An event is what? Professional event organization process | HoaBinh Group

Event organization services are one of the fields occupying an important position in the media – advertising – entertainment service industries. This is also an activity that receives a lot of investment and attention in businesses, but event organization is still an aspect that is still new and unclear to grasp. Let’s join HoaBinh Group to learn about the event organization industry from the perspective of an event organization expert with more than 20 years of experience in the following article!

1. What is concept of event?

An event (translated into English as event) is an activity that takes place at a certain time and with a clear purpose, gathering a large number of participants at a certain time and place. Events can be organized by individuals or groups and can take place in many different areas. These can be meaningful activities that receive media attention, such as the World Cup, the Sea Game, the Beauty Contest,…

Or it can also be meaningful personal or family events associated with daily life and customs, such as weddings, birthdays, etc. Or activities related to commercial and marketing activities for businesses, such as conferences, seminars, product introductions, opening ceremonies,…

2. What is event organization?

Event organization (in English, event organization) is the gathering and management of necessary elements to organize activities in the fields of culture, commerce, business, etc. From there, in order to convey traditional messages, information that event organizers want the public and customers to be aware of.

The process of organizing an event lasts in time from the formation of the initial idea, program script, and pre-event preparations until the event takes place and ends, as well as post-event work, if any.

During the event organization, relevant units will follow the plan, monitor, and complete parts to ensure the event runs smoothly and according to pre-agreed requirements.

3. Why organize an event?

Organizing events has many reasons and benefits. It helps increase reputation, promote brands, create opportunities to interact and connect with partners and customers, increase productivity and business strength, and create interesting and rewarding events for event participants.

Organizing events is also an opportunity to convey the message and values of the business. Overall, event organization is an indispensable and extremely important part of business strategy and brand promotion.

4. Types of event organization

In Vietnam, events cover many areas of life. Therefore, the types of event organizations are also extremely diverse. Classified by purpose, events do not fall outside the following 4 categories:

• Anniversary event: festive events or social events for commemorative purposes.
• Educational events: events organized for the purpose of training and conveying educational information.
• Marketing events: events organized to attract attention and persuade customers to buy products or use services.
• Gratitude event: events aimed at honoring and expressing respect for the contributions of an individual or group.

To see the picture of the event industry more clearly, let’s review some popular types of events today:

• Press Release: PR activities related to press releases.
• Activation Event: Brand activation activities, usually sampling, in-store activities, product experience, roadshow events.
• Business Events: Events related to business.
• Corporate Events: Corporate event activities such as anniversaries, gratitude events, year-end parties,…
• Sport Events: Events in the field of sports such as corporate sports days, Olympics, FIFA and UEFA world football championships.
• Exhibition Events: Exhibition, display, and product introduction events such as Vietbuild exhibition, Vietnam Motor Show,…
• Shopper Event: Events related to shopping, such as discount sales and sales events in supermarkets.
• Fundraising Event: Charitable fundraising activities such as charity programs for high school children and Tet programs for the poor.
• Exhibition: Exhibition event activities.
• Trade Fair: Is the organization of trade fairs.
• Sales Event: Events related to the sale of goods.
• Festival Event, Festival. 
• Concert/ Live Performance: Concert events, concert nights, and live performance events.  
• Government Event: Political events of state agencies such as redirecting the COVID-19 prevention campaign.
• Entertainment Event: Events of an Entertainment Nature.
• Movie Event: Movie event activities. 
• Product Brand Event: Event activities related to brands and products.
• Event Show: Event Program.
• Meeting: Online or offline meetings.
• Seminar: Topical seminars.
• Workshop: Knowledge sharing events.
• Conference.
• Convention: Conference.
• Social and Cultural Events: Cultural and social events.
• Sporting Event: Sports events (such as World Cup or Sea Games).
• Marketing Event: Events for marketing and promotion purposes.
• Promotional Event: Events for the purpose of trade promotion.
• Brand and Product Launch: New product launch Events.

5. Purpose of event organization

The purpose of event organization is to achieve the values and results that the business or organizing unit wants to achieve after-ward. The purposes of organizing the event are:

• Sending business messages to target audiences. At the same time, it is supporting communication campaigns to build and develop the image of investors’ products, services, and brands.
• A good event will help increase the value and public awareness of the company’s brand.
• Develop maximum communication effects outside and inside the event to touch the emotions of event participants and companies’ customers.
• Increase customer connection with businesses’ products and services, thereby enhancing businesses’ competitiveness in the business market.

Depending on the ideation, creativity, planning, choice of implementation plan, and execution ability of the organizing units, there will be different goals and types of events.

6. Role of event organization

Organizing events mainly serves PR and marketing activities, increasing customers and enhancing the brand reputation of the business. Sometimes organizing events will be for sales purposes, meetings, anniversaries, new years, or gala dinners. Event organization is created primarily to attract the attention of the public and the target audience the event wants to reach.

Event organization is an important tool in promoting brands, products, and services. It is second only to activities such as advertising and market research. Businesses want to organize events mainly to polish the brand name of their products and services, thereby reaching target customers and boosting sales. Successful events will create effective communication impacts. On the contrary, if it fails, it will reduce the brand value in the market.

7. Event organization process

Each event often has many different characteristics and properties. Therefore, the event organization process for each program is not the same. Each event needs a clear plan and proposal so that the most professional event organization process possible can be implemented.

In general, the event organization process will be divided into the following stages:

The previous phase started organizing events

• Event organizing companies need to collect information from businesses about the type of event they want to organize.
• Research factors that can impact the event include goals, budget, personnel, and external factors.
• Develop conceptual scenarios and make specific plans for the event; choose the venue, time, and organizational process; manage preparation progress as well as methods of coordination and working between businesses. and event planning company.
• With their experience and professional abilities, the role and work of the event organization company require them to come up with backup plans to ensure the organization of the event minimizes risks.
• Clearly define roles and agree on tasks between the business and the event organizer.
• Design publications and send invitations to business customers or event participants.
• Balance your time and deploy media promotion for your event.
• Transportation, installation, event decoration, and rehearsal before the show takes place.

Implementation phase of the event

• Organize receptions and opening events.
• Organize and manage the main events of the event.
• Organize catering during events.
• Organize accommodation and transportation during the event.
• Organize and carry out supporting activities during the event.
• The logistics staff performs the preparation work behind the scenes.

The final stage of the event

After the event takes place, we will continue to work to resolve tasks, including:

• Promotion and promotion of events
• Relations with event support service providers.
• Financial management during event organization.
• Customer care and event participants.
• Evaluate and learn from experience for future programs.

8. Elements to becoming a professional event organizer

Each profession has a different requirement. As for the event organization industry, this profession requires the pursuer to have an understanding of specific event organization skills and must practice and improve their professional skills every day. Event organization skills to match the changes of the times.

The factors necessary to become a professional event organizer are:

Industry knowledge

To become a professional event worker, you must have a very broad knowledge of professions in different fields. No matter the scale, it requires certain understanding and expertise to easily grasp customer requirements and process customer information in the best way to avoid going off topic or leading to negative activities. unnecessary and cumbersome.

Extensive skills, meticulous attention to detail

Comprehensive ability in event organization is the most important factor for a person in the industry. Event organizers need to put themselves in the perspective of the participants, from all angles, to grasp what is going on and handle the situation promptly and effectively.

Besides general ability, meticulous and specific views are also necessary because even a small mistake in an event will lead to unpredictable consequences. Because one event affects many people in many different ways, event organizers need to anticipate risks and have plans to ensure safety for the smooth running of the event.

Creativity and agility

For an event worker, “professional ethics” means you need to constantly come up with new ideas for customers. This job is both easy and difficult because you must firmly grasp the customer’s insight information to be able to convey what they want: the meaning and message that the event brings. Therefore, it requires the creativity and agility of professional event organizers.

Practical experience

Knowledge is a necessary element but never a sufficient element. There are hundreds of different types of events, and each event has its own characteristics, so acquiring practical knowledge from event organizations is extremely important.

9. Why should businesses choose professional event organizing companies?

Many businesses and individuals want to organize their own events, thinking they will save on organization costs. However, this thinking is not always accurate. There are many reasons why you should seek out and choose the services of professional event organizing companies:

Ensuring quality and safety during the program

A professional event organization company will help you from ideation, planning, content scripting, the process of organizing and running the event, etc. Because that is their profession, they have the professional skills and extensive experience in the industry to advise on your event.

The event organization process is always planned and handed over to the program running departments. From there, ensure that the event always takes place according to plan and script.

Reduce pressure and save time for organizational units

For businesses, work is always very busy and stressful. Spending a lot of time preparing to organize an event yourself is very tiring. And I can’t concentrate on doing well.

Save more energy and work when leaving it to event companies. You just need to provide the necessary requirements, information, and ideas for the event. The rest will be done by them.

Cost savings

The truth is that partnering with event companies can help you save more money than organizing it yourself. Because event organizing companies always have familiar partners in the industry, you can find professional services with preferential prices and good skills for your event organization.

They also have a full inventory of sound equipment, lighting, screens, stages, highly specialized personnel, etc. to help save time organizing events.

Promote images

Event organizers can also help you promote your business’s image to the public through media and social media. They have extensive relationships in the media industry.

Reduce risks and fix them promptly

With experience and service quality, event companies always anticipate risks that may be encountered during the event organization. From there, come up with plans to quickly fix the problem, ensuring it takes place according to the predetermined and most perfect scenario.

10. What are the criteria for choosing an event organizer?

When choosing an event organization, consider the following criteria to ensure the success of the event:

• Many years of experience with high professional capacity;
• Gain prestige and high appreciation in the industry
• Decent service at a reasonable cost
• A team of professional event organizers is ready to help ensure a successful event

Those are the basic elements. In addition, for each different event organization, there will also be selection criteria for each business. Therefore, role, creativity, a good script, and professional capacity are extremely important factors to help choose a better event organizer to ensure a successful event.

HoaBinh Group – with more than 15 years of experience in the industry and a team of event organizers, has successfully organized many and diverse events, from small to large, such as openings, birthdays, anniversaries, running competitions, ground-breakings, inaugurations, product launches, etc. We provide our customers with solutions for a perfect, optimal choice and event experience with the most creative and novel ideas for their customers. organizing your event.

We accompany customers as experts in consulting on the latest event organization solutions today, with costs commensurate with the desire to organize the event and the best quality of service on the market. Please contact HoaBinh Group through our hotline: 0913.311.911 – 0939.311.911 for a free consultation on organizing your upcoming event.