Event Management

Types of Events
Events are broadly categorized into the following
• Private Events
• Corporate Events
• Charity Events
• Live Events

Private Events
Private events are used for individuals who can book venues for special celebrations. These events
are designed with special event planners that provide creative inputs and do the event planning as
per the client requirements. Examples of such events: Wedding, Wedding receptions, Birthday
parties or Special occasions
Special example of Private Events is Leisure Events. Leisure is activity which is apart from the
obligations of work, family, and society – to which the individual turns at will, for either relaxation,
diversion, or broadening his knowledge and his spontaneous social participation, the free exercise
of his creative capacity. Participation in leisure activities also requires a motivation process.

Corporate Events
The term "MICE" in the context of travel is an acronym for Meetings, Incentives, Conferences and
Exhibitions.
Meetings: The corporate meeting may seem straight-forward to plan but the event planner job is to
make sure the meeting is held as per the guidelines. A meeting can have several objectives including
igniting employee passion and forging solid teamwork. The most important part of planning a
successful meeting in any industry is determining what decisions take place as a result of the
meeting.
Incentive Events: The incentive event is meant to renew employee loyalty as well as consumer
loyalty. If employees are need engagement programs and customers seem to be losing interest, then
an incentive event might be needed to rejuvenate the brand. Such events should be short but
definitely memorable.
Examples:
1. Business Dinners: The business dinner is a classic corporate event perfect for celebrating
corporate milestones and recognizing employees for their contributions to the organization.
 That said it is still important to consider what the atmosphere and theme should be for the
event. Balance is important in this case. Food is going to be a primary concern for this kind
of event. Event Planner will have to make sure that the kind of service offered that fits with
the atmosphere of the dinner.
2. Launch Parties: When the client may have a new product or service, a launch party is the
perfect way to give out necessary information while generating excitement for the release
date. Most companies open parties to potential customers or clients and will have guests in
the industry on hand to give presentations and speeches. They may also have samples or
giveaway packets as well as entertainment for the celebration. In such party’s venue, time
management and special request play a crucial role.
3. Award Ceremonies: Management of Award Ceremonies that honour staff or acquire and
customers are gaining popularity. Award Ceremonies are an important type of events when
consider that we live in a society that loves to honour people for their achievements. Some
of the most watched programs on television are award ceremonies including the Oscars, the
Grammy’s and the Olympics. Companies, organizations and other groups love to honour
their own. These ceremonies are coordinated by in-hour meeting or marketing professionals
or outside companies.
Conferences: Conferences and Seminars are an educational event that can be used to quickly
upgrade the employees’ knowledge base or showcase the company’s expertise on a specific topic.
These events should be an interactive and dynamic event that allows audience members to interact
with the speaker to discuss opinions and results. The key thing to remember about planning such
events is to keep in mind the target . So if the clients are looking to boost their employees‘
knowledge base to increase productivity or educate clients about a new product an event manager
will need a location that works for the purpose.

Exhibitions: Many names are used to indicate events whose main purpose is to bring buyers and
sellers together and promote trade. For example, the term Trade Fair, Trade Exhibition and Trade
Show are often used to indicate the same type of event. They can be multi-sector or General fair as
it is becoming predominant, single-sector.
Factors in Organizing Exhibitions:
• An exhibition needs to evolve with the requirements of the market
• A strong local industry determines the attractiveness for participation
• Self-reliance in the long run allows an exhibition to last and possibly to grow, since sponsors
may shift interest and change their field of support
• A proper exhibition organization gives a stamp of professionalism and reputation to an
exhibition and to the sector; Reliable infrastructures and facilities as well as a safe and
attractive environment of the hosting country play an important role
Charity Events
Charity events are used for individuals to raise money for a charity of their choice by events such
as: Society balls, Sports events, and Charitable auction
The charity events industry is a very diverse industry due to anyone can go to a charity venue,
contribute to a charity event. These events also involve supporting the community that supports the
local business by picking a worth able local charity or charitable event one can gain much goodwill
by contributing to a charity within the community In the long run it benefits the business through
the contacts made and the relationships build

Live Events
Live events including theatre, music, dance, opera, use production equipment and services such as
staging, scenery, mechanicals, sound, lighting, video, special effects, transport, packaging,
communications, costume and makeup to convince live audience members that there is no better
place that they could be at the moment. This article provides information about many of the
possible production support tools and services and how they relate to each other.

CLASSIFICATION OF EVENTS
There are different criteria for classification of events. The basic one classifies events as planned
and unplanned.
1. MEGA EVENTS: Events with international appeal and true global reach typically fall into
the categories of major or mega-events. Such events have the potential to act as catalysts for
local development, and to deliver a range of economic, socio-cultural, environmental and
other benefits associated with image, branding, and expansion of the visitor economy, just to
name a few.
2. HALLMARK EVENT: These are the events with the distinctive quality of the program.
Hallmark events are so identified with the spirit and soul of a host community that they
become synonymous with the name of the place, and gain widespread recognition and
awareness. Hallmark events are of special importance and attractiveness both for
participants and visitors, they attract great attention of the public, contribute to the image of
destination and maintain and revitalize the tradition. Classic examples of hallmark events
are Carnival in Goa, Dussehra of Kullu and Khuajoroho Dance festival. These events are
identified with the very essence of these places and their citizens, and bring huge tourist
revenue as well as a strong sense of local pride and international recognition.
3. MAJOR EVENTS: Major event is a large-scale event, with strong public interest and media
coverage. Major events attract large numbers of visitors, and help the organizers achieve
good economic results. In practice of management of events, these events are often sports-
oriented, with an international reputation, and defined structure of competition for example:
Formula One Grand Prix or trade fair exhibitions held at Pragati Maiden New Delhi.
 4. LOCAL EVENTS: Local event is an event that is targeted mainly for local audiences and
staged primarily for their social, fun and entertainment value. These events often produce a
range of benefits, including engendering pride in the community, strengthening a feeling of
belonging and creating a sense of place. They can also help with exposing people to new
ideas and experiences, encouraging participation in sports and arts activities, and
encouraging tolerance and diversity. “Jatra” is one such local event in Indore.

Pre-event planning
PHASE 1 PHASE 2 PHASE 3
Build-Up & Load-In Operations Load-out & Breakdown
Venue Design Management Strategies for: Safe removal of equipment and
Selection of competent staff Crowds, Transport, Welfare, services
Contractors and subcontractors First Aid, Contingencies, Fire, Removal of structures
Construction of structures Major Incident etc. Rubbish and waste removal
Safe delivery and installation of Remedial works
equipment and services Debrief

Advance planning
Issue Consideration
Details of other competing The timing of your event and the target audience could
events, which may take place at be affected by another event organised at the same time
the same time and in the same area. Some local research should be
undertaken before committing to the proposed date.
Sponsorship opportunities Companies or individuals may be interested in becoming
associated with your event. It is your responsibility to
ensure that your sponsor’s expectations can be met.
A marketing strategy If you want the public to attend your event you may have
to develop a marketing strategy. This may range from
flyers in your local area to radio and television
advertising.
Insurance No event can take place without insurance; the
availability of cover required will be dependent on the
activities, size and scale of your event and your efforts to
minimise risk factors.
Available funds An estimate of income and expenditure should be
prepared as there are many costs, which may not be
apparent until you begin the detailed planning of your
event. Items such as the collection and disposal of litter
and waste can be an item of expenditure that is
sometimes forgotten when preparing your budget.
Suitable venue availability There may be an existing facility available for your event
or you may need to modify a facility. This is one of the
most important factors when researching the feasibility of
your project, some of the questions you should ask
 include:
• Will you need to construct temporary facilities?
• Is there sufficient space for the expected audience?
• Are there security considerations?
• Is there adequate access and egress from the site?
• Is there sufficient parking and/or loading areas nearby?
Contact with relevant bodies and Any activity, which involves a concentration of people
agencies gathering in one place, will have an effect on local
infrastructure and it is common courtesy to inform
agencies and local residents of your intention to hold an
event.
• You may be obliged to enter into a formal consultative
process with the statutory agencies.
Availability of resources Resources required for events, include time, people,
equipment and finance. Some of the questions you
should address include:
• How many staff will the event require? Will some of the
staff be paid?
• Is there sufficient time to plan the event?
• Is the equipment required available for the period of the
event?
• Are there local sources of equipment?
• How much planning is required?
• What are the financial implications?
• Do I need professional assistance?