This is JVB, Public Relations Manager.

In this issue, I am writing on the theme, “What does event management entail in the first place?” as an example of the overall flow of the event, although it is rough. Since event management involves a wide variety of tasks, we have listed the three phases of event management: preparation before the event, on the day of the event, and after the event. For those of you who are new to event management, this article will give you a “visualization” of what kind of preparation is necessary and what kind of work will actually occur in the future.

Table of Contents
Preparation

1) Planning

(2) Arrangements

(3) Announcement and publicity

(4) Secretariat and overall operation

On the day of the event
After the event
Summary

Advance preparation

Pre-event preparation can be divided into four major categories: planning, various arrangements, advertising, and secretariat operations. On the day of the event, you will need to deal with a variety of unforeseen circumstances, so the key is to have all preparations completed here. Preparation in advance is the key to success!

Planning:

Planning: Setting objectives

Establish a management organization

Decide on target audience and event format

Decide on the date and venue

Budget consideration

Creation of an implementation plan and process management

Arrangements:

Arrangements: Venue reservation

Lodging/Meals

Transportation

Transportation/transportation

Announcements and publicity:

Consideration of media

Attracting visitors according to the target audience

◇Overall secretariat and operation:

Preparation of operation manuals (including security locations, zoning, and various response flows)

Participant management (entry, submission of presentation manuscripts, etc. in advance, various information)

Inquiry handling

Event day

The day of the event is finally here. Specific day-of event tasks are listed below, but the key to success, which is often surprisingly forgotten, is the “enthusiasm” of the management team. During the staff orientation, it is also important to motivate them as one team.

When it is time for the doors to open, the event will proceed while paying attention to visitors. There may be some irregularities that cannot be covered even with the pre-arranged response flow. Although you may feel nervous and tense, keep a smile on your face! It is also important to respond quickly to problems and avoid the spread of fire.

Setup and removal of the venue

Stage management/stage management

Staff/volunteer management and orientation

Reception/guidance/inquiry handling

Entrance/exit control/security

VIP support

Press relations

Press relations

Video/photographs

Questionnaire collection

After the event

To ensure that the event does not end there, we will identify what went well and what needs improvement, and make the most of this information for the next event. We also follow up with participants and visitors by sending thank-you e-mails and distributing digests of the event and other materials.

Review of operations

Analysis of surveys and event results

Follow-up with participants

Wrap-up

Event management can be divided into three phases: pre-event preparation, event day, and post-event.

It is no exaggeration to say that the success of an event is almost entirely determined in the preparation phase.

In particular, “objective setting” at the beginning of the planning phase is extremely important in event management. If you want to know more about this, please click here, as we have delivered it in our past blogs.