LESSON 4:MANAGING EVENT AND MAIN FUNCTIONS OF MANAGEMENT

Self-Check:

1. Why motivation is important in event management?.

Motivation defines as the general desire or willingness of someone to do something. In

management, motivation is one of the key driver in order to achieve personal or organizational
goals. Motivation is essential in event management because it can be a big help to improve the
efficiency of an event planner as they work in relation to goals.
Managing an event is not that easy. Some event planners fails in achieving customer’s
satisfaction for the reason that attendees are not satisfied in the service or maybe the event
planner doesn’t have self motivation. Self motivation pushes us to focus and work hard to be
able to get the best posible result. An event planner must believe in his or her abilities, should
stay inspired, don’t give-up and keep moving despite of setbacks. So when you possess those
characteristics of self motivation then you have the potential to achieve success in your event.

2. Management

Management is the act of getting people together to accomplish desired goals and objectives
using available resources efficiently and effectively with its main functions: planning,
organizing, directing and controlling. A successful organization has need of effective and
efficient management.

3. Creativity in event management

Creativity is essential in event management. It is needed especially in planning, innovative

concept designing, marketing stretegies, to execution of an event. An effective event
planner/manager should have the ability to be creative in order for them to have a successful
event. It allows an event planner/manager to generate good ideas and brings them into
perfection.
In addition, ceativity is a perfect tool for problem solving. Not everyone has a successful
event because sometimes there are problems which occurs in planning or in execution of the
event. There are instance that things may not go exactly as we plan. It is a tool for problem
solving because creativity allows us to genrate good ideas or alternatives that may be useful in
dealing obstacles in our event.
Enrichment activity:

POSITION JOB DESCRIPTION

EVENT PLANNER Job title: Event Planner

Job Summary: To produce events from conception through completion. Innovative

Event Planner with an outstanding customer service and organizing memorable
events that meets quality expectations.

Duties and Responsibilities:

 Event planning, design and production while managing all project delivery

elements within time limits
 Liaise with clients to identify their needs and to ensure customer satisfaction
 Conduct market research, gather information and negotiate contracts prior to
closing any deals
 Organize facilities and manage all event’s details such as decor, catering,
entertainment, transportation, location, invitee list, special guests, equipment,
promotional material etc
 Proactively handle any arising issues and troubleshoot any emerging problems
on the event day
 onduct pre- and post – event evaluations and report on outcomes

Qualifications:

 Proven experience as an Events Planner or Organizer

 Impressive portfolio of previously managed events (weddings, meetings,
parties, corporate events)
 Excellent time management and communication skills
 Sales skills and ability to build productive business relationships
 Ability to manage multiple projects independently
 MS Office proficiency
 Willing to submit references from previous clients
 BS in Event Management or related field

Working committees:

DECORATION Job Title: Decorator

Job Summary: Plans the aesthetic and atmosphere of an event. Who is capable in

creating a theme, planning the decor, and make sure that everything is in its place.
 Duties and Responsibilities:

 Selecting a variety of decorative elements for an event theme.

 Working within the client's budget.
 Furnish the eventspaces with Decoration, event technologies and accessories
creating an aesthetic environment.

Qualification:

 At least a bachelor's degree in hospitality management 

 Has experience in designing and decorating an event
 Creative skill

FOOD Job Title: Food Coordinator

Job Summary: Providing the menu for the event caterer on food and drink choices.
Makes sure that all participants, including the guests, has something to eat. Plan out
the details of the food to be served during the event.

PROGRAM and Job Summary: Overseas all aspects of the invitation and program. It icludes of
INVITATION designing the invitation, mailing them out, sending out follow up and thankyou
cards.

LIGHTS and SOUNDS Job Summary: Work with the logistics. Responsible in selecting contracts
entertainment, Emcee,entertainment and Guest Speaker, and a 10 member
Auctioneer for the event, how the event is Work with a lighting, going to go
audiovisual, and sound crew. In charge of the lights and sounds needed during the
event.

MARKETING Job Summary: Responsible for creating a promotion schedule, setting-up and
managing event online registration, act as a sounding board
for marketing strategies, and creating social media for event.

SECURITY SERVICES Job Summary: Work with all committees, Keep people safe,Help keep things
Maintaining order during and after the event, extra security for the auction items
and donations.

FUNDING and Job Summary: dedicated to finding strategic partners for your event. Their focus
RESOURCES should be organizations attendees value and that are willing to add some personality
to the event. This includes: researching potential sponsors, developing sponsorship
level, and securing sponsorships.