Key Observations Event Management Students Should Make While Attending An Event
Attending events as an event management student offers a unique opportunity to observe and learn from real-world applications of theories and practices taught in the classroom. By making structured and relevant observations, students can gain invaluable insights into the intricacies of event planning and execution. Here are key areas to focus on, enriched with relatable examples and case scenarios.
- Pre-Event Planning and Coordination
Observation Points:
Communication Channels: How are the event organizers communicating with vendors, sponsors, and participants? Are there clear lines of communication?
Logistics: Pay attention to the logistics involved, including transportation, equipment setup, and venue arrangements.
Scheduling: Observe the scheduling of different activities and their coordination.
Case Scenario:
Imagine attending a large-scale conference. Observe how the organizers have managed the registration process. Are there clear signs directing attendees where to go? Is there sufficient staff to handle check-ins smoothly? Note any areas of confusion or bottlenecks that could be improved.
- Event Marketing and Promotion
Observation Points:
Promotional Materials: Analyze the quality and consistency of the promotional materials such as flyers, banners, and online content.
Social Media Presence: Look at the event’s social media activity. How are they engaging with their audience? What kind of content are they sharing?
Audience Engagement: How effectively are they engaging their target audience before the event?
Case Scenario:
At a music festival, observe the variety of promotional activities leading up to the event. Were there teaser campaigns, artist spotlights, or interactive contests? During the event, notice if there are live social media updates or interactive booths that encourage attendee participation.
- On-Site Management
Observation Points:
Crowd Management: How is the crowd being managed? Are there clear instructions and adequate staff to assist attendees?
Technology Utilization: Note the use of technology, such as event apps, QR codes for entry, and digital signage.
Health and Safety Measures: Observe the implementation of health and safety protocols, including first aid stations, security presence, and emergency exits.
Case Scenario:
At a sports event, watch how the organizers handle large crowds. Are there designated entry and exit points? How do they manage the flow of people during breaks or after the event ends? Observe the effectiveness of their security measures and emergency response plans.
- Vendor and Supplier Management
Observation Points:
Vendor Coordination: How are the vendors coordinated? Is there a central point of contact for them?
Quality Control: Look at the quality of the products or services provided by vendors.
Relationship Management: Notice how the event staff interact with vendors. Are the relationships professional and cooperative?
Case Scenario:
During a trade show, observe the interaction between event organizers and various exhibitors. Are the exhibitors well-supported? Are their needs being met promptly? Notice how any issues or disputes are handled.
- Post-Event Activities
Observation Points:
Feedback Collection: How is feedback collected from attendees, vendors, and staff? Is it systematic and thorough?
Clean-Up and Breakdown: Observe the efficiency of the clean-up process and how the breakdown of equipment and materials is managed.
Follow-Up Communication: Pay attention to any follow-up communication, such as thank-you emails, surveys, or reports.
Case Scenario:
After a charity gala, notice how feedback is solicited from the attendees. Is there a follow-up survey sent out? Are there thank-you notes or social media posts acknowledging the participants and donors? Observe how quickly the venue is returned to its original state.
Conclusion
Attending events as an event management student is not just about enjoying the experience but also about critically analyzing each aspect of the event. By focusing on pre-event planning, marketing, on-site management, vendor coordination, and post-event activities, students can gain a comprehensive understanding of what it takes to execute a successful event. Each event is an opportunity to learn and refine the skills necessary to become a proficient event manager.