The Planning and Event Management (PEAM) are an essential component of any event. The Event Management Plans can perform some very important tasks, including:
Helps secure approval for the planned event from all concerned parties. It includes the details of the agenda, marquees, date, time and venue of the proposed event. It also includes the time, venue, cost and type of attendees expected. It also involves all required arrangements like venue hire, staffing and transport.
Provides a clear road map to all concerned stakeholders for the planned event. It also includes the estimated time, venue, cost and type of attendees expected. It also includes all necessary arrangements like venue hire, staffing and transport.
Ensures that all participants attend the planned event, even if they cannot attend due to personal or other reasons. It also ensures that all participants attend in good health condition and state. It ensures that the entire event is in compliance with all regulations and government rules.
Enters into a contract with an event manager to plan and manage the events. The contract specifies all the details of the proposed event. This includes the start time, end time, date, duration of the event, venue, attendees and budget for all associated costs. It includes the budget for all event staff and equipment, security arrangements, transportation, entertainment, food and drinks, venue hire and other services required for the entire event.
Maintains a database to track and record the attendance and other important data about the attendees, including the number of people who registered and paid for the same. It also keeps records of the number of attendees who have failed to attend.
This is an important aspect of any event management. It keeps records of all participants in case they are asked to attend as witnesses or any other event related activities. This also includes details like the number of people who have attended, the number of people who were unable to attend and who was unable to attend, the reason for failure to attend, etc. It also maintains records of the attendees’ contact details, and any other information that might be useful for the planning process.
It maintains a directory of the events that are scheduled in the near future. It includes details like date, time and venue.
This is a tool used for coordinating the whole event. It helps in coordinating all the activities including the transport of the guests from their place to the venue. It also manages and coordinates all other aspects of the event such as marketing, catering, registration, entertainment and other aspects related to the event.
It ensures that all the requirements are met by the event management. It takes care of all technicalities involved in the event planning process. It includes all the details involved in the process of registration and booking the venue and its staff, ensuring the safety of all participants and staff, taking care of the cost related activities, providing the necessary information to the attendees and managing the whole event. It also manages the entire budget.
It keeps a register that is updated and keeps track of every detail related to the event planning process. It keeps records of all expenses and charges related to the event and it is able to give an accurate estimate of the cost incurred.
It manages the payment of the event staff, ensuring that the event is completed on time. It is responsible for booking the right amount of the fee based on the budget set by the event organizer. It makes sure that the event is in compliance with all regulations and government rules.
It involves all the major aspects of the event planning process. It is an integral part of the event management.