to reduce the risk of food poisoning. Cling film or tin foil is useful to keep insects (and people) away from food until it is time to eat and someone must be responsible for removing these covers on time. What type of food do you need to serve? Are there likely to be guests with allergies, vegetarian or vegan needs, diabetics, religious needs such as halal or kosher, gluten-free, (etc)? And will there be infants, young children or the aged or injured who cannot eat solid foods?
- What building are you hosting in and how will the space be managed? Are the guests to be sitting on chairs in rows, on benches or at tables, or on picnic rugs in the open? Will the weather pose a problem? Will there need to be room for dancing, speakers podium or a stage? If so, plan to ensure the event space is large enough. It is always best to visit the site in advance and draw yourself a map of the area. This map can be used as a "battle plan" and allows you to sketch and allocate table space, service routes for food service, disabled access if required and exit routes, as well as how you will get the equipment into place. You should also mark where the power generator (if required), external equipment such a refrigerator, ice maker, barbecue or stoves (etc) will be, as well as where power points and cables will be (which may be covered discreetly with a rug) and other safety hazards to address. As it can be the biggest logistical problem it's always wise to ensure there adequate room for all people to move around at the site. Ask yourself are there enough facilities? Examples are toilets and bathrooms, car parking spaces, wheelchair access ramps, changing rooms, storage rooms and kitchen space, waste disposal bins, wine coolers, power access etc. Will transport and accommodation be required for international or out-of-town guests or delegates at hotels, as well as bookings and space made for their transport to get them to and from the event? Are legal and local government approvals required? In most instances approvals are required for a bar, but also for excessive noise, vehicle access and parking, building large enclosures such as a pavilion and other needs.
- Are entertainment and logistics organised? This part might be delivery of music equipment, pavillions or tents and decorative effects or stage management you will need, such as a microphone and amplifiers, lighting, power outlets, projectors and screens for slideshows, smoke machines or other stage magic effects such as mirrors, banners and corporate signage, etc. If you subcontract a company to be entertainers, consult with them to ensure they are able to supply and set-up their own equipment as well as where the stage and service sections will be on the site and what the schedule will be. This way you can find out what you may need to do to assist them. Are additional decorations are needed, or do you need to organise guests clothing such as suit and dress hire? Table linen, flowers, gifts, candles, balloons, banners or backdrops for photography, red carpets, (etc) should always be sourced well in advance.
- Is it likely there will be frequent artistic changes? Weddings are infamous for clients making last minute design changes so it is wise to recommend to your clients a cut off date for changes. Usually 1 week before the event is leaving it very close, but it gives the client some flexibility and avoids last minute changes coming too late to be practical or cost effective to implement. If it is simple, subtle or basic changes using already sourced decorations, then it is not unreasonable to accede to change requests. Be as accommodating as possible in what is usually a very emotionally anticipated event.
- Organize your service team (even if they are friends and relatives or other volunteers) to handle relevant sections, even if you're not professionally running an event, but running a small family event. Ideally, you should have notified people of duties at least two weeks prior to the event, or more if possible. Caterers, florists, entertainers and other important people appreciate as much time as possible to plan, as it is typically more expensive to obtain goods and staff for high urgency requests. The other advantage is should they not be able to keep your appointment, you have some time still to find an alternative. It is wise to get three quotes for all applications and ask what their problem solving experience is like. The typical problems that people experience is all down to short notice, so planning in advance is essential. Be sure to provide clear instructions on how to get to the site and give them your number or preferably a business card with contacts to call if they need directions. Your battle plan should be from beginning to end. Planning, purchasing or sourcing, delegating, installing & setting up, running the main event but most importantly the after event work. The tidying up, returning hired or borrowed equipment and later on consulting with the client about their experience and to thank them for their custom. Even if unpaid, then thank them for the opportunity to have such a great experience to run an event.
- Organize a plan B by considering common problem solutions (see troubleshooting below) and meet with the client. Common problems may include gatecrashers, protestors, invited guests having an illness, the weather turning unpleasant, drunken guests misbehaving, etc. Plan for problems, but avoid analysis-paralysis. A good manager lets the event happen on its own and acts when needed. Organise regular meetings with the clients or key guests of the event in advance about your "battle plan" and invite their thoughts and suggestions. At all times you should present a professional, confident, friendly and "can-do" manner and use professional standards in presented paperwork such as schedules and menus. Also bring any props and decorative samples for them to see and ensure you bring your map layout drawings. Modern computer software has many architectural conceptual programs you can use to present an image of how you imagine it will look.For a corporate or civic event, it is wise to ensure you have the most up-to-date copy of the agenda and in any context communicate effectively to ensure all changes are known to the clients and all concerned. In practice, most events are really very similar so its just the theme or context that is different. Therefore it is wise to remember what and who the event is about during all stages of the planning process. Also use this time to find out if there are potential problem makers amongst the family, friends and/or other guests. Typically speaking for higher profile or larger events, it is expected by the client that you should already be well aware of this, so research scrupulously in advance and as you go, including reading local and international news and media articles about the broader context. If you don't have the knowledge up front, it is difficult to present a professional plan, or be attractive as a prospective manager if the role of manager has not yet been tendered. As it is essential that the client has confidence in you, you will need to find out:1. Who the key guests are––this is usually straightforward when it is a celebration event––such as the bride and groom. The client is not always the key guest/s but may be part of their group, or not present at all.2. Who the host guests are––these people often act as hosts at their own tables and tend to be good socialisers and motivators of guests. These people are useful to keep a convivial atmosphere and strike up a conversation if things turn quiet, encourage people to dance or to introduce people to other guests to make new friendships. These people should be reliable but are generally useful to know as they will keep you informed, may step in and be a guest speaker or MC for you in an emergency and these are the people overall who make the event flow the smoothest at the front line. Guests seldom know or remember about the back-of-house or service roles, unless it affects them directly. As the host guests are with the broader audience (so to speak) all the time, they wield extraordinary importance to ensuring the event is as good as it can be. If no host guests are available or suitable to fill the role (because they do not have good people skills), it is best to rope in people you know who can fill the role within the group first and then source some externally if need be. 3. Who the peacemakers are. You should be aware at all times who these key people are as you need to advise them of issues and involve them in the handling of issues and disputes where appropriate. In low profile or family events, it may be the head of the family, or an old friend or caretaker of the family. In civic, entertainment, corporate, governmental or any high profile events where it is unlikely there will be any peacemakers in the group (or the audience), it is wise to subcontract them if the risk is likely, or if the key guest has their own security detail then it is wise to ensure you communicate with them as they are the experts. Likewise in bigger high profile, government or international events, security is usually organised by the client (such as for a famous entertainer), or by another governmental department including transport and logistics so it is essential that you have all necessary contact details for emergencies and to communicate effectively. In low key events, or where you are managing an event for your own project then you may be a peacemaker yourself, however it is best in practice to ensure that the manager of the event does not fill this role but that it is managed by another. It can compromise your ability to keep a cool head if someone you know is ruining the event you have worked so hard on. 4. Who the decision maker is. For most cases it is yourself as manager, but when you must consult guests and it is not appropriate to involve the key guests (as they typically will be occupied being good hosts), find out who you should consult in an emergency. Ultimately it would be the person who pays the bill if you're charging for your services, or whomever you may deem as "the client" as the person having the final say on the matter.
- Find someone who will be the master of ceremonies (MC). The MC doesn't always organise the event entirely, but they do host the event. It is usually a member of the party, who will organise speeches, announce events such as the meal courses, dancing, notable guests or entertainment. Liaise with this person often and keep them up to date, ideally they should be organised and responsible, but it doesn't always work that way and you may need to plan around them. Sometimes you may have to be the MC, in which case the job becomes much harder as you will need to keep working until its all over. It then becomes important to set up your service team with their own group leaders so you can delegate most of the normal duties to them.Will it be likely the event could take longer than originally planned? Speeches aren't always kept to a time limit and can take more time than intended. It's best to let the guests know the time frame, such as 6.30pm to 10.30pm for a dinner, but very often it will go past this.Time cards, or some other discreet sign language can be directed at the speaker to indicate the speech is being overly long and can be a good way of reining in their ramble, but be careful to ascertain the speaker's authority in the event; sometimes, you just have to let them go on. It is best to check with the key guest if your speaker has an inclination to have stage fright, turn political, try to steal the limelight and outshine the key guests, or be a stage-hog. It is also wise to have a back up signal if they need to draw out the speech instead if a problem has arisen in the background.Being a master of ceremonies is usually the fun job if you are already a confident person as you get your moment in the spotlight to shine. When it is a theme event, it's best to get someone within the party group who already has a costume to suit for the role and knows their theme to be able to be relevant.
- Revise your plan of action for the coming day. Start to ensure that things are still going well with the service team as well as checking with the hosting guests - to find out anything such as any extras or cancellations and that the logistics (subcontracted work such as florists, caterers, decorators, etc.) are still on schedule. Also keep an eye on weather forecasts in case unexpected weather prompts a change of plan. Some things, such as the tables and chairs, product displays and corporate banners, as well as stage equipment, lighting and non perishable decorations can all be set up the day before. The final touches and cutlery (and the like) can be placed on the actual day. The advantage with this is that you can form a small dress rehearsal with your key guests and service team who can better imagine the event and possible issues. If you're setting up major things on the day, like the displays and tables etc., effectively you're behind schedule. The exception to this is where the venue is popular and you simply have no choice––in which case, work fast and methodically.Check that guest numbers and needs are still correct on the day of the event and advise the service team of any changes at the earliest possible opportunity. Consult with your clients to see how they are feeling, they may be excited, nervous, worried, bored or mentally drained or have some issue on their plate that in some cases you may soothe with understanding, some kind words and practical assistance. It is wise to use this time to rejuvenate the enthusiasm in guests and the team where appropriate.
- Be the first to arrive at the site to oversee the preparations. Trust and respect your service team to look after themselves. Offer assistance if needed, but they are usually experienced enough not to need any help at all. Act as a concierge or receptionist at the beginning, meeting and greeting each guest (if appropriate) as they come. Hand over the reins to the MC when the event starts. The management role will be more active problem solving and ensuring all the back of house work such as food preparation and service runs to plan. Keep an eye on the guests and keep contact with the MC often and discreetly in case they want (or need) to change plans. Keep a respectful distance from the key guests - after all, the event is all about them - but be easily accessible by checking at appropriate moments how they feel the event is going, as well as any problems, requests or suggestions they may have. There have been times, although they are not very common, when a key guest or the client may become attached to you and want you to be with them either guiding them around and introducing them, have you dine with them at the table, dance with them etc. While it may offer future career opportunities if the client is that enamoured with your professional standards and demeanour, but you must not allow this to get in the way of the job you are currently doing, or vice-versa appear to snub the client. Therefore stay professional in your manner as the choice is typically to fit in where you can and/or to find another service team member who will take over most or all of the back-of-house event management. It is fine to say no, especially when it is inappropriate, but its all about how you deflect unwanted attention. Congratulate yourself after the event. Most events tend to run themselves when they start, but all the hard work is the preparation that no-one sees. Likewise after the event, arrange a time to meet and thank your client for their custom. It is always recommended to offer an appropriate and thoughtful gift to remember their time with you, as it is these small touches that make the experience richer and may make them recommend your services in future. If you gave a gift during the event, such as in a gift registry with the other guests, then a thoughtful after present such as flowers, a framed photograph of your favourite moment at their event (such as cutting the ribbon, or the climax of the show, or the award ceremony, or the wedding kiss, or blowing out the candles on a cake, etc), or some other gift may be appropriate. At the same time you can ask them of their opinions of the event to refine your skills, or pick up new ideas. While with good planning and management skills it is rare that the event does not go to plan due to things beyond your control (elderly or chronically unwell guests passing away at events has been known to occur), still meet them afterwards and if appropriate offer a gift as a token of sympathy to indicate you valued their custom and care for their wellbeing.
Edit Troubleshooting
- Late guests and other guest problems.
- This one is a common issue, so it is best to be prepared. Ensure that invitations are clear as to the time of the event and if requesting an RSVP, ensure that the time is confirmed. Communicate with the MC, relevant guests (often the leaders of the party members), entertainers and kitchen staff as soon as you're aware of an issue you cannot resolve easily. For MC's, wedding and other officiates, as well as guest speakers, it's wise to have their contact number handy to ensure you can act if there are traffic delays or people getting lost. By and large delays are understandably hard to avoid (such as unforeseen traffic issues) and are forgiven by guests who came on time. For guests deliberately arriving late, it should be seen as that guest's choice, not your fault as manager, so your duty is first to the guests that are already present and to ensure they're looked after. In a nutshell, act as if there is no problem and carry on regardless. Should the delayed guests be the focus (such as the bride and groom), the usual methods are:
- Contact the delayed guest/s directly to check for an estimation. Advise the kitchen immediately of all developments so they can slow down or speed up to keep time.
- Refrain from making it known publicly that the event is being delayed because of certain guests (because the party will work that out on their own), but advise key hosts or members of the party that you have been made aware of the fact. Let them know what you intend to do, but allow the hosts to make a suggestion as they know the members of their party and what would be appropriate in the context. It is better to ensure that there is no problem for the guests who are already there and to save face for the guests who are delayed.
- Maintain careful watch on the time in relation to speeches. If key guests are late, serve an additional appetiser (first course) and/or beverage early as this will prevent guests who came on time to become bored and will keep them occupied. In most cases, appetisers are prepared for this even if all guests arrive on time as you can never prevent unforeseen issues from the kitchen (as they are usually served during speeches, so it's a matter of shuffling the schedule). For guests that are going to be delayed for more than is reasonable or possible (such as when serving food that simply cannot wait, such as soufflés), start the event as planned and when the delayed guests arrive, start them at the next course of a meal (even if this is dessert). Organise an additional dance, game, speech or other form of entertainment (especially music), and ensure extra distractions, such as group or party photographs are done until they arrive and this back-up strategy should be considered the day in advance. With carefully stage-managed events to distract people, 10-15 minutes delays are seldom noticed and there are times when an event has been extended over an hour successfully through the careful use of such distractions. If there are no speeches at the time, keep a keen eye to ensure all guests are occupied and move guests around discreetly to encourage conversation. As manager you may have to act as an impromptu host, or even dancing partner to ensure the event thrives. It is wise to develop skills to be an able speaker and dancer yourself but at the same time delegate the management role to another team member who may cover you in the time being. The goal is to ensure that no-one is sitting at a table that is silent.It has been known to happen... Even one minute past reasonable time is too long for most guests. Ensure that speakers have a good way of keeping track of time and a way to shorten their speech if needs be without affecting the message. Ideally, listen to the speaker first at a rehearsal if possible to get an idea of time.
- For tired, jet lagged or mentally drained guests and guest speakers, it is wise to check with them or their assistants about their wellbeing and if necessary, book a spa and massage treatment or other appropriate way to rejuvenate them. It might also be ensuring they have some food sent to them if they have not eaten for some time, or some medicine if they are a little poorly (such as a flight related or nervous headache or stomach pain). Refer them to a doctor if necessary. Tired guests and guest speakers can destroy an event no matter what other obstacles you had to overcome on the night. In practice it is best they are in the country at least 24 hours before the event, not only to acclimatise but to attend a rehearsal and to meet and greet host guests. This is not always possible, so it is best to communicate with the visitor or their assistant in advance to see how they are going. If they are not well enough to speak, but are well enough to attend, check with them if they feel like attending in a non speaking role as it does salvage a potential problem. If they are too ill and are central to the event (such as the local mayor at a civic event, the singer of a concert etc), then cancelling or rescheduling is the only way to go if you cannot find an alternative. If you cancel, communicate wisely as most guests are very accepting for unavoidable cancellations such as illness or injury, even when it conflicts with their own schedules.
- Food issues.
- This one is rare if you have planned things carefully, however accidents do happen (such as a guest or young child making a mess of a food table, or an accident in the kitchen). Early on you should be aware of the type of guests so should take into account when and where food is displayed (such as for a buffet) and where such guests are seated. Any spillage for safety reasons must be cleaned up immediately, even if it means removing a red carpet or desired decor and furniture to be able to do so. If it is impossible to hide a stain without affecting the appearance or the integrity of the item (such as an antique), then removal is wise. If you have a spare, then use that, if not, move the existing furniture or decor subtly so it does not feel missing. The same rule applies as to act as if no problem has occurred, even if you feel the complete opposite, but deal with the issue promptly.A soft rope barrier, curtain or screen is recommended whenever you need to hide the food area (such as a buffet with chafing dishes, or when organising a "reveal" of the next course), as certain guests may feel that if food is in the dining area, it is free-for-all, when they want - which is not always the case. Many people may also feel uneasy if the food is there but they may not eat it, or become concerned with it growing stale or cold. Young children playing games and causing a food table to collapse by accident has been a not-so-rare occurrence of many weddings around the world, so keep things out of sight until the last minute.
- Shuffle the menu. If part of a dish is not possible to include (such as a side dish that was burnt), either exclude it altogether, find an alternative, reduce the portion sizes to stretch foods, but increase portions of other foods to balance. Advise table hosts as required.
- For accidental food spillages on clothing, for men it is easier to have a spare selection of shirts, suits or appropriate clothing for them, although this is seldom used or needed in anything but higher profile or formal events. For the ladies this is far more difficult, but as the female guests will know well enough how much time and money was invested in the dress and makeup, they will invariably be more careful to avoid potential problems (including children). Depending on the nature of your event, select the food and table linen accordingly. Many has an expensive dress been ruined with soups, red wine and sauces (especially butter sauces), so napkins are essential. If they live locally, guests may leave for home and change, but for long distance or insufficient time it is wise to offer them a jacket from the spares for them to decide, or if it is in a persons home, the lady of the house might have something to loan. If the accident happened before the main event, then it may still be possible to visit a drycleaner, clothing repairer or suit and dress hire service.
- Unexpected vegetarians, teetotallers, those with food allergies, religious or special diets––no surprise should ever occur with proper planning––but guests occasionally do bring along additional family members, partners or close friends without advising you, especially if it's not a strict invitation-only event. This is usually easily resolved. Keep a headcount as guests arrive and when they arrive at the door, ask if there are any food requirements and advise the kitchen and service staff immediately. For large unexpected groups that are not gatecrashers, send a team member to the kitchen to take stock and, if necessary, drive out to collect more supplies. Kitchens typically over cater to cover for accidents and more often there are more cancellations than unexpected guests. Limited portions can be stretched when you provide additional fillers, such as bread rolls, salad or vegetable portions, ingredients for which can be quickly sourced from local supermarkets.
- Children.
- It's wise to remember that many managers have made serious errors in underestimating the intelligence or forgetting the needs and desires of children at events, as they have the same needs and wants as adults - to have a good time and not be bored. Remember that their parents are also often offended if the event does not cater for their children. In practice, it is best to request an RSVP for every child that may come.
- Young children (under 10) are best given food or snacks early as many dinner events have the meals start as late as 8pm, which is far later than most children are used to. Food provided should be fun and healthy but as special as the adult menu as parents appreciate special touches for their children - it makes their job easier so they can have fun as guests in their own right. A special "Children's Menu", special serving ware (coloured plates, napkins etc) is recommended for children under 8, as over that age they often enjoy being treated as adults using adult service ware. Over 10's usually are fine to be served adult food and portions, even if they don't eat all of it, but offer the children's menu to them (with their parent's permission) if they don't seem keen on the options. It has also been known for young adults 13-18 to often request the same food as youngsters, such as a hamburger and fries as opposed to more formal restaurant food and it has been a frequently used trick to re-brand the children's menu as an "Alternative Menu" for this age group of guests. It is very wise to play safe and discuss with key guests about your plans to keep the young and old engaged, well in advance of the date.
- Unless they are infants, when the parents tend to keep a very close eye on them, many adults in modern times don't want to be babysitting their children while they intend to be there for their own enjoyment. The amount of responsibility a parent takes for watching their children and their childrens' actions depends on the country, social level of the event or the character of the parents. It is increasingly common to find parents taking no responsibility whatsoever as soon as the child can walk and talk, especially whenever the parent is a guest as they assume this service will be catered for with a crèche or that at the very least, the child will be ushered back into the fold if they get into trouble through wandering.
- Children, teenagers and even adults can grow bored quickly when there is a delay either from the kitchen, or from the guest's logistical side, so for these cases solutions are needed (for adults and teenagers, refer to the above troubleshooting section about delayed guests). If many children are likely, then it is best to be prepared by employing an extra babysitter or child minder and some means of entertaining the youngsters, such as allowing the parents to bring a DVD the child enjoys, organising sports and games, supplying colouring books, board games or PC / game station type games (Nintendo, Playstation, etc.), depending on the age group. For duty of care reasons, children should not be left without supervision, but as event manager that supervision should be delegated to another team member, or outsourced, as the event manager cannot do both jobs.
- Likewise, a discrete area should be provided for mothers with young children for their needs such as toilet/bathroom breaks, breastfeeding (etc.), and a place for very young children to sleep in if they are tired.
- Rowdy or intoxicated guests, gate-crashers and other guest problems. Ideally this would never happen, but it does–– civil, corporate, family and other politics and things often come out at events that, as an outsider, you would not be always aware of.
- Ask the client or key guests before the event of the likelihood of such issues, or with selected hosting guests if it is not appropriate to discuss these issues with the key guests, so that way you can ensure that people are seated in places that will not cause issue. Enlist service staff or key-guests to act as unofficial monitors, to keep an eye out for issues and to step in when required. Strictly speaking, your duty is to ensure the event is smoothly run, but only where it is appropriate, and to stay out of issues that are a private concern. Therefore, you should be aware of who within the party are the "peacemakers" of the group. It is also important to know the local duty of care laws in relation to serving alcohol. If your area has liquor licensing laws, then it is important to run the event according to local laws. This may mean you may only use a licensed function centre or restaurant with a bar that can run
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