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SRI MANAKULA VINAYAGAR ENGINEERING COLLEGE

MADAGADIPET, PUDUCHERRY
(ACCREDIATED WITH A GRADE BY NAAC &NBA-AICTE)
(AFFILIATED TO PONDICHERRY UNIVERSITY)

Department Of Management Studies

Paper Presentation
On
EVENT MANAGEMENT-AN EMERGING TREND IN
INTERNATIONAL HRM

AUTHOR: G. Aghilandeswarie
(M.B.A-I yr. Sri Manakula Vinayagar Engineering College)
Mail ID: aghila2992@gmail.com
Mobile: 8148314010
S. Komathi
(M.B.A-I yr Sri Manakula Vinayagar Engineering College)
Mail ID: pirainila29@gmail.com
Mobile: 9566451246.

EVENT MANAGEMENT AN
EMERGING TREND IN
INTERNATIONAL HUMAN RESOURCE
MANAGEMENT

Events and festivals, such as the Asian


Games have a large impact on their
communities and, in some cases, the whole
country.

ABSTRACT:
Event Management is a phenomenon
which is developing in the present scenario
of International HRM. The impact of HRM
enabled the growth of Event Management as
an industry around the world, means that the
management can no longer be adhoc. The
development of Event management software
companies provide the event planners with
software tools to handle many common
activities such as delegate registration, hotel
booking, travel booking and allocation of
exhibition floor space. As a result of this,
the industry now includes events of all sizes
from the Olympics down to a breakfast
meeting for ten business people. Many
industries, charitable organizations and
interest groups will hold events of some size
in order to market themselves, build
business relationships, raise money or
celebrate.
This paper discuss about the
Event management Importance of Event
Management Event Manager Effective
building
of
team
through
Event
Management.

Marketing tool

Event management
Event Management is the application of
project management to the creation and
development of festivals, events and
conferences.
Event management involves studying the
intricacies of the brand, identifying the
target audience devising the event concept,
planning the logistics and coordinating the
technical aspects before actually launching
the event. Post-event analysis and ensuring a
return on investment have become
significant drivers for the event industry.

Event management is considered one of the


strategic marketing and communication
tools by companies of all sizes. From
product launches to press conferences,
companies create promotional events to help
them communicate with clients and potential
clients. They might target their audience by
using the news media, hoping to generate
media coverage which will reach thousands
or millions of people. They can also invite
their audience to their events and reach them
at the actual event.
Services
Event managers can supervise diverse
corporate events, such as product launches,
press conferences, meetings, conferences,
and marketing programs such as road shows
and grand opening events. In addition, they
can coordinate special corporate hospitality
events such as concerts, award ceremonies,
film premieres, parties to launch new
products or services, fashion shows,
commercial events, and even private
(personal) events such as weddings and
religious services. Event management firms
can handle a variety of specific event-related
services, which can range from a few select
services for clients with limited budgets, to
handling all creative, technical and logistical
aspects of an event.
EVENT MANAGER:
The event manager is the person who plans
and executes the event. Event managers and
their teams are often behind-the-scenes
running the event. Event managers may also

be involved in more than just the planning


and execution of the event, but also brand
building, marketing and communication
strategy. The event manager is experts at the
creative, technical and logistical elements
that help an event succeed. This includes
event
design,
audio production,
scriptwriting,
logistics,
budgeting,
negotiation and, of course, client service. It
is a multi-dimensional profession.
An event architect is an event manager that
becomes involved at the early initiation
stages of the event. Especially for larger
public events, at the initiation stage, the
event architect needs to make crucial
choices and decisions related to the creative
concept and design of the event. In depth
technical design knowledge and full
understanding of how to communicate a
companys message across a public are
needed in order to make the event effective.
If the event manager has budget
responsibilities at this early stage they may
be termed an event or production executive.
The early event development stages include:

Technical design

Health & Safety

First Aid Services

Environmental
management

Risk management

and

ecological

An event manager who becomes involved


closer to the event will often have a more
limited brief. The key disciplines closer to
the event are:

Health & Safety including crowd


management

Logistics and vehicle selection

Rigging

Sound

Light

Site surveying

Video

Client Service

Brief clarification

Detailed scheduling
planning

Budget drafting

Security

Cash flow management

QUALITIES OF AN EVENT MANAGER:

Supply chain identification

Procurement

Scheduling

Site design

The event planning profession is unique in


that it takes a blend of people, business and
program management skills to succeed.
Heres a list of top five attributes that makes
the difference between a good and a great
event manager.

and agenda

Organizational
skills
Events are much like a great stage
performance, and the event manager the
show director. Choreographing various
elements that make an event successful is
imperative to the success of any event. Great
organizational skills are the basic
underpinnings of successfully managing
people, schedules, vendors and everything
else.
Attention
to
detail
Not everyone can have a Steve Jobs-like
maniacal attention to detail to everything.
However, excellent event managers take the
time to consider the most important
elements of an event and focus their efforts
on every minute detail for the things that
matter most to their customers.
Temperament
Murphys Law states that if anything can go
wrong, it most likely will. Experienced
event managers know that there are rarely
any events where something doesnt go
wrong. They also know that their ability to
stay calm under pressure and be the voice of
reason is an attribute that makes them great
leaders.
People
Skills
when it comes down to it, events are all
about people. The ability to connect,
understand and build lasting relationships is
a skill that every event manager must build
and improve upon, no matter how
experienced and successful they are.
Leadership
Ever noticed how birds flying in the air in
unison as "one mind", gracefully and in

perfect timing as they weave across the


skies? Leading and managing people are
something like this. The passion and the
ability to take charge of the flow of things
make all the difference at the end of it all.

EFFECTIVE EVENT MANAGEMENT:


Knowledge is power: In order to
make
an
event
successful,
understanding and knowledge is
crucial. No two events are the same
and understanding the nuances of
what is required for a particular
event is crucial. Events such as
corporate meetings have their own
demands of protocol and procedures.
Entertainment events such as
concerts require knowledge of
various supporting resources to be
put in place. Before actually
commencing with managing an
event, do make sure that you
understand what exactly needs to be
done. Talk to people who have
participated in such events before,
talk to other people who have
managed such events before, keep
you constantly updated with the
evolving dynamics of each type of
event.
Set the Stage: What is perfect for a
few persons may turn out to be a
claustrophobic experience for a
hundred. It is very important to know
the number of people who are
expected to attend the event
beforehand. Make sure the customer
has intimated his requirements to
you clearly. The choice of the venue
will depend on this factor. Very often
the decision of choosing a venue is
taken jointly with the customer. After
the venue is chosen it is essential to

obtain maps, scout the location, and


take notes.
Prepare
today,
execute
tomorrow: Once a high level
understanding of what needs to be
done is obtained, its time for the
planning phase. Chalk up a plan of
which actions to be taken, and when.
Assign responsibilities to the various
actors within you team. Track the
progress of each such planned action
to completion. Before a big event, it
is crucial to conduct dry runs and
simulations. If possible, do involve
the customer in such a dry run and
walk him through of what he may
expect during the actual event. This
will prevent unpleasant surprises.
Time it Right! When planning an
event, work out a plausible time
span. No event should be hurried,
hectic affair and neither should it be
a long drawn affair which puts the
audience's patience under test. The
agenda should be well balanced, with
adequate time contingencies built in.
Tools of the trade: It is also very
important to have a grasp over the
technicalities that run the show.
Arrangement of proper technical
equipment and skilled technicians is
of prime importance. Nothing can be
more embarrassing than a piece of
equipment malfunctioning in the
middle of the show. Pay attention to
detail for example when two
projectors
are
beaming
simultaneously on two ends of the
stage, they must be in sync and have
the same color balance. Have the
technicians check and recheck the
equipments before the show starts.
Rules are not always meant to be
broken: Organizing an event also
requires number of approvals,

permissions and procedures to be


obtained.
These
range
from
permission from the police, civic
authority clearances, environmental
clearances etc. Make sure you, or
your customer, have sought and
obtained all necessary approvals and
permissions. Stick within the
boundaries of the provisions during
the event. Never ever make the
mistake of landing up in the wrong
side of the law.
There is no "I" in teamwork: An
event involves a number of players.
In some large scale events, it is mind
boggling to think of the sheer
number of players involved. For
example, in a music concert
musicians, sound technicians, light
technicians,
stage
technicians,
sponsors, celebrities and of course
the general audience. Each of these
parts has to function smoothly in
order for the whole to work.
Communication is the key. Frequent
meetings, briefings and rehearsals
are needed for everyone to
understand what their responsibilities
are and how they need to coordinate.
During the event have effective
communication and coordination
mechanisms like wireless headsets,
or cell phones. In teamwork, most of
all, it is important to forsake egos.
Don't try to blame others for
anything for might go wrong
instead the entire team should work
in close coordination to cover for the
slightest mistake made by an
individual.
"If anything can go wrong, it
will": In spite of the intricate
planning, rehearsals and the best of
your efforts, things may not always
run smoothly and last minute

glitches can occur. Do not panic - be


prepared for such exigencies. Have a
backup plan in place. Arrange for
emergency power backups and other
technical backup systems. If an
inordinate delay occurs (for example
a performing artist does not show up
on time), plan in advance how to
handle the situation and keep the
audience occupied.

Safety is paramount: While it is


important to have fun, safety is a
very important factor. Ensure that
emergency exits are well marked and
that you have adequate trained
personnel to handle the situation in
case anything untoward happens.
Have the fire brigade and
paramedical ready in case of very
large events.
Smile!: Last but not the least, always
remember that managing an event is
all about interacting with people to
deliver the best results. Keep a
cheerful and positive disposition - it
lowers
stress
for
everyone
concerned. The customer is always
king some things may not always
go your liking, but in the end your
satisfaction would come from seeing
the event getting executed perfectly.

EVENT
MANAGEMENT
FOR
EFFECTIVE TEAM BUILDING:
We consider corporate teamwork as
the juice for successful event
management. Motivated minds exert
efforts for the common goal of achieving
uncommon success of planned event.
Social Events:

For effective team building, we organize


various social events. These events are
often affordable, effective and enjoyable
form of events and activities we organize
for effective team building. These types
of events have ultra-high and impromptu
impact on our participants, and are lowcost activities. We make sure that
individuals mix and mingle well with
each other, particularly if the group is a
large one, or else they will just hang
around one or two close friend and our
purpose of organizing the team building
event will be gutted.We carry out various
other corporately social events for
enhancing the sense of team spirit. These
events include evening meal, lunchtime
drink, quiz nights, seminars for
encouraging and rewarding employees,
family picnic, coffee morning, etc.
These social events are easy to plan and
execute and we easily organize them
without going harsh on our wallet. The
serve like in an engine, and generate that
all important spark which fuse our
participants like never before. We plan
them well and ensure things go smooth
as summer cherries, and no wonder we
craft a battalion of dedicated team
players.
Changes
to
Work
Practice:
For building an effective team, which
has deep sense of dedication towards
team effort and organizations common
objectives, we organize various events or
change activities within our workplace.
Changes like swapping job between
employees, following open door
policies, organizing team meetings and
circulating team newsletters improve the
confidence, faith and output of our
employees, big time. In addition, it
drastically enhances the communication
and
co-operation
among
them.
For organizing successful events, we
believe that there is nothing as magical

as an out-and-out team effort. We realize


tons of success by shear team effort,
with making all significant groups
engaged in the scrupulous planning
requisite, crafting exhilarating and
favorable results for a broad range of
people
and
groups.
Producing
flourishing events is nothing but our art
of
heeding
facets.
Corporate
Events:
Planning and managing events for
corporate affairs is somewhat dicey,
challenging and taxing. But, no wonder
organizing
a
successful corporate
event is one of the most rewarding
things we repeatedly to do for ourselves.
We
effectively
organize
various corporate
event like
press
conference, product launch, product
deal, merger and partnership tie-ups,
quarterly and annual parties, annual
functions, and more. In such events, we
deem perfection holds the aces and
before start of the planned corporate
event, we make sure all modalities are
working gracefully.
CASE STUDY:
Data Core India has been providing
meeting management services as part of
the Event Management domain that it
caters to. By extending its services in the
data management domain, Data Core
India has been able to:
Provide a data foundation that supports
the vision and goals of the organization
Ensure that the foundation is extensible
and scalable
Enable further alternatives to be
considered by management for current
and future data strategies

Leverage existing IT architecture


investments
Deliver within clients cost constraints

The
various
technologies/languages/platforms used
by Data Core include:
ASP.NET 2.0, VB.NET 2.0, SQL Server
2005, IIS 6.0
VB 6.0, ASP, SQL Server 2000, MS
Excel

The company is in the business of


planning and running business meetings,
conferences, and incentive programs.
The events range in size from a couple
dozen to thousands of attendees with
budgets in the millions of dollars. The
company can handle all aspects of the
event from negotiating hotel contracts,
registering attendees, providing creative
materials, ticketing air travel, to on-site
management.

Problem Statement
Data systems within this company had
evolved separately and were only just
starting to be integrated via selected
interfaces. Furthermore, each department
focused on performing its function
without regard to the overall goals of the
organization. Future plans included
increased usage of outside service
providers (ASPs) which also complicates

the process of integrating the


information. While the companys data
systems were sufficient to support the
successful operation of the business,
they lacked they capability to provide
analysis of the business as a whole.
The Solution
Data-Core approached the problem from
a functional standpoint rather than a
technical one and looked at what the
users needed before offering a
technology solution. Requirements were
determined by interviewing
key
personnel. Special notice was taken of
needs that could not be handled by any
single existing system. An inventory of
the available data sources was prepared
at the field level to identify what data
could be derived from the existing
systems. Further analysis was done to
see if the fields of interest actually had a
meaningful data population. Also
documented were the keys that could be
used to join data from separate systems.

A multi-tier, Web-based architecture was


provided to serve multiple users, no
matter where they are in the world. The
solution keeps even remote users in
touch with the information they need.
Users can work directly with business
information for ad hoc reporting and
develop their own applications using
advanced data visualization and data
mining techniques via Internet browser
software and the companys standard
digital tools. The rich functionality and
flexibility of the Web interface
minimized training and accelerated
deployment.
CONCLUSION:

The Event Management has now


become a successful tool for every
company while organizing corporate
festivals, meeting and other conferences.
This has made as an effective marketing
tool for the company for their target
audiences and creates satisfaction among
them. It has playing a vital role in any
field. Thus, it has a wide scope in the
future.
BIBLIOGRAPHY:
1. WEBSITES:
www.dfa.productions.co.uk
www.datacore.India.com
en.wikipedia/wiki/EventManagement
Institute of event management.com
libraryguides.griffith.edu.au
www.google.com
eventplanning.about.com
2. BOOKS:
Bowdin Glem, Johnney Allen,
William OToole, Rob Harris, Mc
Donnell- Event Management (Event
Managements)

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