FREE 10+ Event Management Scope of Work Samples in PDF

Events are fun and exciting to attend to but it’s different if you are organizing them. Event management can be both exhilarating and stressful at the same time. If you’re interested to become an event manager, do you have what it takes to be one? Read the article to find out the scope of work of event management.

10+ Event Management Scope of Work Samples

1. Event Management Scope of Work Sample

2. Project Event Management Scope of Work

3. Event Management Scope of Work Format

4. Event Management Software Scope of Work

5. Event Management Services Scope of Work

6. Editable Event Management Scope of Work

7. Standard Event Management Scope of Work

8. Professional Event Management Scope of Work

9. Formal Event Management Scope of Work

10. Event Management Agency Scope of Work

11. Event Management Services Scope of Work Sample

What is an Event Manager?

Also known as event planners or event coordinators, Event managers, or alternatively known as event planners and event coordinators,  are the people assigned to find and book venues, partner with clients, organize logistics, manage budgets,  and prepare for different types of events.

The Event Management Services Scope of Work

1. Determine the Feasibility of the Event

The first step in managing events, no matter what theme or occasion it is whether if it’s a company event, social event, or awarding ceremony, is to know what are the objectives and goals of the events to help you determine the feasibility of the event. This step is what will kickstart your event. Discuss this with your clients and your team of organizers on what theme and type of event it should be.

Once you figured the things that were being mentioned, you can then determine the budget needed for the event. The budget is still an estimation at this stage since you’ll have to do a lot of changes in the planning later on. However, knowing the budget needed early is essential to help you keep track of how the expenses of the event should be managed.

2. Plan Out the Event

The next stage is where the event manager will then plan on how to meet the objectives and goals that were discussed earlier. At this stage, event managers will need to figure out the activities that will occur in the event, type of performances, the performers or speakers, the venue and date of the event, the sound and lighting aspects for the event, the layout of the venue, the style of the setting, branding, and timeline starting for the preparation until the actual date of the event.

3. Finalize All Details of the Event

Once the event manager and their team have hashed out the main vision and details for the event, it’s time to focus on other details that will complete the planning of the event. This stage is the most stressful stage for event managers since they will have their hands full on getting everything ready for the event. Depending on the type of event, most responsibilities event managers deal with are the following:

• Sending proposals to venues, caterers, and vendors, hiring performers or speakers, and finalizing contracts after an agreement was made between these parties
• Sending guest invites and tracking RSVPs
• Marketing events
• Discussing event schedule with vendors, venue managers, performers, speakers, etc.
• Creating check-in process and signage
• Training volunteers and other staff
• Updating clients by walkthroughs

4. Executing the Event

The day of the event has come and this stage is the most nerve-wracking for event managers. All the planning and preparing the events staff has done will finally be executed. However, during the event, there are still some responsibilities needed to be done. Setting up the venue, final walkthroughs, soundcheck, technology checks, guest check-ins, food and beverage services, last-minute issues/emergencies resolution are just some of the things that event managers face before the event will start. Giving out swag bags.

5. Feedback Gathering and Assessment

Even when the event is in full swing, the duties of the event manager are not yet done, in fact, it’s far from over. They have to attend to the guests and staff for feedback and observation and solve issues that may arise. And when the event is done, event managers have to send post-survey events to guests and staff to get their overall feedback on how the event was organized.

Event managers have to discuss with clients the outcome and the feedback from the survey. They will discuss the success of the event, the areas that might go slightly wrong, and the areas that need to be improved. Through this feedback, the event manager must develop an action plan to address these problems to avoid them at the next event they will organize.

FAQs

It’s no secret that event management is no easy feat. This will test your patience and organization skills in many ways possible. However, the job is truly rewarding once you see the event that you’ve been preparing for is successful. If you’re dead set on becoming an event manager, familiarizing the scope of work is important. To help you get started, refer to our sample templates above. They are free so you can download as many as you like!