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Events Planning &Management. Simplified.
eventjuice is an event blog which intends to help people through the various challenges involved in planning and managing all types of events. It is informed by the people I meet within the industry and the events I attend and read about every day.
Building A Career In The Event Industry (Part 1)
“I wish that I knew what I know now when I was younger”
- The Faces
This post is, the first in a series about building a career in the event industry - it’s aimed at event management students and others planning to work in events. I’ve tried to think about, and include the things that I know now, which I think would have helped me when trying to get into the industry.
Building A Career in the Event Industry:
Part 1:Types of Jobs and Organisations in the Event Industry
Part 2: Aspects of Working in Events
Part 3: Ways into the Event Industry
Part 1: Types of Jobs and Organisations in the Event Industry
The event industry is really not as black and white as event organiser, or not. When I started working in events I was surprised by the wide variety of job roles in the industry. For example the company I work for is an event company and it makes money by organising events for people and companies. However, only half of the people in the company actually organise the events, the rest don’t, their expertise range from marketing and product development to finance and IT, but they all still work in the event industry.
I assumed that when I left University I would be an events manager, organising and managing events for a living. I had no idea that job roles, such as product development managers existed in the event industry, so I would suggest looking for a variety of roles in the industry that interest you, and find out what they involve.
To help with this, I selected a range of event-related videos from the career website icould, where you get a glimpse in the lives of people who work for different organisations, doing different jobs in the event industry. They talk about their job, how they got into the industry and what they like about working in events.
Seeing 5000 participants enjoying themselves makes Rachael happy…
Rachael Bee
Marketing and Event Manager
Monthly event - ILUVLIVE
From a family of doctors and studying Science at Cambridge to an Exhibition Coordinator at the Science Museum…
Jennifer Wong
Exhibition Coordinator
Venue: Science Museum
Organises the non-classical gigs and events at the Sage Gateshead, where no two days are ever the same…
Gail Davies
Event Administrator
Venue: Sage Gateshead
He used to be really shy, but dealing with the public has changed that…
Kevin Johnson
Steward and Customer Service Assistant Manager
Company: Eden Project
Jozsef only came to the UK for six months, but after two years can see he has a future here…
Jozsef Pejak
Conference and Banqueting Manager
Venue: Coppid Beech Hotel
Has days when she can’t believe that she gets paid for what she does…
Tamsin Gay
Outdoor Instructor
Activity Supplier: Plas y Brenin
Helps families during the most upsetting and troubling times of their lives…
Brian Litster
Funeral Director
Company: The Co-operative Funeral Care
James gets a buzz out of being paid to jump from arena roofs at 19 metres high…
James Roberts
Circus Performer
Nofitstate Circus
The greatest part of the day is standing at the front looking at a full house of people…
Ian Sime
General Manager
Company: Leeds Grand Theatre
80,000 people watching Basement Jaxx headlining Glastonbury Festival…
Nathan Curran
Musician/Drummer
Band: Basement Jaxx
A major turning point was when John-Paul realised that he didn’t have any qualifications and didn’t know what he was going to do…
John-Paul Russell
Arts and Cultural Development Officer
Company: Belfast Youth Initiatives
Gets up and actually wants to go to work…
Joseph Davis
Stage Technician
Venue: Leeds Grand Theatre
Does a bit of everything at The Pierian Centre…
Tina Lynch
Venue Manager
Venue: The Pierian Centre
To help people work out what type of organisation to work for I’ve split the industry up by buyers and suppliers:
Although it’s not as simple as buying or selling, I think this is a good starting point before job hunting, to work out what type of organisation particularly interests you. So this model shows the primary objectives of organisations operating in the industry.
I’ve also included other organisations that don’t fit into the model but still play an important role in the event industry, such as industry associations and publications.
Click here for Part 2: Aspects of Working in Events
Sometimes things go wrong…[prepare for the worst]
I was thinking about a conversation I had with one of my old music lecturers, where he told me about the days when he used to organise music events, back in the 70s.
He told me about a particular event that went wrong and could have been a complete disaster. If I remember rightly, the headline act was a band called ‘Toilet’ [or something similar], and during their performances they used to let fireworks off from the neck of their guitars.
This event that he organised took place in a large indoor venue, and because he was aware that the band regularly used fireworks during their shows, he discussed with the Venue Manager whether it was safe to do this at the event. They came to the conclusion that the venue wasn’t suitable and therefore the fireworks were not allowed - so he told the band NO FIREWORKS on the night.
However during the gig, the Lead Guitarist shot a firework from his guitar. The crowd went mad with excitement and hadn’t noticed that a sheet of netting across the ceiling had caught on fire, until bits of it started falling onto them. No one in the crowd knew whether it was special effects (because it looked pretty cool) or if it was a real fire, so they assumed the first, and carried on dancing. Even though the Venue Manager and my Lecturer was trying to tell everyone that this was not meant to happen and everyone should get out - they just ignored them. The band carried on playing, in fact the more dangerous it got, the louder and more excited the band became, one of them shouting “this is rock and roll…YEAH!” and the crowd got wilder and wilder.
Eventually my Lecturer wrestled the band off of the stage and the Venue Manager pulled the plug on the sound system, and managed to get everybody out.
He said it was a nightmare, when the fire engines arrived - a group of drunk girls from the gig started flashing the firemen, so instead of quickly putting out the fire, they were checking the girls out.
Thankfully the fire did get put out, nobody got injured and there was no major damage - but the results could have been catastrophic.
So learning from this story, if you are putting on a similar event, here are some things that you can do to prepare in case of an emergency:
Create an emergency plan
that includes…
⋅ crowd management
⋅ first aid
⋅ who the decision makers are
⋅ how to stop the event
⋅ a method to communicate with staff and guests
⋅ the location of the light switches for the room
⋅ the location of the fire exits
Other procedures to do before an event:
⋅ risk assessments
⋅ train staff what to do in an emergency (including meeting points and basic fire training, such as if you don’t know what you are doing, leave it to the experts, because you could make it worst)
⋅ check where the fire exits are and ensure there is good exit signs
⋅ know about the act you’re booking (my Lecturer knew that the band let fireworks off during their gigs, and tried to prevent the incident from happening)
However if you are putting on live events, I recommend reading The Event Safety Guide
A recipe for cocktail making events
Whether it’s a fun evening with friends, part of a hen do, birthday party or a way motivate employees, cocktail making is a fun experience, where people spend the event learning a new skill – the ageless art of cocktail making. Plus if it’s in a bar, there is the advantage that it’ll save you a fortune on an unstoppable bar tab!
Rather than starting from scratch, this post is a quick guide for anybody planning a cocktail making event.
1. Masterclass or cocktail party?
Do you want to be taught how to make cocktails, just try different cocktails, or something in between, such as demonstrations and then tastings? Personally, I think the more involvement the better. If guests leave the event knowing how to actually make one or two of their favourite cocktails then that’s a pretty cool new skill, which they can use at home.
2. Where are you organising the event?
There aren’t any set rules to this, but here are a few pointers:
In a cocktail bar
I think organising a cocktail making event in a cocktail bar (not a pub) is a really good option and the easiest. The venue is the theming for the event, they should have all the correct equipment and a wide range of ingredients to use, but the main advantage of doing a cocktail making event in a bar – is the bar! Pick a venue that has private bar in their function room (make sure you are allowed to use it) and it can be the main focal point of the event, where participants actually get behind a real bar whilst making cocktails. There really is something special about standing behind a bar and is also a great photo opportunity.
At home
Planning a cocktail making event at home can involve a lot of work and if you’re not careful can cost the organiser a lot of money, especially on things like equipment. A way to save money, is to make a list of all the spirits you need, for the cocktails you want to make, and get everyone to bring a bottle and a plate (of party food) to the event - you’ll need to tell people what bottle to bring so that you have the correct ingredients.
Prepare as much as you can before the event, such as cutting lemons and limes, putting ice into buckets (tip: make sure you have a scope for the ice, otherwise people will use their empty glasses, and if one breaks whilst scooping for ice, the whole bucket is unusable) and ensure you have plenty of your base spirits (rum, vodka, whiskey) because they’re the ones you are going to use the most.
Mobile cocktail making supplier
An alternative way to organise this event is to get a mobile cocktail making supplier to come to you – and some of them will even bring a bar! Their services should include professional Mixologists to run the activity, all the equipment and the ingredients needed. Please note that some hotels and bars are understandably unhappy about other suppliers bringing their own alcohol onsite – so make sure you check this with them first, you may need to pay a corkage fee, but that’s better than the supplier being sent away on the day.
Events Agency
If the idea of searching, visiting, checking and comparing venues and mobile suppliers sounds like unnecessary hassle, you could get an event agency to organise this all for you. They should know all the best places in each city and have reliable suppliers that they have used in the past.
3. Food is essential!
It doesn’t need to be a three course meal – but everybody is going to be drinking so make sure food is served during the event.
4. Tasters rather than drinking whole glasses
Rather than participants drinking a whole glass of each cocktail, do tasters first and then guests can pick their favourites to drink after the masterclass. Working in pairs or teams works really well and tasters will save a lot of wastage. Also it’s easier for participants to try and master one or two of their favourite cocktails really well, rather than all.
5. Professional Mixologist
5. Having an expert that is passionate about cocktails makes all the difference. However, the event isn’t school, and the guests won’t want to know every single detail about cocktails – just some interesting facts and fun stories. Bear this in mind, when selecting a supplier.
6. Mocktails
Don’t forget that not everybody drinks. This doesn’t mean you shouldn’t invite them, mocktails can be great fun. You’ll probably find other guests wanting to taste the mocktails as well.
7. Cocktail themed games
The evening doesn’t just have to be about drinking - include some fun (cocktail related) games that groups can do and everyone else can cheer –such as shake offs, lemon and lime squeezing competitions, cocktail making races etc.
8. Classics are ‘classics’ for a reason
Don’t steer too far away from the classics, that is what people want to be able to make. There is a reason why certain cocktails are popular – it’s because they taste good!
9. Design your own cocktail
Have a finale, such as teams coming up with their own cocktail creation. This is a good way to end the event and give some silly prizes to give to the winning teams.
10. Cocktail menu
One last point – provide a menu of recipes for the cocktails people on the night. So that people have something to remember the event and will know how to make their favourite cocktails.
Underground Station for sale…potentially an unusual venue for events?
I came across this on IanVisits. It looks like TFL are selling off a disused Underground Station in Shoreditch and this got me thinking - wouldn’t an Underground Station make an awesome venue for events?
I guess it’s not ideal for meetings, due to the noise from passing trains, but would make an excellent setting for events like murder mysteries, parties and launches. Event organisers certainly wouldn’t need to theme a venue like this.
With a guide price of £180,000 - it sounds really cheap deal, but from the photos it looks like a massive construction project for the buyer.
I don’t know very much about it, but it’s in a great Location, so if you’re interested in reading more about the property click here for further details.
New! The Event Calendar for Event Planners
If you organise events check out my calendar of events and special dates.
Whatever type of event(s) you organise this should help!
Please note that it’s only new and has a while to go before most major UK events and dates for the whole year are in – but it’s getting there and If I’m missing any important events or dates feel free to let me know: [email protected]
Don’t worry about saving this post, there is an ‘events calendar’ button along the top of every page – so you just need to remember ‘event juice’.
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A guide of what to ask when visiting a venue, hotel or site when planning an events
The best way to work out whether a venue is suitable for an event is to go and see it.
They say that the camera never lies, but I think that a massive pitful of the event industry is that venue websites and brochures have a tendency to use misleading images, only highlighting the best parts and purposely missing things like the skip in the middle of the courtyard, the graffiti outside of the conference centre or the dirty old carpet that needed replacing ages ago. And a photo of four water glasses on a tray and a pen shows the potential customer nothing about your conference rooms and facilities.
Over the last six months I visited all the venues (points) on the map, so I’ve put together a list of 30(ish) questions/things to look out for when doing a site visit for an event you’re planning. This should help anyone going on a site visit, especially if it’s your first time. Just remember to take plenty of photos to help jog your memory later on!
Before the visit:
01. Write down your venue contact’s details - full name, department, direct line, email address
02. Check availability for the potential event dates
Venue Location:
03. Find out if the venue is easily accessible for attendees:
nearest…
• tube station (and is it within walking distance?)
• train station (and is it within walking distance?)
• major roads
• airport (how long will the journey take and how much will this cost?)
04. Ask about access for suppliers:
• What floor(s) are the function/conference rooms on (stairs, lift or both? If there is a lift, are the rooms close to it? Are the corridors and doors large enough for the equipment?)
• Is there a loading bay that suppliers can use to unload and load kit? (check for any height or weight restrictions?)
• Does the venue provide parking for the suppliers’ vehicles, if not, where should they park?
05. Find out if there is congested areas near by and what time this mainly happens
06. If there is little/no accommodation at the venue, ask about hotels in the area?
Venue Appearance:
07. What is the style of the building?
08. Look for unique features (inside and outside of the venue) which can be incorporated into a event theme
09. By the end of the visit evaluate the overall condition, standard and cleanliness of the property and think about how it compares with other venues you’ve seen?
Indoor Facilities:
10. Note down any suitable rooms in the venue for the types of events you organise
(write down individual room names, capacities and any other details that will help remind you of each room, such as the shape, whether it was bright and airy, fresh smelling, painted blue)
11. Check the height of the ceilings and width of the doors if you are planning to transport and set up any large activities or equipment
12. Find out the maximum capacity of the largest room for future events that you are planning to organise (theatre and cabaret style)
13. Think about the Rooms’ layout - are there any pillars or rooms in unusual shapes that could hinder any events or activities that you organise?
14. Ask about the facilities available at the venue (whether they’re available to hire or included in the venue hire):
• AV equipment
• dance floor
• decorations from past events
• staging
• tables and chairs
• ability to blackout the rooms
• business centre (what facilities does the BC offer?)
• complimentary extras provided
Indoor events and activities:
15. Does the venue allow the following…
• external caterers to bring ingredients on the premises and cook onsite
• noisy events and activities (are there any noise restrictions?)
• organisers to bring their own alcohol onsite (if so, do you need to pay corkage and how much would this cost?)
Accommodation:
16. Amount of bedrooms available?
17. Types of bedrooms available? (single/twin/double/deluxe)
18. What is the look and feel of the bedrooms?
19. Note down room amenities if necessary
Dining:
20. Type of dishes served in the restaurant?
21. Will the kitchen design and create bespoke menu requests?
22. Is there a room for private dining?
23. Find out the restaurant’s maximum capacity
24. Work out the kitchen’s location in comparison to the function/conference rooms
Leisure facilities:
25. If any, what leisure facilities are available for guests to use?
• Indoor Pool
• Outdoor pool
• Gym
• Spa
•Sauna
• Health club
• Golf course
• Tennis courts
• Treatment rooms
Outdoor areas and events:
26. Does the venue have any outdoor spaces that can be used for events?
• Grounds
• Terrace
• Garden
• Courtyard
• Golf course
• Tennis court
27. Does the venue allow the following…
• Inflatables
• Noisy events and activities (are there any noise restrictions)
• Animals on site
• motorised activities (i.e. quad bikes)
28. Is there a water point outside for events, if required.
29. Do the have a marquee available for events?
Prices:
30. Find out average rates for the venue and what these rates include…
• day delegate rate (DDR)
• 24 hour rate
• room hire charge
• grounds hire charge
• commission rates (if applicable)
• any special offers
• minimum spends
(whether these prices include or exclude VAT)
Additional Info:
31. Find out peak times or any particular days of the week when the venue is not available for events
32. Does the venue have a list of preferred suppliers (i.e. catering, AV, entertainment agency)
33. Ask about future developments or renovations