Both event management and planning are often used interchangeably, despite being two completely different things. Planning and managing are two different things. Although the skills of both these functions overlap, they are distinct. This creates problems for clients who think they need an organizer when they really need an event manager. For those clients who believe that all event managers can also manage event planning. Let’s get clear, it is crucial that both you and your clients understand the importance of event planning.
What’s in a Name?
There are many job titles in the event planning industry. You can call yourself an event planner, meeting planner, or event coordinator. There are many other roles that can be performed. The number of job roles in the industry is increasing.
Although job growth is always good, it can be overwhelming for those just starting in the industry. For seasoned professionals, it can be frustrating to have clients misunderstand what services are offered.
Let’s begin with event management. planning is the keyword. Every event, from wedding showers to milestone birthday celebrations and corporate gatherings, starts with a plan. Part of the event planning process is having conversations with clients about event themes, dates, and budget guidelines.
Event planning begins at the beginning. It starts in the early stages of a concept and continues until the event actually takes place. Event planners will handle all the details and follow-ups for several weeks after the event. Event planning is about working with clients to create an event that meets their vision and achieves their objectives. Hire an event organizer to help clients plan and execute the event.
Event planning responsibilities include, but are not limited to:
- Selecting a theme for the event
- Budget development
- Selecting the right venue
- Negotiating hotel contracts
- Hiring outside vendors
- Plan the menu
- Arrange for entertainment or guest speakers
- Transport coordination
- Choose the color scheme
- Invitation design
Everything involved in putting on an event is called event planning. This function is part of the larger event management umbrella.
Each type of event has many parts that work together like puzzle pieces. Each of these pieces eventually comes together to make an event. All of these pieces must come together to create a successful event. They should all be at the right place and time, and run smoothly, efficiently, and according to plan. This is known as event management. This is simply the management of an event’s project.
Event Management is the creation, coordination, and management of all components of an event, as well as the teams responsible for each. Event management can include, but not be limited to:
- Reserve a venue for an event
- Coordinating outside vendors
- Designing a parking plan
- Designing emergency contingency plans
- Compliance with safety and health standards
- Each function is managed by the responsible manager
- Supervise the execution of an event
- Monitor the event
- Site-based resolution of event situations
Event planners and event managers work together
It is difficult to define these functions because they are closely related and often overlap. Event managers and individual event planners can offer event management services. Event managers may also offer event design. It all depends on the planner or corporate event management team, the location, and the event itself.
It is important that you understand the differences and decide which services to offer. You will be working with an event manager if you plan to offer event planning services for large-scale events. This will coordinate your services with the catering manager and the audiovisual team. To avoid confusion and to clarify your role, define the services that you offer and communicate this to potential clients.