A school is a constant center of activity. It has to juggle the various departments and the student body to make sure that everything is running smoothly on a daily basis. However, during special events such as school fairs, foundation week, or commencement exercises, even a school may need some help. This is where events management can come in.
Using the services of an events manager can take a tremendous load off school personnel who are already overworked. Sometimes, it makes sense to outsource help to make sure that a particular project is done professionally and properly. For example, if a school is sponsoring a movie premier or a concert, an events planner may provide specific assistance to the school since they have more experiences handling such events.
The extent of the service of an events management firm will depend on the school.
There are some planners that can be hired on the day of event only. There are those that offer full services who will take you through step by step process. Such as coming up with a concept, preparations, actual event, and evaluation.
In most cases, working side by side with the events planner is the best option. You get the professional help that you need, at the same time, your own school personnel are trained and learn the skills. As a result, you already have a point person with some working knowledge and skills of event planning, management, and execution. You may also get volunteers from the student body and the PTA to work alongside the events coordinator to reduce cost and increase manpower. Your teachers and school staff may also be asked to work on the event day itself as ushers, receptionists or ticket handlers.
When choosing an events manager, ask for referrals.
If you get to attend an event where everything is noticeably well coordinated, find out who the event planner is. Someone from the school may also be assigned to go to a wedding fair where many event planners can be found. You can also Google for some names in your area. Perhaps some school alumnus that has his or her own firm can provide you with a discount. When making your final choice, go with people you believe can do a great job and feel comfortable with. Also, you need to start booking for a planner early since the good ones are booked early on. Whichever firm you work with, make sure you have everything in writing and you maintain an open line of communication. There should be at least one person to represent the school.
If you are the director of a school, make sure that you don’t have too many activities lined up in succession. It will strain school coffers. However, some activities may not be as well-attended as others especially if there are fees involved. Strategically spread out your major activities throughout the year. You may also need to allow for unforeseen disruptions when planning the school calendar so that adjustments will be easy.
With any activity, it takes careful planning and preparation to ensure the success of a project or event. Consider using an events manager for your special projects to ensure its success and your peace of mind.