Unveiling Excellence: Strategies for Best Event Management Team Selection

When it comes to hiring the best event management team, there are several factors to consider. From planning preparation to execution and follow-up, an effective team can make or break an event. Understanding these aspects can aid employers in their decision-making process.

Event Planning Preparation

For major events like galas and fundraisers, planning should ideally commence 3-4 months in advance. This advance timeline allows for thorough preparation, ensuring all foundational aspects are well-organised before focusing on final details.

Key Preparation Points

1.    Budget Management:

•    Creating, managing, and tracking a budget from the outset is crucial. Effective budget management helps avoid overspending, ensuring all expenses such as venue rental, speaker fees, and catering costs are covered.
•    Employers should look for candidates with strong financial acumen and experience in budget management.

2.    Venue Selection:

•    Securing a suitable venue is a primary task. The team should be proficient in negotiating terms to secure the best deals and locations.
•    Verification of venue availability and conditions should be completed early in the planning stage.

3.    Vendor Coordination:

•    Coordination with vendors for services such as catering and entertainment is a critical element. The team must maintain an organised vendor list and ensure timely communication.

4.    Communication:

•    Effective communication with stakeholders, which includes clients, vendors, and attendees, is non-negotiable. Clear communication plans should be established at the start of the project.

Event Execution and Follow-Up

The execution phase is where the plans are put into action. An event management team needs to demonstrate efficiency, attention to detail, and swift problem-solving skills to ensure the event runs smoothly.

Execution Phase Activities

1.    Final Touches:

•    The week leading up to the event is critical for confirming details such as guest lists, seating arrangements, and finalising logistics.
•    Ensure the team is adept at managing last-minute changes and unforeseen challenges.

2.    On-Site Coordination:

•    During the event, the team should handle on-site logistics, including registration, guest assistance, and troubleshooting.
•    They should also coordinate the setup and breakdown of the event space efficiently.

3.    Client Communication:

•    Keeping the client informed and comfortable throughout the event process is crucial. This involves regular updates and prompt addressing of any client concerns.

Follow-Up Procedures

1.    Post-Event Evaluation:

•    Conducting a post-event evaluation is essential for understanding the event's success and areas for improvement.
•    Feedback from attendees can provide valuable insights.

2.    Budget Reconciliation:

•    Finalising the budget post-event is necessary to account for any additional expenses or discrepancies.
•    Employers should ensure the team is capable of precise financial reporting.

3.    Thank-You Notes and Follow-Up Communication:

•    Sending thank-you notes to attendees and vendors post-event can foster positive relationships and pave the way for future collaborations.
•    Encouraging feedback from all parties involved helps in refining processes for future events.

By adhering to these strategies, employers can make informed decisions when selecting the best event management team. For more information on hiring event managers and planners, visit our events and experiential recruitment page.

Phase                                             Key Activities

Planning Preparation               Budget management, Venue selection, Vendor coordination, Communication
Execution                                     Final touches, On-site coordination, Client communication
Follow-Up                                     Post-event evaluation, Budget reconciliation, Follow-Up communication

These strategies will help ensure the successful selection and performance of your event management team, turning your events from good to great.

Essential Event Management Skills

Selecting the best event management team requires a careful evaluation of their skills. The following are essential skills that every event manager should possess to ensure seamless event planning and execution.

Client-Centric Approach

A client-centric approach is crucial for effective event management. Event planners must place clients at the forefront, ensuring their satisfaction throughout the planning process (Cvent). This involves understanding client needs, preferences, and expectations, and then delivering personalised solutions. An event manager with a strong client-first mindset is more likely to foster long-lasting client relationships and repeat business.

Additionally, good communication forms the backbone of a client-centric approach. Event managers must maintain regular contact with clients, providing timely updates and rapidly responding to any concerns or feedback. 

Problem-Solving Abilities

Effective problem-solving abilities are indispensable in event management. Problems can arise unexpectedly during events, and a skilled event manager must identify and resolve these issues swiftly and efficiently. Experience in event planning enhances the ability to anticipate potential problems and develop contingency plans.

Key problem-solving skills include:

•    Analytical Thinking: Assessing complicated situations to identify core issues.
•    Creativity: Generating innovative solutions under pressure.
•    Decision-Making: Choosing the best course of action quickly and confidently.

Employers seeking to hire event managers should inquire about their previous problem-solving experiences and the strategies they employed to address unforeseen challenges. 

Negotiation and Budgeting

Negotiation and budgeting are essential skills that every event manager must possess. Effective negotiation is vital for securing favourable contracts with sponsors, venues, and vendors. This skill involves a blend of preparation, tact, and confidence to achieve the best outcomes.
In addition to negotiation, strong budgeting skills ensure that events stay within financial constraints while still meeting client expectations. Budgeting involves forecasting and meticulously tracking expenses. Event managers should be proficient in creating detailed budgets and managing resources efficiently.

Skill                                                    Importance Rating (1-5)

Negotiation                                    5
Budgeting                                       5
Client-Centric Approach          5
Problem-Solving                          5

Hiring managers should evaluate candidates' abilities in both negotiation and budgeting through their past experiences and any examples of cost-saving measures they have implemented.

By focusing on these essential skills, employers can ensure they select the best event management team for their needs, leading to successful and memorable events.

Event Management Certifications

When hiring an exceptional event management team, one effective strategy is to look for professionals with industry-recognised certifications. These certifications not only validate a candidate's expertise but also ensure they adhere to industry best practices.

Industry-Recognised Certifications

Several certifications are highly regarded in the event management industry. Each of these certifications aims to standardise practices and elevate the skills of event professionals.

•    BA (Hons) Events Management
•    Sustainable Festival Management BA
•    Tourism and Events Management BA
•    MSc Events Management
•    MSc International Events Management

It's crucial for employers to understand these certifications and their requirements when aiming to employ the best event management team. Certifications provide a level of assurance about a candidate's expertise and dedication to the industry.