"If anything can go wrong, it will": In spite of intricate planning, rehearsals and the best of your efforts, things may not always run smoothly and last minute glitches can occur. Do not panic - be prepared. Have a backup plan in place. Arrange for emergency power backups and other technical backup systems. If an inordinate delay occurs (for example a performing artist does not show up on time), plan in advance how to handle the situation and keep the audience occupied.

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There is no "I" in teamwork: An event involves a number of players. In some large scale events, it is mind boggling to think of the sheer number of players involved. For example, in a music concert – musicians, sound technicians, light technicians, stage technicians, sponsors, celebrities and of course the general audience. Each of these parts has to function smoothly in order for the whole to work. Communication is the key. Frequent meetings, briefings and rehearsals are needed for everyone to understand what their responsibilities and how they need to coordinate. During the event have effective communication and coordination mechanisms like wireless headsets, or cell phones. In teamwork, most of all, it is important to forsake egos. Don't try to blame others for anything for what might go wrong – instead the entire team should work in close coordination to cover for the slightest mistake made by an individual.

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Rules are not always meant to be broken: Organizing an event also requires number of approvals, permissions and procedures to be obtained. These range from permission from the police, civic authority clearances, environmental clearances etc. Make sure you, or your customer, have sought and obtained all the necessary approvals and permissions. Stick within the boundaries of the provisions during the event. Never ever make the mistake of landing up in the wrong side of the law.

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Spotlight on Event Management #5

Tools of the trade: It is also very important to have a grasp over the technicalities that run the show. Arrangement for the correct technical equipment and skilled technicians is of prime importance. Nothing can be more embarrassing than a piece of equipment malfunctioning in the middle of the show. Pay attention to detail – for example when two projectors are beaming simultaneously on two ends of the stage, they must be in sync and have the same color balance. Have the technicians check and recheck the equipments before the show starts.

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Spotlight on Event Management #4

Time it Right! When planning an event, work out a plausible time span. No event should be a hurried, hectic affair and neither should it be a long drawn out affair which puts the audience's patience to test. The agenda should be well balanced, with adequate time contingencies built in.

Spotlight on Event Management #3

Prepare today, execute tomorrow: Once a high level understanding of whats needed to be done is obtained, it’s time for the planning phase. Chalk up a plan of what action is to be taken, and then. Assign responsibilities to the your various team members. Track the progress of each planned action to completion. Before a big event, it is crucial to conduct dry runs and simulations. If possible, try and involve the customer in such a dry run and walk them through what he may expect during the actual event. This will prevent unpleasant surprises.

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Spotlight on Event Management #2

Set the Stage: What is perfect for a few people may turn out to be a claustrophobic experience for a hundred. It is very important to know the number of people who are expected to attend the event beforehand. Make sure the customer has intimated his requirements to you clearly. The choice of the venue will depend on this factor. Very often the decision of choosing a venue is taken jointly with the customer. After the venue is chosen it is essential to obtain maps, scout the location, and take notes.

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Knowledge is power: In order to make an event successful, understanding and knowledge is crucial. No two events are the same and understanding the nuances of what is required for a particular event is crucial. Events such as corporate meetings have their own demands of protocol and procedures. Entertainment events such as concerts require knowledge of various supporting resources to be put in place. Before actually commencing with managing an event, do make sure that you understand what exactly needs to be done. Talk to people who have participated in such events before, talk to other people who have managed such events before, keep yourself constantly updated with the evolving dynamics of each type of event.

Also make sure you have the right tools for the job this is a great piece of software Event Manager for managing events, displaying a calendar of social meetings and for seminar bookings, this highly functional piece of software allows you to do everything from marketing your event or seminar to seat bookings and accepting payments online and off including built in email notifications for event follow ups.