Running a successful and professional event management company is based on certain core parameters and traits. Although managing an event is a lot of fun and gives a tremendous amount of exposure and satisfaction when the event is executed on the D Day with a great amount of success, yet there is a host of activity which goes behind it.
Much to the idea of people who attend the event and are eventually star struck and feel elated to be a part of the same, a lot of hair ripping, strenuous efforts go behind it and the organizers have to eventually burn a lot of mid night oil to make it successful. Hindusthan Events is one such event management company who has set good standards and established themselves as the best Event Management Company in Kolkata.
An Event Management company’s main asset is its team and each team member’s valuable experience. That is in essence is its most invaluable asset. The abilities which should be present in any good Event Management company are –
A) Excellent listening and understanding skills – the ability to listen to what a client says and understand his brief is something which is very important for the organizer/the person who is in charge of the client servicing. All intricate details should be written down and comprehended properly again and again till the same is absolutely clear. The client servicing manager should be smart enough to understand the mind of the client and what exactly his aim and his compulsions.
B) Understanding the budget - getting a top of the hand understanding on the client’s budget allocation for the project, as unless the budget is clear, the entire event’s planning is impossible to be done.
C) Reaffirming the proposition with the client – a written documentation should be prepared which will have the essential parts of the deal written down, clearly and categorically with emphasis on the deliverables from both the sides to avoid any misunderstandings in the process. Making several recommendations and ideas to the client and helping them to make the project successful should also be an important part of the deal. In most cases, the client always would like to hear from the agency as they expect that he or she is hiring a team of experts with a considerable amount of experience here.
Hindusthan Events has been in this field operating as one of the best Event Management Services in Kolkata.
D) Planning & strategizing the event – after the above 3 points are put into act, a detailed planning needs to be done with the entire team which will comprise of the creative, sourcing, operations, marketing and finance departments. Conveying the plan of the event, allocating jobs to individual personnel, strategizing the different aspects and levels of operation follows the next. And the most important part is setting deadlines for each team who is given a responsibility.
E) Marketing the event, getting sponsors, adding venue partners, food and refreshment partners and even getting associate partners for the event can be a part of the entire event, if the client decides to hand over the entire event on a turnkey basis.
F) Set up a core team of 3 to 4 persons who are seniors and have considerable experience in handling difficult situations. Their role would be to supervise the teams and also to step in when things go wrong. In an event, this generally is bound to happen at times, when the job involves working with men, machines and several external factors like venue, food, statutory permissions and even at times the weather or any unforeseen situations.
Hindusthan Events is one of the best Event Management Company in Kolkata, as they have worked on important projects and thus have loads of experience in this field.
G) Dry runs if possible – if the venue is handed over to the Event Management a few days before the event or even before the D Day, a dry run is suggested always. Testing of the acoustics, audio visual, equipments and decorations of the sitting area, stage, registration desk and food counters should be set up and mock sessions carried out to ensure that every system is in place.
H) Managing and manning the registration desk – in any event big or small, the registration desk forms an important place where the people attending the event come and get their passes, badges, and welcome kits, if any. That is also a place where initial felicitation of the attendees and important people like speakers and VIPs take place, hence it is very important for the people manning the desk to be trained and prepared beforehand to make people comfortable. The registration desk is also a place where a record of all the people who are attending event is made for future references; hence it is an area of vital importance. The personnel manning the desk should be smart and have a pleasing personality. All these activities make Hindusthan Events the best Event Management Services in Kolkata.
I) Photography and Videography – an essential and very vital part of any event is photography and videography and the output from the same remains an important source of testimony of the event. In case of organizing a wedding event, for example the role of having a good wedding photographer on the job is extremely important. A good event management company takes care of this part, either by outsourcing the services to an expert or providing somebody from the team who is on the rolls of the company.
J) Finalizing the right venue – also forms an important job of the event management company within the budget as allocated by the client. Most professional Event Management company have a tie up with venues like hotels, banquets, outdoor venues like resorts, etc and the deal which they can do, the clients are generally unable to do so, unless of course the venue owner is somehow connected to the client in any way. These are the areas which make Hindusthan Events excel and thus they take up the role of being the best Event Management Company in Kolkata.
K) Managing the D Day well – if all goes well, the event is carried off seamlessly and thus becomes a talk of the town which would be capitalized as a marketing effort by the client as well as the Event Management Company, thus complementing the entire show and effort.
L) Managing payout to vendors, venue partner and food partner forms the last of the important part of the event, which is managed by the Event Management Company.