Every large-scale event such as festivals, conferences, formal parties, business events, etc. needs some planning and application of project management to the creation and development of that event, such applications are called Event Management. It includes studying the brand, sponsors for the event, identifying the target audience, Media gallery management, devising the event concept, schedule planning, and coordinating the technical aspects of it before launching the event.
The process of coordinating and planning the event is usually referred to as event planning and which can include scheduling, venue selection, budgeting, coordinating transportation, sponsors for the event, arranging decor, coordinating with third party vendors, and some other emergency plans.
This is an act of supporting any event, activity, or enterprise financially or through the provision of services or products. The group that provides the support for your event, like a benefactor, is called as the sponsor.
All sponsorship of the event should be based on contractual commitments between the sponsored party and the sponsor. Sponsors and the sponsored parties should set out some major terms and conditions with all other partners involved, it helps to define their expectations regarding all features of the sponsorship deal that you have done. Sponsorship should be recognizable as such.
The terms and conditions of sponsorship should have to be based upon the rule of good faith among all sponsored parties. There should be clarity about all the specific rights being sold and a confirmation that these are only allowed for sponsorship from the rights holder. The sponsored parties should have given the absolute choice to make their decision on the value of the sponsorship rights that they are offering and the suitability of the sponsor with whom they contract.
The activity of finding a suitable time for any event like conference, meeting, etc. is known as event scheduling. It is a major part of event management that is normally carried out at its starting stage.
In general, event scheduling must take into the plan what effective specific dates of the event could have on the success of the event. While arranging a scientific event, e.g. organizers and sponsors can take into the plan the sharing knowledge in which all the period classes are to be held at desired universities, since it is also expected that most of the potential participants are university professors. The organizers should also try to find out that no other similar events are going to be held at the same time and date because intersecting can make a problem for those people who are interested in participating and attending all events.
When it is well known that who is expected to attend and participate in the event (for example, in the case of a project meeting), organizers of the event usually try to organize the time of that event with some planned schedules of all attendees. No doubt, this is a pretty difficult task to do when there are many people who want to participate or when the all those participants are in distant areas. In these cases, the event organizers should make a list of suggested dates and places a query about some suitable dates for potential attendees. After a reaction is acquired from all the participants, the event time, which is suitable for most of the participants is selected. This procedure can also be eased by internet tools.
In the world of business, there are some various organizing and promoting processes for business events. Arranging media gallery is the act of maintaining, improving and fostering relations between customers and your business, which can be gained by using some images and other media at different organized events. Media gallery can also be a part of the business’ publicity tools. Interacting with the public by using media gallery is also the main function of your promotion department.
· One can follow the recent trend in event organizing technology by using various mobile apps for events. Different event mobile apps have a range of uses.
· Management can encourage audience participation and engagement by using their media gallery.
· Mobile event apps can be used by the company as a means of communication. Organizers can stay in contact with the corporate community using notifications, alerts, and push messages.