EVENTS BY

FAY

EVENT PLANNING
AND MANAGEMENT
“DELIVERING MEMORABLE EVENTS
FOR EVERY OCCASION”

PRESENTED BY : FAITH OYOVOTA

TABLE OF CONTENT
INTRODUCTION QUALITIES OF A GOOD EVENT MANAGER

WHAT IS EVENT MANAGEMENT? PROCEDURES OF EVENT MANAGEMENT

WHY EVENT MANAGEMENT? QUESTIONS, ANSWERS AND PROJECT

CHARACTERISTICS OF AN EVENT MANAGER

UNDERSTANDING EVENT PLANNING

TYPES OF EVENTS

FIVE C’S OF EVENT PLANNING

ROLES OF AN EVENT MANAGER

ELEMENTS OF EVENT PLANNING

WELCOME TO
EVENT PLANNING
AND MANAGEMENT
According to Professor Philip Kotler, “Events are defined as
occurrences designed to communicate particular messages to
target audience”.

Effective event planning and management are essential for

creating memorable experiences that resonate with attendees.
This presentation will cover the key aspects of successful event
planning, from conceptualization to execution.
WHAT IS
EVENT MANAGEMENT
Event management is the process of planning and executing an
event or an entire event program, from the beginning stages of
planning to post-event reporting. This can include any size or
type of event, whether in-person, virtual, hybrid, or webinar.

Event management is often synonymous with event planning or

meeting planning, and just like those other terms, the scope of
each event and the nitty-gritty details vary depending on your
industry, event goals, event format and size, and more.
WHY
EVENT MANAGEMENT?
Needed everywhere – In the of entertainment, finance,
government , fashion, sports, music.
Team work – successful events
Creative thinking – thinking outside of the box, problem
solving.
Strong leadership – Negotions between clients, suppliers,
flexibility
CHARACTERISTICS OF
EVENT MANAGEMENT
Creative Process: The team must be creative and dynamic.
They must come up with new ideas. “No two events should
look the same”.
Objective: goals to be achieved. Every event has its goals
and it is the event planner’s duty to ensure that the client’s
objectives are met and exceeded.
Effective Leadership: managers should motivate employees.
Successful promotion: Publicity of the event, Advertising of
the event, maintaining good public relations.
Planning and control: Developing a mission statement for
event. Establishing objectives of the event. Preparation of
event proposal. Evaluating the performance of the event.
UNDERSTANDING
EVENT PLANNING
Event planning involves organizing and coordinating all aspects
of an event, ensuring that every detail is accounted for to create
a seamless experience. It encompasses various types of events,
including corporate functions, weddings, conferences, and
social gatherings. The process includes budgeting, venue
selection, logistics, vendor management, and more.

CORPORATE SOCIAL NON-PROFIT

EVENTS EVENTS EVENTS

RELIGIOUS SPORTS POLITICAL

EDUCATION ENTERTAINMENT
AND CAREER
DIFFERENT TYPES
OF EVENTS
Social events: events like birthday party, graduation day,
engagement, wedding
Education and career events: events like education fair, job fair,
workshop, seminar, debate, competition.
Sports events: events like Olympics, world cup, marathons etc.
Entertainment events: events like music concerts, fairs, festivals
fashion shows, award functions, celebrity nights, stage shows etc.
Political events: events like political procession, demonstration rally,
political functions etc.
Corporate events: events like conferences, exhibitions, product
launch, etc.
Religious Events: These are such events which satiate the religious
sentiments of the people.
FIVE C’S OF EVENT MANAGEMENT
1. CONCEPTUALISATION: The first step for planning a successful event is the event concept. Think about why
your client is having this event. What is the purpose of the event?
2. COORDINATION: The next step once you’ve conceptualised your event is to coordinate it. This will include
coming up with a theme or general idea for the event. Once you find a theme, you will have a better idea for
the venue, decorations (if appropriate), and any additional needs for the event.
3. CONTROL: This is one of the most overlooked and often neglected stages of event management. This is best
managed if you do a run-through of the event. You want to make sure everything is on track. Show up to the
venue and see if there is ample space for all of the confirmed attendees. You want to be on top of everything
and plan for possible changes. For example, If the caterers have an issue, have you prepared a list of other
options? Make sure to always consider what the worst-case scenario will be so that you can always be on top
of your event.
4. CULMINATION: This is the ‘D-Day’ so to speak. This is when the event takes place. On this day, you and your
team need to be on top of everything. You want to develop an itinerary for everyone involved with the event.
As the event is progressing, you have to make sure the itinerary is continuously being followed.
5. CLOSE OUT: Once the event successfully ends, there is still work to be done. You want to make sure that all
payments and termination of contracts with the vendors and client are completed. You also want to give
feedback to your team. If there were any issues, make sure they are addressed right away so that they can do
a better job for your next event. Make sure you also ask them for feedback on how you fared as an event
manager. Ultimately, make sure you reach out to the client to get their feedback.
ROLES OF AN EVENT MANAGER
Budgeting and Financial Management: One of the most crucial roles of an event planner or event manager is creating and
managing the event budget. This means keeping a close eye on costs, talking to vendors to get the best prices, and finding
ways to make the most of the budget without sacrificing quality.
Venue Selection and Booking: Finding the perfect event space is another critical aspect of an event planner’s job. It’s not just
about picking a nice venue; it’s about finding a space that aligns with the event’s goals, accommodates the guest list, and fits
within the budget. This means doing a lot of research and checking out different places.
Vendor Management and Coordination: No event can happen without a team of reliable vendors, from caterers and florists
to audio-visual technicians and entertainment providers. An event planner is responsible for sourcing, selecting, and
managing these vendors to ensure a seamless event experience.
This involves a lot of communication, coordination, and problem-solving skills. Building strong relationships with vendors is
essential in this business, as they can make or break an event.
On Site Event Coordination: When the big day arrives, an event planner’s job is far from over. They are the on-site point
person, overseeing every aspect of the event’s execution. From managing the setup and teardown to troubleshooting any
issues that arise, an event planner must be able to think on their feet and adapt to changing circumstances.
Post-event Evaluation and Reporting: The work doesn’t end when the last guest leaves. An event planner is also responsible
for conducting a thorough post-event evaluation to measure its success and identify areas for improvement. This involves
gathering feedback from attendees, analysing key metrics like attendance and engagement, and creating a comprehensive
report for stakeholders.
Client Communication and Relationship Building: At the heart of every successful event is a strong client relationship. An
event planner must be an excellent communicator, able to listen to the client’s needs, provide expert guidance, and keep
them informed every step of the way.
Problem-solving and Crisis Management: Even with the best plans, things can pop up at the last minute. Event planners need
to be good at solving problems on the spot and coming up with new ideas when things change. Staying cool and figuring
things out fast is a must-have skill for this job.
KEY ELEMENTS
OF EVENT PLANNING
EVENT CONCEPT ON-SITE
AND DESIGN MANAGEMENT

BUDGET CREATION VENDOR

COORDINATION

VENUE SELECTION
QUALITIES OF A
GOOD EVENT MANAGER
FLEXIBILITY CREATIVE AND
INNOVATIVE
TIME MANAGEMENT
COMMUNICATION
SKILLS
SKILLS
LEADERSHIP ATTENTION TO
SKILLS DETAILS

ANALYTICAL ATTENTION TO
THINKING AND DETAILS
PROBLEM SOLVING
BREAK
PROCEDURES OF
EVENT
MANAGEMENT
Identification of objectives
Concept Note
Organise a team
Budget Creation
Create a master plan
On-the-day Coordination
Event evalution
 END OF CLASS! QUESTIONS AND ANSWERS

PROJECT SCENARIO: MR. CHRIS SENDS YOU AN EMAIL WITH THE FOLLOWING CONTENT.

Hello Agnes,

I hope this email finds you well.

I searched on Google and I found EVENTS BY LIVI and I must say that I was intrigued by the work you and your team have done so far!

My organisation, OLYMPIC OIL AND GAS will like to host a conference and we want you to send in a non-committal proposal for this
project.

Date: January 23rd, 2025

Guest size: 1,000
Theme: Digital Transformation in the Oil and Gas Industry

I look forward to your response.

Warm regards,
Chris O.