Production Organization and Management of Events

Production Organization and Management of Events
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Production Organization and Management of Events
Management of events needs various skills that can be gained through talent, experience, or academic institutions that have event management as part of their curriculum. Planning, preparation, and carrying-out of events can be a big deal which needs careful handling and maintenance, irrespective of whether they are corporate or non-corporate. Events differ from one another in many ways, thus each requires its unique level of preparedness, size of the venue, and funding among others. Various activities take place during an event thus necessitating the presence of an event manager, who has the knowledge and experience related to organizing and coordinating the event activities. An event manager must, therefore, be alert and paying attention to multiple issues during a live event. An event management organization handles all the activities in an event that sees the invitation of people for the event, making the invitation presentable, allowing appropriate interactions until the last guest leaves the event. The paper aims at highlighting some of the activities that take place during management of events by focusing on how those who are involved interact with each other to ensure the success of an event.
Events usually have a management team whose members are determined by the skills needed and type of organization structure required. Therefore, each member has a particular responsibility in the coordination of arrangement in the team. The pre-event activities begin after the initial consultations and the final concept has been presented to the customer (Yeoman, Robertson, Ali-Knight, Drummond, & McMahon-Beattie, 2012). It is the process of conceptualizing the work designed. The project manager analyses the critical steps and issues of a particular event and prepares a thorough and most appropriate schedule. But at this stage it is, if necessary, to consult outsourced contractors such as architects and engineers s for a better understanding of a feasibility analysis of the whole event design. However, some firms have experienced production managers who can effectively carry out feasibility studies of planned concepts besides their organizing and management roles (Raj, Walters, & Rashid, 2017). After the feasibility analysis, the project manager creates raw plan of what is required, sources of funds and prepares a budget for the event. The events manager should come out with work deadlines for various activities that are to be achieved by having the most appropriate resource combinations to achieve desired requirements. In addition, the events manager should coordinate with the other teams’ leaders in ensuring proper completion of all activities within the stipulated deadlines and after achieving client’s level of satisfaction.
At this moment, all the processes involving agreements and contract formalization is finalized by having the event managers and clients approve the contract by signing. With regard to the feasibility report, physical designing is finalized and contractors start working. Such issues such as fire, safety, and insurance are highly considered at this stage. Production of advertising promotions, posters, brochures, among others is also factored in by the coordinator, sales, and marketing team (Shackman, 2017). It is important for the initial planner and the conceptualizers to inspect whether the event has achieved the desired special effects as well as the overall arrangement. Another important aspect of the production process of events is logistics (Yeoman, Robertson, Ali-Knight, Drummond, & McMahon-Beattie, 2012). In events, logistics may take the forms of hotel bookings, transporting of event coordinators, participants, and materials required in the event.
During the setup process, day-by-day monitoring of progress with key considerations on time and utilization of allocated resources is necessary. Any deviations from what was projected should be addressed by providing appropriate feedback on necessary adjustments. It is the role of the production manager to ensure a desirable finalization of cleaning, security, furniture, decoration, communication and other services especially those of hired contractors. The overall coordinator continues to contact the client and the public relations team regarding issues such public relations, publicity, press releases, and media promotions (Raj, Walters, & Rashid, 2017). The public relations team also takes part in organizing ticketing, invitations, or passes, reception, and press conferences alongside other preparatory activities. It is also necessary for the PR team to consider how they can control the public and prevent possible damages.
A final visit follows to inspect and control quality is made to all various components to ensure conformity and understanding. A production manager should check the size of the stage and other key areas while in their final stages of completion for accuracy. The overall coordinator should then call for a brief meeting with all supervising team members to reflect on what has been achieved so far and probably address issues that might have emerged in the process. The briefing should be conducted before the onset of the event. When the event starts, it is important to keep away the contractor’s staff and the clients and give the event manager and other coordinators to oversee the rest of the event activities. All forms of last-minute panic reactions should be properly controlled. The last bits in the pre-event stage include resolving of on-site issues such as deliveries, permissions, missing items, and arrangement of special effects (Kushcheva & Tuononen, 2013).
When the event starts, it is necessary for the supervisors and overall coordinator to focus on minor issues. However, it is necessary for the overall coordinator to have all credits passed to supervisors and all those who conceptualized the whole idea. In addition, events coordinators should be available in case the client needs them. Constant surveillance of various components such as special effects, displays systems, and food and beverages is necessary. Inspection and frequent monitoring are the main activities of the coordinators when the event is in session (Bowdin, O'Toole, Allen, Harris, & McDonnell, 2006). Other activities such as photography and filming can also be organized as desired in strategic locations.
Once the event is over, various tasks including dismantling of the sets and other post-event activities such accounting begin. The final cost accounting is prepared with notifications and explanations for any extra expenses. It is also necessary for the team to conduct a postmortem analysis and evaluation of the event. In this case, the photographs and video coverage of the event can be useful. Other than the event’s physical organization, an immediate evaluation of the coordinators’ performance during the event should...