SRI MANAKULA VINAYAGAR ENGINEERING COLLEGE

MADAGADIPET, PUDUCHERRY

(ACCREDIATED WITH A GRADE BY NAAC &NBA-AICTE)

(AFFILIATED TO PONDICHERRY UNIVERSITY)

Department Of Management Studies

Paper Presentation

On

EVENT MANAGEMENT-AN EMERGING TREND IN

INTERNATIONAL HRM

AUTHOR: G. Aghilandeswarie
(M.B.A-I yr. Sri Manakula Vinayagar Engineering College)
Mail ID: aghila2992@gmail.com
Mobile: 8148314010
S. Komathi
(M.B.A-I yr Sri Manakula Vinayagar Engineering College)
Mail ID: pirainila29@gmail.com
Mobile: 9566451246.
 EVENT MANAGEMENT –AN Events and festivals, such as the Asian
EMERGING TREND IN Games have a large impact on their
INTERNATIONAL HUMAN RESOURCE communities and, in some cases, the whole
MANAGEMENT country.

ABSTRACT: Marketing tool

Event Management is a phenomenon
Event management is considered one of the
which is developing in the present scenario
strategic marketing and communication
of International HRM. The impact of HRM
tools by companies of all sizes. From
enabled the growth of Event Management as
product launches to press conferences,
an industry around the world, means that the
companies create promotional events to help
management can no longer be adhoc. The
them communicate with clients and potential
development of Event management software
clients. They might target their audience by
companies provide the event planners with
using the news media, hoping to generate
software tools to handle many common
media coverage which will reach thousands
activities such as delegate registration, hotel
or millions of people. They can also invite
booking, travel booking and allocation of
their audience to their events and reach them
exhibition floor space. As a result of this,
at the actual event.
the industry now includes events of all sizes
from the Olympics down to a breakfast
Services
meeting for ten business people. Many
industries, charitable organizations and
Event managers can supervise diverse
interest groups will hold events of some size
corporate events, such as product launches,
in order to market themselves, build
press conferences, meetings, conferences,
business relationships, raise money or
and marketing programs such as road shows
celebrate. This paper discuss about the
and grand opening events. In addition, they
Event management – Importance of Event
can coordinate special corporate hospitality
Management – Event Manager – Effective
events such as concerts, award ceremonies,
building of team through Event
film premieres, parties to launch new
Management.
products or services, fashion shows,
commercial events, and even private
Event management
(personal) events such as weddings and
religious services. Event management firms
Event Management is the application of
can handle a variety of specific event-related
project management to the creation and
services, which can range from a few select
development of festivals, events and
services for clients with limited budgets, to
conferences.
handling all creative, technical and logistical
aspects of an event.
Event management involves studying the
intricacies of the brand, identifying the
EVENT MANAGER:
target audience devising the event concept,
planning the logistics and coordinating the
The event manager is the person who plans
technical aspects before actually launching
and executes the event. Event managers and
the event. Post-event analysis and ensuring a
their teams are often behind-the-scenes
return on investment have become
running the event. Event managers may also
significant drivers for the event industry.
be involved in more than just the planning  Technical design
and execution of the event, but also brand
building, marketing and communication  Health & Safety
strategy. The event manager is experts at the
creative, technical and logistical elements  First Aid Services
that help an event succeed. This includes
event design, audio production,
 Environmental and ecological
scriptwriting, logistics, budgeting,
negotiation and, of course, client service. It management
is a multi-dimensional profession.
 Risk management
An event architect is an event manager that
becomes involved at the early initiation An event manager who becomes involved
stages of the event. Especially for larger closer to the event will often have a more
public events, at the initiation stage, the limited brief. The key disciplines closer to
event architect needs to make crucial the event are:
choices and decisions related to the creative
concept and design of the event. In depth  Health & Safety including crowd
technical design knowledge and full management
understanding of how to communicate a
company´s message across a public are  Logistics and vehicle selection
needed in order to make the event effective.
 Rigging
If the event manager has budget
responsibilities at this early stage they may  Sound
be termed an event or production executive.
The early event development stages include:  Light
 Site surveying
 Video
 Client Service
 Detailed scheduling and agenda
planning
 Brief clarification
 Security
 Budget drafting

 Cash flow management QUALITIES OF AN EVENT MANAGER:

 Supply chain identification The event planning profession is unique in
that it takes a blend of people, business and
 Procurement
program management skills to succeed.
Here’s a list of top five attributes that makes
 Scheduling
the difference between a good and a great
 Site design event manager.
Organizational skills
Events are much like a great stage
performance, and the event manager the
show director. Choreographing various
elements that make an event successful is
imperative to the success of any event. Great
organizational skills are the basic
underpinnings of successfully managing
people, schedules, vendors and everything
else.
Attention to detail
Not everyone can have a ‘Steve Jobs-like’
maniacal attention to detail to everything.
However, excellent event managers take the
time to consider the most important
elements of an event and focus their efforts
on every minute detail for the things that
matter most to their customers.
Temperament
Murphy’s Law states that if anything can go
wrong, it most likely will. Experienced
event managers know that there are rarely
any events where something doesn’t go
‘wrong’. They also know that their ability to
stay calm under pressure and be the voice of
reason is an attribute that makes them great
leaders.
People Skills
when it comes down to it, events are all
about people. The ability to connect,
understand and build lasting relationships is
a skill that every event manager must build
and improve upon, no matter how
experienced and successful they are.
Leadership
Ever noticed how birds flying in the air in
unison as "one mind", gracefully and in
perfect timing as they weave across the
skies? Leading and managing people are
something like this. The passion and the
ability to take charge of the flow of things
make all the difference at the end of it all.
EFFECTIVE EVENT MANAGEMENT:
 Knowledge is power: In order to
make an event successful,
understanding and knowledge is
crucial. No two events are the same
and understanding the nuances of
what is required for a particular
event is crucial. Events such as
corporate meetings have their own
demands of protocol and procedures.
Entertainment events such as
concerts require knowledge of
various supporting resources to be
put in place. Before actually
commencing with managing an
event, do make sure that you
understand what exactly needs to be
done. Talk to people who have
participated in such events before,
talk to other people who have
managed such events before, keep
you constantly updated with the
evolving dynamics of each type of
event.
 Set the Stage: What is perfect for a
few persons may turn out to be a
claustrophobic experience for a
hundred. It is very important to know
the number of people who are
expected to attend the event
beforehand. Make sure the customer
has intimated his requirements to
you clearly. The choice of the venue
will depend on this factor. Very often
the decision of choosing a venue is
taken jointly with the customer. After
the venue is chosen it is essential to
 obtain maps, scout the location, and
take notes.
 Prepare today, execute
tomorrow: Once a high level
understanding of what needs to be
done is obtained, it’s time for the
planning phase. Chalk up a plan of
which actions to be taken, and when.
Assign responsibilities to the various
actors within you team. Track the
progress of each such planned action
to completion. Before a big event, it
is crucial to conduct dry runs and
simulations. If possible, do involve
the customer in such a dry run and
walk him through of what he may
expect during the actual event. This
will prevent unpleasant surprises.
 Time it Right! When planning an
event, work out a plausible time
span. No event should be hurried,
hectic affair and neither should it be
a long drawn affair which puts the
audience's patience under test. The
agenda should be well balanced, with
adequate time contingencies built in.
 Tools of the trade: It is also very
important to have a grasp over the
technicalities that run the show.
Arrangement of proper technical
equipment and skilled technicians is
of prime importance. Nothing can be
more embarrassing than a piece of
equipment malfunctioning in the
middle of the show. Pay attention to
detail – for example when two
projectors are beaming
simultaneously on two ends of the
stage, they must be in sync and have
the same color balance. Have the
technicians check and recheck the
equipments before the show starts.
 Rules are not always meant to be
broken: Organizing an event also
requires number of approvals,
permissions and procedures to be
obtained. These range from
permission from the police, civic
authority clearances, environmental
clearances etc. Make sure you, or
your customer, have sought and
obtained all necessary approvals and
permissions. Stick within the
boundaries of the provisions during
the event. Never ever make the
mistake of landing up in the wrong
side of the law.
 There is no "I" in teamwork: An
event involves a number of players.
In some large scale events, it is mind
boggling to think of the sheer
number of players involved. For
example, in a music concert –
musicians, sound technicians, light
technicians, stage technicians,
sponsors, celebrities and of course
the general audience. Each of these
parts has to function smoothly in
order for the whole to work.
Communication is the key. Frequent
meetings, briefings and rehearsals
are needed for everyone to
understand what their responsibilities
are and how they need to coordinate.
During the event have effective
communication and coordination
mechanisms like wireless headsets,
or cell phones. In teamwork, most of
all, it is important to forsake egos.
Don't try to blame others for
anything for might go wrong –
instead the entire team should work
in close coordination to cover for the
slightest mistake made by an
individual.
 "If anything can go wrong, it
will": In spite of the intricate
planning, rehearsals and the best of
your efforts, things may not always
run smoothly and last minute
 glitches can occur. Do not panic - be
prepared for such exigencies. Have a
backup plan in place. Arrange for
emergency power backups and other
technical backup systems. If an
inordinate delay occurs (for example
a performing artist does not show up
on time), plan in advance how to
handle the situation and keep the
audience occupied.
 Safety is paramount: While it is
important to have fun, safety is a
very important factor. Ensure that
emergency exits are well marked and
that you have adequate trained
personnel to handle the situation in
case anything untoward happens.
Have the fire brigade and
paramedical ready in case of very
large events.
 Smile!: Last but not the least, always
remember that managing an event is
all about interacting with people to
deliver the best results. Keep a
cheerful and positive disposition - it
lowers stress for everyone
concerned. The customer is always
king – some things may not always
go your liking, but in the end your
satisfaction would come from seeing
the event getting executed perfectly.
EVENT MANAGEMENT FOR
EFFECTIVE TEAM BUILDING:
We consider corporate teamwork as
the juice for successful event
management. Motivated minds exert
efforts for the common goal of achieving
uncommon success of planned event.
Social Events:
For effective team building, we organize
various social events. These events are
often affordable, effective and enjoyable
form of events and activities we organize
for effective team building. These types
of events have ultra-high and impromptu
impact on our participants, and are low-
cost activities. We make sure that
individuals mix and mingle well with
each other, particularly if the group is a
large one, or else they will just hang
around one or two close friend and our
purpose of organizing the team building
event will be gutted.We carry out various
other corporately social events for
enhancing the sense of team spirit. These
events include evening meal, lunchtime
drink, quiz nights, seminars for
encouraging and rewarding employees,
family picnic, coffee morning, etc.
These social events are easy to plan and
execute and we easily organize them
without going harsh on our wallet. The
serve like in an engine, and generate that
all important spark which fuse our
participants like never before. We plan
them well and ensure things go smooth
as summer cherries, and no wonder we
craft a battalion of dedicated team
players.
Changes to Work Practice:
For building an effective team, which
has deep sense of dedication towards
team effort and organizations common
objectives, we organize various events or
change activities within our workplace.
Changes like swapping job between
employees, following open door
policies, organizing team meetings and
circulating team newsletters improve the
confidence, faith and output of our
employees, big time. In addition, it
drastically enhances the communication
and co-operation among them.
For organizing successful events, we
believe that there is nothing as magical
as an out-and-out team effort. We realize
tons of success by shear team effort,
with making all significant groups
engaged in the scrupulous planning
requisite, crafting exhilarating and
favorable results for a broad range of
people and groups. Producing
flourishing events is nothing but our art
of heeding facets.
Corporate Events:
Planning and managing events for
corporate affairs is somewhat dicey,
challenging and taxing. But, no wonder
organizing a successful corporate
event is one of the most rewarding
things we repeatedly to do for ourselves.
We effectively organize
various corporate event like press
conference, product launch, product
deal, merger and partnership tie-ups,
quarterly and annual parties, annual
functions, and more. In such events, we
deem perfection holds the aces and
before start of the planned corporate
event, we make sure all modalities are
working gracefully.
CASE STUDY:
Data Core India has been providing
meeting management services as part of
the Event Management domain that it
caters to. By extending its services in the
data management domain, Data Core
India has been able to:
• Provide a data foundation that supports
the vision and goals of the organization
• Ensure that the foundation is extensible
and scalable
• Enable further alternatives to be
considered by management for current
and future data strategies
• Leverage existing IT architecture
investments
• Deliver within client’s cost constraints
The various
technologies/languages/platforms used
by Data Core include:
ASP.NET 2.0, VB.NET 2.0, SQL Server
2005, IIS 6.0
VB 6.0, ASP, SQL Server 2000, MS
Excel
The company is in the business of
planning and running business meetings,
conferences, and incentive programs.
The events range in size from a couple
dozen to thousands of attendees with
budgets in the millions of dollars. The
company can handle all aspects of the
event from negotiating hotel contracts,
registering attendees, providing creative
materials, ticketing air travel, to on-site
management.
Problem Statement
Data systems within this company had
evolved separately and were only just
starting to be integrated via selected
interfaces. Furthermore, each department
focused on performing its function
without regard to the overall goals of the
organization. Future plans included
increased usage of outside service
providers (ASPs) which also complicates
the process of integrating the The Event Management has now
information. While the company’s data become a successful tool for every
systems were sufficient to support the company while organizing corporate
successful operation of the business, festivals, meeting and other conferences.
they lacked they capability to provide This has made as an effective marketing
analysis of the business as a whole. tool for the company for their target
audiences and creates satisfaction among
The Solution them. It has playing a vital role in any
field. Thus, it has a wide scope in the
Data-Core approached the problem from
future.
a functional standpoint rather than a
technical one and looked at what the BIBLIOGRAPHY:
users needed before offering a
technology solution. Requirements were 1. WEBSITES:
determined by interviewing key www.dfa.productions.co.uk
personnel. Special notice was taken of www.datacore.India.com
needs that could not be handled by any en.wikipedia/wiki/Event-
single existing system. An inventory of Management
the available data sources was prepared Institute of event management.com
at the field level to identify what data libraryguides.griffith.edu.au
could be derived from the existing www.google.com
systems. Further analysis was done to eventplanning.about.com
see if the fields of interest actually had a
meaningful data population. Also 2. BOOKS:
documented were the keys that could be Bowdin Glem, Johnney Allen,
used to join data from separate systems.
William O’Toole, Rob Harris, Mc
Donnell- Event Management (Event
Managements)
A multi-tier, Web-based architecture was
provided to serve multiple users, no
matter where they are in the world. The
solution keeps even remote users in
touch with the information they need.
Users can work directly with business
information for ad hoc reporting and
develop their own applications using
advanced data visualization and data
mining techniques via Internet browser
software and the company’s standard
digital tools. The rich functionality and
flexibility of the Web interface
minimized training and accelerated
deployment.
CONCLUSION: