What are the functions of an event organizer?

 There are many and varied tasks that an event organizer must perform in their day to day. In this article we want to detail them all so that it is much clearer what an event organizer does during their workday. Shall we start?

Table of contents

1 What is event organization?

2 What does an event planner do?

3 Functions of an event organizer

4 What is a corporate event planner?

What is event organization?

The Wikipedia definition speaks of the development of various strategies (design, planning and production) to hold a meeting that may or may not have a specific purpose.

At Euroforum we go further, because we believe that the event is the vehicle towards the objective or the purpose to be achieved, and not the purpose itself. In short, we believe that the organization of events refers to the set of actions that are planned and developed in order, through the celebration of an event, to achieve a specific objective.

You will see it much clearer with this example. At a new product launch event, the ultimate goal is to publicize the product and increase product stocks, not to hold the event. The event is just one more action to reach a final goal .

What does an event planner do?

Okay, you know what organizing events consists of. But, in practical terms, do you know what an event organizer does? No? Well, let's analyze it. The first thing you should know is that an event planner can also be called an event coordinator, event planner or event planner, but they all perform the same functions.

This profile is the one in charge of designing, planning, producing and analyzing the complete process of any type of event. It is the person who is in charge of defining each action to be carried out to achieve the proposed objective, so they usually have a specialized team in each subject to delegate the most specific actions and the event organizer assumes a more strategic role. The event planner is like a conductor who synchronizes each group of instruments to achieve the perfect symphony.

Functions of an event organizer

We can divide the functions of an event organizer according to the phase of the general process:

• Event design features:
• Define the objective to pursue
• Define the target audience you are targeting
• Define the corporate needs for the event
• Define the possible needs of the audience for the event
• Define the work team to be involved in the event
• Estimation of resources to be needed
• Functions of planning the event:
• Select the dates of the event
• Define the number of attendees
• Select the venue
• Make the event program
• Define a communication and marketing plan for the event (should include post-celebration feedback gathering)
• Contact and close agreements with suppliers of the necessary resources
• Establish and approve a final budget
• Define roles and tasks of each member of the work team, as well as that of the suppliers

Event production functions:

• Hiring of spaces, professionals and other necessary resources
• Supervise the assembly of the technical equipment and materials to be used in the event
• Control the course of the event and ensure its proper functioning
• Solve possible unforeseen events that may arise during the event
• Coordinate the different work teams during the event
• Supervise the dismantling of technical equipment and other materials
• Event analysis functions :
• Receive and categorize information about event performance
• Evaluate the results obtained in the event
• Make a proposal for improvements for future events

Although the figure of the event organizer is irreplaceable, you should know that the key for your event to be a success is to have a multidisciplinary team with the appropriate experience in each subject that will be worked on during the organization of the event. In fact, it is very common for a company to assign the event organizer profile to a member of its staff, but to entrust all the design, planning, production and analysis to an external team.

What is a corporate event planner?

A corporate event planner can be essential in planning, preparing for, coordinating and managing a corporate event. Some events are large-scale and can cost a business a lot of money. Large-scale events may require a team of planners. Other corporate events are smaller in nature and may only need a single person to plan the event.

There are many different types of events organized by corporations. Some have unique cultural needs for your event and others have a specific vision. It is up to the corporate event planner to determine what type of event the corporate boss wants to organize. For example, they may want a casual family picnic, a black tie gala, a unique carnival experience, or a celebrity fundraiser.

All important decisions will be made by the corporate host; however, the planner will give the host a few options. For example, the planner may inform the host that a charitable fundraising event may be held at a hotel, a city landmark, or a convention center. The host will choose a venue option from the options. If the host chooses to have the event in a hotel, the planner will select a number of hotel options, again giving the host the opportunity to make an informed decision.

Once the type of event is decided, the corporate event planner must move forward and negotiate all aspects of the event. In addition to reserving the venue, a corporate event planner will be in charge of all the details. Selecting a caterer, booking entertainment, organizing local tours, managing event accounting, and setting up audiovisual equipment may be the responsibility of the planner. Also, if there are out-of-town guests for the event, the planner may need to organize travel arrangements, such as airfare and ground transportation, and help the guests obtain passports or visas.

On the day of the event, the corporate event planner will make sure everything runs smoothly. Any technical problems will be handled and resolved by the planner. Although it can be stressful for the planner, the corporate host should not feel any stress.

Hiring a corporate event organizer may seem like an unnecessary expense at first; however, it can actually save a corporation money. If a staff member had to take time out of their day to plan an event, even a small one, their job duties might take a lower priority. A corporate event planner is trained to make countless phone calls, meet with various vendors, and finalize detailed arrangements, saving corporate employees the hassle.

Courtesy: corporate event planner in Lahore