Overview with tools, template, software, best practices and alternatives
Why do Event Managers do Reports?
Event management is a branch of project management and it involves the initiation and development of occasions such as conferences, festivals, ceremonies, parties, concerts, and conventions.
Event managers have to generate report containing essential information about the event in order to update their clients on the progress of the upcoming event. Events are attended by a lot of people and failure to prepare well for it will end up in a disaster to both the client and the event manager. The client may face humiliation in front of the guests and the event manager will also viewed by the client as incompetent person.
While event management reports center on small to large scale events, they also involve brand analysis, target audience identification, event concept formation, logistics planning, and technical aspect coordination. These are all actualized prior to the launch of the event.
Event management reports are also done by event managers so as to provide information regarding finance, scheduling, site selection, permit acquisition, transportation and parking coordination, speaker and entertainer arrangement, decoration planning, event security, food and catering, as well as emergency plans.
A certain event may have multiple event managers who are assigned to various committees and are delegated with specific tasks. Event managers can also generate reports in order to provide to the lead manager of the event. This maintains the coordination and communication between the delegated people.
How do Event Managers usually do Reports?
In writing event management reports, it is important for the event manager to determine the type of event he is going to handle. Is it a conference, a wedding, or a birthday? This lays the foundation of the event details.
The event manager should also establish the primary objective of the event, since the objective of the event builds up a cascade of other details, such as the plans, strategies and activities, and evaluation. Once the objective has been set, the event manager can proceed to the other aspects of the event.
The target audience is the next detail to decipher in generating an event management report. The attendees should be identified in order to determine the appropriate concept for an event. It is a failure to utilize a kiddie party theme in a formal meeting or convention. The type of event, the target audience, and the atmosphere should match in order to arrive at a successful event.
Following the concept, the event manager should include the logistics plan details in the report. This includes the materials, supplies, and equipment to be used in an event. For instance, a wedding reception will include items such as cloths, tables, chairs, floral decorations, candles, and dining utensils. Things like these should be carefully brainstormed and itemized with the client if possible to avoid missing something.
The technical aspects can be determined with the client, since the latter have the right to request something, such as a raffle during the event. This should also be documented in the event management report in order for the event to have a smooth flow.
Typical questions/metrics/topics that are usually covered in reports Event Managers are doing
Reporting for event managers covers the following:
- What things do you consider as your strengths and weakness for the day?
- How many clients have you assessed today?
- How many clients are you going to meet tomorrow?
- How many appointments have you set today?
- How many issues have been raised to you today?
- How many issues are pending as of today?
- How many issues have been resolved as of today?
- How many events have you already scheduled?
- Do you have any existing work-related problems for today?
- Do you foresee any problem in the future? How to you plan to prevent it?
Advantages & Best Practices of doing Reporting for Event Managers
Doing reports for event managers is highly advantageous to both the event manager himself and his clients.
The event management report serves as a general form of communication between the event manager and the client. It lets the event manager to document the things that have been accessed from the client’s mind. It displays client-focused data, which means that the report itself contains information that will meet the needs of the clients.
Event management reports are also highly detailed, from the type of the event, to the technical aspects of the event. This is to ensure that nothing is missed and this assures the event manager and the clients that the event is going to happen smoothly.
Reports for event managers encompass major details such the things that have already been accomplished, the things to be accomplished, and the problems that hinder the success of the event management team.
The achievement marks the status and development of the project, allowing the event management team to accomplish the remaining task within the remaining time frame. The plans the event team members formulate will help them devise the appropriate actions to be implemented. In addition, the problems of the team will help the team members to discuss strategic solutions or preventive measures to solve or prevent the problem.
Problems & Pitfalls Reporting for Event Managers usually has
Events are usually tedious, since it has many aspects that make it very detailed in nature.
For instance, a specific event has to take an account of its target guests, the event theme, the logistics plan, schedule, permits, and many more. This bulk of work is challenging to a solo event manager. Doing all these things, plus the report may cause the event manager to become burnt out. As a result, the event may become a failure.
In a group of event managers, lack of coordination in generating the report is the biggest problem. Lack of communication between the team members may lead to having confusing information, which also affects every aspect of the event. For instance, lack of communication regarding the schedule of the event will completely ruin the occasion itself. Wrong date, time, and place will put the event in peril, losing its attendees.
Lack of time is a general problem with event management reporting. This may be a result of poor coordination or communication within the event management team or with the client. Faulty communication with the client will adversely affect the conduct of the event.
Why Teamreporter is great in doing Reporting for Event Managers?
Teamreporter is an application that provides general help to any business team, just like the event management teams. It uses scheduled report mails to replace status meetings.
Event management teams are usually dispersed due to the different needs an event has. Teamreporter highly benefits these teams as it has an easy to use and automated interface, allowing team members to communicate and update each other even they are in different locales and time zones.
Teamreporter sends notification e-mails to the event team members, asking them to provide information on their achievements, plans, and problems. These are easily sent and received to and from the members of the team as Teamreporter can be used via mail or web browser. Based from the answers of the team members, Teamreporter will generate a synthesis of information, which will be sent to the whole team the next day.
Event Management teams with up to four members can use the application for free, while those with more than four members will not be able to enjoy its free service. It only takes less than a minute to sign up, enabling its users to use it right away.
Lead event managers can easily receive information, such as the team’s activities, progress, plans, and problems, which help them identify the event aspects that are already stable and those that need further focus and assistance. This way, the event management team will be able to ensure the smooth flow of the program in an event. Also, knowing the status of the entire team enables lead event managers make decisions and this can positively benefit the entire team.
Teamreporter is also flexible, allowing team members to change the questions in the application, as well as the scheduled report mails. This makes Teamreporter blend with any type of workflow and work environment, helping the team do their tasks without any conflict and meet their goals.
Above all, Teamreporter is a good communication tool for the event management team, allowing its members to work solid as a team.
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Teamreporter is free for small teams (up to 4 members)