9.5 Managing and Planning Events
Event Planners and Event Managers
Event planning and event management are two distinct positions in the same field. Each requires a blend of transferable skills such as creativity, organization, and communication. While the two roles may seem interchangeable, they differ in focus and scope. An event planner is typically responsible for the conception and organization of an event. They are more likely to work on the early planning stages such as theme development, venue selection, and vendor procurement. An event manager, on the other hand, often takes the planner’s blueprint and executes the logistics of the event on-site. They are known to handle tasks like crisis management while working in collaboration with teams such as banquets, catering, and audio/visual (A/V) teams.
The event planner starts with a vision, turning an idea into a detailed plan. This includes setting the tone and atmosphere for the event by choosing a theme. This is an essential role as it guides decisions related to decor and design. Event planners are tasked with creating the run sheet or event schedule. These documents outline details from start to finish for an event, including what is happening, where, and at what time. A seating chart is another tool in the planner’s kit, especially for banquets or dinners. These charts ensure guests are strategically placed for networking opportunities or to accommodate special needs.
Procurement is another critical function of the event planner. Procurement involves the selection of and negotiation with vendors for direct costs like catering, venue rental, and A/V equipment. They are also responsible for the preparation of the Banquet Event Order (BEO). The BEO is a document that specifies all event details related to the venue. These details may include room setups, food and beverage selections, and technical requirements. It is the roadmap for the venue to execute the event as planned.
Ticketing is another aspect managed by event planners, particularly for events with paid admission. This process has evolved with technology, and many events now use online platforms that handle sales, registration, and attendee communication.
On the other hand, the event manager is the conductor on the day of the event, ensuring everything runs according to the plan laid out by the event planner. They are skilled in volunteer management, coordinating the efforts of people who may be giving their time to assist with the event. They also manage the logistics of trade shows, overseeing the setup of booths and ensuring that exhibitors have what they need.
A/V is a crucial component of any event, and the event manager must ensure that all audio and visual needs are met. This can range from microphones and speakers for a small meeting to large screens and projectors for conferences. They work closely with A/V technicians to troubleshoot any technical issues that may arise.
Catering and banquets are significant elements of many events. The event manager coordinates closely with the catering team to ensure the seamless delivery of meals and refreshments. They verify that the BEO is followed, checking that dietary restrictions are respected and service times are adhered to, while also managing the banquet staff to maintain high standards of service.
Crisis management is another critical skill in the event manager’s repertoire. They are the first point of contact for any issues that arise, from a keynote speaker’s flight cancellation to an unexpected power outage. They must think quickly, devising and implementing solutions to keep the event on track while minimizing disruption to the attendees’ experience.
In terms of decor and design, while the planner may have set the vision, the event manager is responsible for the execution of these elements, ensuring that the theme is brought to life and the aesthetic matches the planner’s and client’s expectations. They oversee the setup of decor, from stage design to table centerpieces, creating the desired ambiance.
Sponsorship is often a vital component of event financing, and while the event planner may secure sponsors, the event manager ensures that sponsors’ needs are met and their brand presence is prominent and appropriately represented throughout the event.
Virtual events have become a significant part of the industry, particularly in response to global shifts towards digital solutions. Both planners and managers must be adept at using online platforms to host webinars, virtual conferences, and hybrid events that combine physical and digital
Catering and Banquets
Event planners and managers work with catering and banquet personnel extensively. Whether an event planner handling logistics such as venues, vendors, and programming or an event manager orchestrating on-site delivery,all four of these positions (i.e., event planners, event managers, catering personnel, banquet staff) need to work together for most events to take place. These complementary roles collaborate with hospitality stakeholders in food, beverage, seating, and decor to create immersive participant experiences.
Catering and banquets provide sustenance and style anchoring the event agenda. Culinary partners bring concepts to life through excellence in cuisine and service. Catering fuels attendees while providing reliable respite from packed schedules. This is especially true of multi-day conferences, conventions, and trade shows.
Proposals outline vision and menus while BEOs (banquet event orders) specify every on-site detail. BEO forms compile critical information into one master document per group or meal, facilitating smooth order fulfillment. Details span:
- Guaranteed guest counts to accurately prepare quantities
- Menu items, pricing, and service timeframe
- Station locations mapped to floorplans
- Staffing and rentals like A/V equipment or décor
- Special guest accommodations and procured vendor details
With BEO guidance, culinary teams orchestrate seamless meal execution across back and front of house. Savvy event managers drill crisis management, establish command centers and prepare contingency plans well before go-time. They also interface with hospitality partners on supply chain assurances, sustainable and culturally appropriate sourcing and health safety protocols when relevant.
Come event implementation, intuitive managers fluidly oversee all logistics from volunteer coordination to A/V checks through timely food delivery at the right temperature, quantity and presentation standard. They reference detailed run sheets confirming event sequencing and cue milestones while navigating real-time needs, from VIP requests to revised headcounts. Successful execution requires this analytical planning fused with adaptive finesse.
Creativity through catering also elevates event themes and design. Custom menus, food art, and interactive stations reinforce branded concepts. Novelty stimulation drives engagement at consumer-facing functions like concerts and festivals while corporate hosts leverage catering for greater attendee ROI, even for virtual events needing to sustain online participant energy.
The partner synergy between planners, managers and culinary talent dictates event success. Planners drive early vision-setting and venue logistics planning. Hospitality supply chain partners enable those plans through service-focused execution, understanding that attendee satisfaction impacts organizational reputation and revenue including ticket sales and sponsorship recapture. With aligned priorities and structured workflows, catering and banquets fuel both stomachs and experiences to unlock enduring participant memories.
Attributions
- Figure 9.6: Simple Tips for Planning the Perfect Baby Shower by Belvedere Events and Banquets is released under CC BY 2.0
- Figure 9.7: Seating Chart by Nicholas Malara, for WA Open ProfTech, © SBCTC, CC BY 4.0
- Figure 9.8: Fresh Start Catering at Arena Stage by DC Central Kitchen is released under CC BY 2.0
a broader term that encompasses both the planning and strategic elements, as well as the execution and operational aspects of an event.
The process of sourcing, acquiring, and purchasing goods, services, or resources required for events, meetings, conferences, or exhibitions, often involving vendor selection, negotiation, and contract management.
A document or contract detailing the specifications, requirements, and arrangements for a banquet or catering event, including menu selections, service instructions, and logistical details.
The process of selling, issuing, and distributing tickets or admissions for events, meetings, conferences, or exhibitions, often managed through ticketing platforms, systems, or services.
The proactive planning, preparation, and response to unforeseen events, emergencies, or crises that may disrupt or threaten the safety, security, or reputation of events, attendees, or stakeholders.
Financial or other support provided by a company or organization to an event in exchange for recognition or promotional benefits.
Online seminars or presentations conducted over the internet, allowing participants to attend, interact, and engage with presenters or speakers remotely, often using video conferencing or webinar platforms.
Events that combine both in-person and virtual components, allowing attendees to participate and engage either in person or remotely, providing flexibility, accessibility, and broader reach.
Suppliers, contractors, or service providers that supply goods, products, or services to events, meetings, conferences, or exhibitions, including catering, audio-visual, decoration, and transportation services.