The Ultimate Beginner's Guide to Event Management & Event Planning
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The document serves as a comprehensive guide to event management and planning, detailing the MICE (Meetings, Incentives, Conventions, and Exhibitions) industry and its impact on business tourism and hospitality. It distinguishes between the roles of event managers and planners, outlines the various types of events and their purposes, and discusses the significance of event technology in enhancing event success. Key elements of event planning and management, including budgeting, timelines, vendor coordination, and attendee engagement, are also highlighted.
The Ultimate Beginner's Guide to Event Management & Event Planning
- 1. The Ultimate Beginner's Guide to Event Management & Event Planning By Hubilo Authors: Vaibhav Jain, CEO & Founder, Hubilo
- 2. "Networking is an investment in your business. It takes time and when done correctly can yield great results for years to come" 2
- 3. 1. Intro ➔ Understanding MICE What is MICE? Impact of MICE, Industry Classification ➔ Event Planning Vs Event Management Difference between planning and managing an event. ➔ Job of an Event Manager What roles, tasks and goals fall under event management ➔ Job of an Event Planner What roles, tasks and goals fall under event planning ➔ Impact of Event Technology (Stats) 3
- 4. What is MICE industry ? MICE is abbreviation of Meetings, Incentives, Convention & Exhibition Events, in simple terms. MICE industry directly impacts Business Tourism & Hospitality Industry. 4
- 5. MICE Business Tourism Hospitality ExhibitionsConventions/ ConferenceIncentiveMeetings/Conference ● AGMs ● Product Launch ● Sales Meets ● Technology Conference ● Workshops & Trainings ● Partner’s Meet ● Project Planning ● Sales Incentive ● Rewards & Award ● Customer Loyalty Events ● Medical Associations ● Gaming Conventions ● Chamber of Commerce Meet ● Google DevFest ● IEEE ● Commercial Exhibitions ● Private Exhibition ● Buyer’s Fair 5
- 6. Meetings are gathering of people at one place formally or informally to discuss topics, ideas and or educate peers. Conferences are pre-planned meetings with a specific agenda by a group of professionals to achieve common objective. Incentive events are enterprise sponsored event to recognize and reward sales achievement by distributors, re-sellers, sales team and loyal customers. Incentive events are held with an objective to encourage stakeholders, propell/ settle their sentiments to see an ultimate business outcome. Conventions are periodic (annual, monthly, biennial etc) events where like minded people or professionals associated to certain field, business or technology meet with an objective to learn new technology, discuss & understand trends, and network with other professionals. Exhibition events are where products and solutions are demonstrated and buyers and sellers can directly engage. Exhibition range from art, lifestyle fashion to B2B products. This can be further classified in Commercial exhibitions, Private exhibitions, and Buyer’s Fair 6
- 7. Meetings/ Conference Type Purpose AGMs & Board Meetings Situation Analysis & Review, Decision Making Sales Meet Sales Review, Feedback & Training Product Launch Marketing, Promotion, Client Interaction, Partner Interaction Technology Conference Knowledge sharing & Networking Workshops & Training Meets Education, Knowledge sharing & Sales impact Partner Meets Review; distribution challenges, product & pricing, revenue targets, reward & recognition 7
- 8. Incentive Events Type Purpose Sales Incentive Reward, Motivate & Encourage sales Reward & Recognition for Partners Encourage, Motivate & Engage with Distribution Network Customer Loyalty Reward and Retain big accounts 8
- 9. Conventions Type Purpose Professional Associations Review Industry/ Profession related standards Knowledge sharing & technology demonstrations Media & Advertising Conventions Review Industry/ Profession related standards Knowledge sharing & technology demonstrations B2B Conventions Technology conference + Product Demonstrations Promotions & Client meetings 9
- 10. Type Purpose Industry-wise Exhibitions Pharmaceutical, Manufacturing equipments, Chemical etc Live Product Demonstrations, Buyer-Seller meet FMCG - FMCD Product & Technology Live Product Demonstrations, Buyer-Seller meet Exhibitions 10
- 11. Difference between Meetings - Conference - Conventions Meetings: Meetings are mostly for short durations, mostly internal and combination of formal as well as informal. Eg. Project Planning meet, Campaign meets etc. Conference: Meetings with singular and definitive purpose organized for a closed group of niche are referred to as conferences. They are held for a longer time duration. Conventions: Conventions are periodic open meetings held for a longer time durates (multiple days) with multiple purposes (Networking, product demo, & Knowledge sharing) for one or more niche audience. 11
- 14. Event Management: Event Management deals with the execution of the planned activities and overseeing them at each step of the event. An event manager is responsible for the smooth operation of the event, assure event attendence, ensure quality attendee experience and event success analysis. Event Planning: Event planning is a pre-event planning processes within overall event management activities that includes budgeting, establishing timelines, selecting and reserving the event sites, acquiring permits, planning food, coordinating transportation, developing a theme, arranging for activities, selecting speakers and keynotes, arranging for equipment and facilities, managing risk, and developing contingency plans. 14 Event Planning V/s Event Management
- 15. 15 Event Planning V/s Event Management Planning is a pre-event activity. Event planning sets the theme, purpose and KPIs for any event. Management is executional. Management of planned activities is done throughout the event Decide event Objective & Theme Manage vendors (Finalize, coordinate and execute) (Caterers, venue, logistics, transportation, accommodation etc.) Set & allocate budgets Manage Event Awareness & Promotions Prepare event requirement document, Guest List etc Manage venue design and staff Shortlist and finalize vendors Manage event content & communications Plan venue (shortlist, get RFPs, Event Attendee Management Plan event sessions & activities Manage Attendee Experience & Engagement Decide event success parameters Manage & handle grievances
- 16. Event Planning Process 2 Plan & allocate Budget Venue Budget Software Budget Transportation Budget Marketing Budget Catering Budget A/V Set-up 1 Decide Event Theme/ Objectives Who this event is for? What is the objective of the event? What investment is required Vs RoI expected? 3 Timeline When should event be held? When can you expect Max. footfall? When should you start marketing campaigns When to start and stop registrations? 4 Find Event Sponsors & Partner Define ideal sponsor, based on event theme Who is going to speak at your event? Plan nature of sponsorships Define deliverables Set timelines & monitor 5 Set-up Team withR&R Plan Human resource required based on planning Define Roles & Hierarchy clearly 6 Shortlist Vendors Venue Caterers Technology Accommodation & Transport Entertainment Partner
- 17. Event Management Process 2 Event Promotion Email Marketing SMS Marketing Ticketing & Discounts Event App Marketing Collaborations Social Media Marketing 1 Event Awareness Set-up Website Create Social Media Profile/ Event PR & Communications Brochure Distributions 3 Venue Management Manage RFPs Provide Set-up Plan Accessories & A/V Set-up Design Set-up Catering & Menu 4 Transport & Accommodation Room Booking Ticket & Itermary Sharing Transportation Plan 5 Attendee Management Registration Management Check-in process Management Budget Printing & Distribution 6 Event Engagement & Experience Attendee Engagement Options Networking Platform Event App Development Sessions Information Management Schedule Management
- 19. 19 3. Job of an Event Manager
- 20. Story for illustration purposes only 20 Meet Marcos. He is an Event Manager. He works for a famous Event Management Company in United Kingdom.
- 21. 21 What does Marcos do? 1 Plan event from start to finish according to requirements, target audience and objectives 2 Prepare event budgets 5 Coordinate all operations 6 Lead promotional activities for the event 3 Source and negotiate with vendors and suppliers 4 Hire professionals (event planners, design heads, production etc.) 7 Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc 8 Analyze the event’s success and prepare reports
- 22. 22 3. Job of an Event Planner
- 23. Story for illustration purposes only 23 Meet Sara. She is an Event Planner. She runs her own Event Planning Company in United States.
- 24. 24 What does Sara do? 1 Event planning, design and production while managing all project delivery elements. 2 Liaise with stakeholders to identify their needs and to ensure delivery. 5 Propose ideas to improve provided services and event quality. 6 Specify staff requirements and coordinate their activities 3 Conduct market research, gather information and negotiate contracts. 4 Provide feedback and periodic reports to stakeholders. 7 Ensure compliance with insurance, legal, health and safety obligations 8 Cooperate with marketing and PR to promote and publicize event.
- 25. It’s no surprise Marcos and Sara recently started using event technology lately. 83% of event creators use an event app. Source: Eventbrite 25
- 26. Tasks Tech-Tools Event Planning Event Budgeting Venue Management Room Blocking & Hospitality Event Website Registration & Ticketing 26
- 27. Tasks Tech-Tools Event Listing Event Networking & Event App Social Media Marketing Event Analytics Event Networking & Event App 27
- 29. What people are saying In 2019, 52.6% of event professionals invested more in event tech than the previous year 10% of event apps use gamification to drive their desired action from attendees 29 Source: EventMB 41% of event apps use advanced features to make networking more efficient and replace serendipitous occasions.
- 30. Have an event coming up? Talk to our event tech expert for the ultimate event management solution. 30