What activities does the event actually include? Role and purpose of event organization

Event organization is gradually becoming an extremely hot field, with high demand in the community and also attracting many young people. It can be seen that this is a job with a lot of potential in Vietnam; however, event organization is still a fairly new concept for many people. Join HoaBinh Events to learn about some concepts, such as what an event organization is. And some information to better understand the event industry.

What activities does the event actually include?

An event is one or more intentional activities that take place at a specific time and place owned by an individual or organization. Through the event, one or more meaningful messages will be sent to the participants. For each different concept, each individual has a different way of defining events.

The important things that happen and affect human and social life are called events. For example, the opening of a beach tourism week, sports events, fashion events, or festival activities…

In the current era, the concept of events has been expanded, not only to include large-scale community activities but also to include activities with personal or community significance within a narrow scope. For example, weddings, birthdays, company conferences, fairs, product introductions, exhibitions, grand openings, etc. are also considered events.

In what areas is event organization developing today?

Fields from sports – entertainment to business – commerce to social activities all need event organization to conduct seminars, exhibitions, festivals, press conferences, etc. Event organization is considered a separate profession in many developed countries, taught with professional knowledge and theoretical systems. Activities that are often related and necessary for event organization include:

• Trade fairs and exhibition activities.
• Festivals, concerts, and performances.
• Entertainment events or charity fundraising events.
• Topical seminars, meetings, exchanges, and conferences.
• Sports events, cultural events, parties, and State events.
• Launch event – introduction – brand, product, marketing promotion.
• Events related to business, trade promotion, promotional programs, etc.

It can be seen that to help these programs succeed and achieve their desired goals, it is extremely important to have support from professional event organizing units and teams. They are the people who know what to do, how to start, how to process, and how to end.

Event run phase

This phase includes tasks such as:

• The necessary sound, lighting, and decoration systems.
• Check items one last time before running the program.
• Welcoming guests at the opening of the event.
• Manage and monitor progress as well as run the event according to the planned scenario.

The next stage is organizing the event

• Promotion of communication and brand promotion during the event.
• Create good relationships with suppliers and support services during the event.
• Customer care to provide the best service. They will remember you and come to you if needed.

Resolve issues after the event

• Organizational funding issues.
• Fix problems and shortcomings to learn from experience.

How do I organize an attractive event?

To have an attractive event, you need to consider many different aspects, from planning and choosing a location to time management and communication with guests. The first thing is to target the customers or participants, analyze the common interests of the audiences, identify emerging trends, and come up with suitable ideas. Here are some important steps to organizing a successful event:

Determine the goals and objectives of the event

Be clear about why you are organizing this event and what you want to get out of it. This will shape your entire plan.

Planning Event

• Determine the date, time, and location of the event.
• Determine the budget and manage finances for the event.
• Choose your target audience and determine the number of guests.
• Plan the look, decoration, music, and entertainment.

Choose a suitable event location

• Choose a location appropriate to the scale and goals of the event.
• Make sure the location has all the necessary amenities and services.

Carry out advertising and event marketing

• Use social media channels, email, and the website to promote the event.
• Create engaging and interesting content to capture your guests’ interest.

Manage registration and event participation

• Use online tools to manage guest registration and engagement.
• Make sure you gather enough information from guests to organize the event effectively.

Plan entertainment and activities during the event

• Choose entertainment programs, speeches, or activities that match the theme and goals of the event.
• Prepare detailed scripts for important parts of the program.

Event management

• Have an experienced event management team to ensure everything runs smoothly and on time.
• Check all technical equipment before the event to avoid unexpected problems.

Collect feedback about the event

After the event, collect feedback from guests to improve future events.

Summary

Prepare summary reports on event performance and compare them with the original goals.

Why shouldn’t businesses organize their own events?

Although plans and scripts can be found online, businesses should not organize their own events because, when organizing them themselves, they will encounter the following 3 problems:

• Costs will arise more than planned (about 30%) because the business cannot manage the costs of each item better than a professional company.
• Waste of time: Businesses will waste time planning items and event plans instead of letting us do it.
• No support from event services: lighting and sound equipment, restaurant services. You will not receive incentives instead of working with us as a loyal customer.

HoaBinh Events is the leading professional and prestigious event organization company in the country today. We have successfully organized thousands of events of various sizes in all provinces and cities across the country. 

Above, we have just provided you with some information to help you understand more about what an event organization is and some issues related to it. For any information you need advice on, please contact HoaBinh Events through our hotline: 0913.311.911 – 0939.311.911 for 24/7 support.