Published On 2022-12-06
The events industry is flourishing. The importance of events goes beyond effective communication with the audience, as they greatly impact growth opportunities and revenue generation.
The key to effective event management is a combination of strong organisational skills, creativity, and attention to detail. And to bring overall success to any event, it is imperative to understand the event management process from start to finish.
The event planning process is based on the 5C’s theory, which helps an event organiser plan, organise, and execute the events systematically. These 5 C’s of event management are as follows:
In this blog, we will briefly discuss the significance and role of the 5 C’s in event management.
First and foremost, the event organiser should create a conceptual framework for the event. Then, depending upon the objective, budget, and target audience of the business, the organisers need to form a robust strategy for the event.
To incorporate the ‘Concept’ in event management planning, we need to consider the following:
The timeline of the event. (hours, a day, or week)
Target audience, participants, panellists, and hosts. (Internal team, stakeholders, investors)
The purpose of the event. (product launch, award recognition, trade show)
The venue of the event. (physical, virtual, or hybrid)
After knowing the answers to these questions, one can create a theme and conceptualise the event. Also, the event manager can conduct a brainstorming session with other organisers to get a better understanding of the event flow.
After selecting the theme and conceptualising the event flow, the planning phase begins. Here, the event organisers must delegate different tasks and roles to respective people. It might be a lengthy process, but it’s very crucial to systematise the event.
To effectively coordinate, the organisers need to:
Work with the finance department to set the budget for the event.
Develop an event planning timeline.
Hire external contractors for specific tasks.
Creating a marketing channel, social media posts, and brochures for promoting events.
The event organiser needs to carefully plan their strategy based on the scope and size of the event. It will help them to use their in-house resources to maximum potential and get desired outputs within the confined budget.
This ‘C’ covers forty percent of the event-planning strategy and helps to achieve the event’s objective. From dealing with last-minute changes to handling ongoing-event issues, the event manager needs to be agile and proactive to make the right decisions quickly.
Following are some points an event manager must undertake to control the event effectively:
Create a to-do list for everyday tasks.
Always have a Plan-B to tackle the last-minute changes.
Communicate with the delegated team managers regularly and check their progress.
Provide a timeline for each task.
Proper execution of the plan is a critical task. Also, the organisers must regularly communicate with team members to keep everything on track.
We now reach the culmination of the event, the day of the event. Here, the event organisers must be proactive and communicative with their team members to efficiently manage the event flow.
The activities in the event culmination involve:
Coordinating with staff, suppliers, attendees, and speakers to keep everything per schedule.
Monitoring every activity for seamless flow of the event.
Keeping track of finance to avoid any monetary loss.
All these activities require attention, activeness, and knowledge, which eventually get better with experience and exposure to different events.
Creating summarised reports like KPIs, lead generation, etc.
Settling payments to outside vendors, suppliers, speakers, or contractors.
Sending thank you notes to attendees, sponsors, and the event team
Generating engagement posts related to the event
A post-event management program will help you determine if you met your goals for the event and how to move forward from it.
The 5 C’s of event management helps one to create a blueprint of the event flow. Be it a small conference, town-hall meeting, or award show, follow this 5 C’s theory to develop a plan for executing a seamless event. However, it takes a lot of time and patience to strategise the event plans step-by-step. That’s where our expertise can bring overall success to your corporate event. With cutting-edge technology and in-house event management professionals, 24 Frames Digital can help you deliver an engaging, memorable, and effective event.
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