What do Event Managers do? (how to be an event planner)

March 16, 2023

Event Managers make sure events and meetings go smoothly. They organize everything and take care of all the details.

They are the SOUL of the event, and their participation is needed from start to finish.

Before the event: Plan the content of the event, contact other companies, etc.

During the event: Confirm the process, plan the safe route of the venue, etc.

After the event: Arrange for the event site restoration, satisfaction survey, etc.

Why do different companies have different titles for Event Managers?

Event Managers may have different job titles, such as:

Event Planner

Event Producer

Event Manager

Event Coordinator

Event Director

However, when you look at job searching websites, you will see:

Skills, licenses, education, and majors needed for them are usually THE SAME.

Even the job duties are often SIMILAR.

“WHY do the same jobs have different names?”

The goal is to SEPARATE the responsibilities and the tasks of the specific job title.

Job Title

Main Responsibilities

Role in Events/Meetings

Event Coordinator

Activity Logistics: Assist with details related to the event. Examples: Contact vendors and reserve event venues.

Assistants

Event Planner

Plan the details of the activities.

Example: Discuss details of the activities with the customers.

Planner

Event Manager

Manage the event organizing team.

Example: Ensure the event is carried out according to the plans of the Event Planners.

Executor and Manager

Event Director

Responsible for making the final decision regarding the activity. Oversee the planning and implementation process.

For example, monitoring the activity’s progress and carrying out the plan.

Supervisor

Mainly responsible for stages of events:

Also, these jobs have different levels of difficulty:

An Event Manager’s main job is to:

Organize a meeting or event

Meet the customer’s needs

Reach the event’s goals

Then, HOW do you start?

Use the 5W1H Method to help you!

Set up the basic information. Gradually add the details.

Basic information: time, location, event format, process arrangements, etc.

Minor details: appropriate meal form, ease of access to the venue, effects of event format, temperature, etc.

Evaluate the indicators of the event and make improvements, including: feasibility, difficulty of execution, consistency of goals, etc.

For example:

To prepare a class activity, you need to figure out the BASICS:

When and where it will take place

How many people are going to be there

What are the main activities

Then, decide the DETAILS:

How many performances

Whether to choose from the students or hire professional artists

Whether to have a lottery

Who the host should be

Whether to bring snacks or have a class fundraiser

Whether to decorate the classroom

And so on

Then make sure the plans for the event stay with the goal.

Are these activities POSSIBLE?

Doesthis event still REACH THE GOAL you set?

One of the Event Manager’s jobs is to work with different companies to arrange deals to:

Provide food

Provide places to stay

Take photos

Plan the event space

Provide transportation

For example:

Before you provide drinks and snacks, you need to COMPARE & CHECK different companies:

Which supermarket has the product?

Is there a delivery service?

Which supermarket is less expensive?

Is there a special discount for long-term business?

Finding a good place for the event is also important.

Items that need to be CHECKED include:

Environment of the venue

Size of the venue

The friendliness of the venue space (barrier-free space, number of toilets)

Parking

Venue fee (including deposit, refund, etc.)

For example:

Then first check which classroom space is the BEST FIT for the activity.

Then make sure to CHECK:

Classroom special rules

If food and drinks are allowed?

How close is the bathroom?

If there are enough bathrooms?

Event Managers need to know how much MONEY is needed:

Plan for how much money you think you need.

Keep track of the actual amount of money you spend.

For example,

Costs of different stages of the event may include:

Pre-event: marketing, design, etc.

During the event: venue (decoration), entertainment (artists, speakers, DJs, etc.), food and beverage, etc.

Post-event: salary of staffs, opinion surveys

Other miscellaneous expenses

If you want to have a party:

Figure out HOW MUCH MONEY you have.

Decide WHERE and HOW you want to spend your money.

Rank the importance of everything.

For example:

If you buy expensive snacks will you have enough money to hire a band?

If you want to get a famous band to play, you might need to spend less money on food.

Before spending the money, ask yourself:

“Is the cost worth it to reach the goal of the event?”

For example, if the goal of the party is to:

Show students’ work.

Let students communicate and learn from each other.

But if too much money is spent on expensive lobster dinner boxes, there won’t be enough money left to create an area to show the work.

The party’s goal will not be met.

And the money will not be used well.

Your funds may be limited due to the client’s budget.

You may ask:

“Is there any way to increase the budget?”

Through SPONSORS, you can:

Increase the budget

Make the event more successful

Increase reputation

For example:

At the event, a lottery is held with prizes sponsored by a shampoo factory.

Both can benefit, a WIN-WIN.

Lastly, make a report about how much money was spent and how it was spent.

“Why is each expense important?”

Be careful with the money, make sure it is:

Used as EFFECTIVELY as possible

Brings the most BENEFIT

An Event Manager needs to form a TEAM to make the event happen.

What you need to do:

Hire suitable people.

Provide training.

Assign specific tasks carefully.

For example, when organizing activities in high school:

Different teams such as:

Equipment preparation team

Activity planning team

Public relations team

Cooking team

Team leaders lead the members and allow each person to be responsible for their part.

Try your best to make the event EFFICIENT.

Marketing is used to tell people about upcoming events. The people may include:

Current customers

People who might become customers

People the organization wants to reach

Before advertising, it is important to have BASIC INFO ready:

Name, slogan, logo, reason for the event, and why they would want to come..

A SLOGAN or catchphrase can help people quickly understand:

Details of an event

Advantages of an event

Values of an event

A study published in Elsevier Journals has shown that:

ADVERTISING can let more people know about the event. You can:

Make a website

Use social media

Send emails

Other methods

“If nobody knows about it or attends, even the best event doesn’t matter.”

Lastly, a special DISCOUNT can help.

If your event requires a fee, try special promotions such as:

Early bird discounts

Discounts for group registrations

These can attract more attendees.

Are you JEALOUS of Event Managers who get to travel and be part of famous events?

The Event Manager’s job is very STRESSFUL, because:

The work environment is tense

They usually work long hours

They must always meet the customers’ expectations

It can explain why:

“Careercast lists Event Managers in the TOP FIVE most stressful jobs in the world in 2017.”

It’s likely customers will be very demanding and expect a lot from the Event Managers.

This adds to their stress.

Not to mention the responsibility to make sure:

Everything during the event goes smoothly

All costs remain within the budget

The stressful working environment ensures:

“Event Managers remain among the TOP 15 most stressful jobs listed by Onetonline through 2023.”

While certain elements of events may be similar, each event will have:

Unique challenges

Special requirements

Different difficulties

Event Managers gain knowledge from every event they organize. Each one is an accomplishment.

Also, the most useful thing —

PRACTICAL EXPERIENCES.

However, the process can be exhausting.

New issues come up continually. As soon as one is fixed another one will take its place, making a continuous CYCLE:

Frustration, contemplation, confrontation, resolution, start again.

For some people, the job is overwhelming and causes stress and fear, which results in:

Unpredictability

A large number of unknowns

But others will ENJOY the constantly changing nature.

“They will find a job that is ANYTHING BUT BORING!”

Sometimes, Event Managers need to do more than one job.

To meet customers’ needs, you have to guess:

“What kind of demand will appear in the next second?”

They may also have some unexpected or surprising events while working behind the scenes.

The unpredictable nature of this job might be a bit worrisome, but can also make it appealing, exciting, and attractive.

Within the event-related industry, there are many similar titles to “Event Manager,” such as:

Event Producer

Event Manager

Event Coordinator

Event Director

Event Planner

And so on

Most of the duties of their jobs are the SAME.

But, these are the main tasks that are specific to each role.

To be a good event manager, you need to have certain skills:

Able to DEAL with customers and suppliers

Ability to LEAD and work with a team

Able to MANAGE money and time well

“Does an Event Manager need to be skilled in all of those things?“

NO NEED.

The more important task of an Event Manager is to

Find individuals who have these skills.

Create a team to help.

Fulfill the client’s needs.

In addition to the skills required for the job, an event manager must also TAKE GOOD CARE of themselves, it means:

Find your own way to relieve the stress, perhaps by shopping, sleeping, singing, etc.

Managing your stress well can:

Improve your work performance

Help you handle unexpected situations with a cool attitude

Face anxiety-inducing client requests with a professional manner

Lastly, it is essential to ensure:

“The stress you experienced does not result in adverse effects on your mental health.”

The working hours of an Event Manager often extend into:

Evening

Weekend hours

Private time

During certain holidays, the potential for event planning increases.

This makes it the BUSIEST time for Event Managers.

Because they:

Often have to work on weekends and holidays

Can’t just quit working at the end of a regular work day

since they must quickly transition from vacation mode to work mode when they receive a call from a customer.

As a result:

“It can be difficult for Event Managers to find a balance between work and life.”

Event Managers might face health problems since:

There is a lot of pressure at work

Work hours are not always regular

It is hard to get enough rest

Sleep problems can occur: not enough sleep, strange sleeping patterns

It is hard to maintain a healthy lifestyle for an extended time

“The income of Event Managers is easily affected by economic and business cycles.”

Some event managers might not be hired.

As a freelance worker, your income may be affect by:

Time gaps between events

Differences between busy and slow times of the year

The Salary of an Event Manager varies depending on:

Seniority

Skills

Country / Region

In TAIWAN, according to the 2021 statistics of the Ministry of Labor:

“Average monthly salary of an Event Manager is between 35,000 ~ 55,000 NTD.”

General job requirements shown on job searching websites:

“How can I start with NO related experiences?”

You can start your career by taking an entry-level job as an “Event Coordinator”.

This job will give you the experience you need to move up to higher positions, like Event Manager or Event Director.

Event Managers can increase their salaries with certain international certifications.

For example:

According to the 2022 Salary Survey published by the Professional Convention Management Association (PCMA):

“Having a Certified Meeting Professional (CMP) certification can increase the average salary of an Event Manager by $11,000.”

(Picture from: PCMP)

All aspects of the Events industry are expected to experience significant growth. Making the outlook for Event Managers very encouraging.

According to ANALYSIS by Allied Market Research:

The events industry was valued at $1.1354 trillion in 2019 and is expected to reach $1.5529 trillion by 2028.

Overall, the compound annual growth rate from 2021 to 2028 is 11.2%.

“Event Managers have a good outlook and potential for sustained development.”

According to statistics from the US Department of Labor:

“Event Managers work more than 40 HOURS per week.”

That is to say:

“If they work five days a week, they will work more than 8 HOURS per day.”

In addition, Event Managers often need to work overtime and on weekends and special holidays.

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