Stages in Organizing of an Event

Explanation of How the Event Organizer Works and Stages in the Implementation of an Event:-

Event Organizer (EO) is a type of service business that is much in demand by various groups, because of the ease in starting this business and can also be done to meet the diverse needs of various industries.

That is because the scope of work of the Event Organizer is very broad, and the types of events or events that can be held are very diverse, so sometimes it is difficult to make a guide that can cover all types of events organized by the Event Organizer.

But in general we can take some of the things that are usually done by Event Organizers, regardless of the type of event or activity, so that it will be easy for those who are new to the EO business.

And that's why in this article, we will give you the way the Event Organizer works, which is common in the field, accompanied by a little explanation and some examples of cases that are common.

You can read our other articles related to branding and marketing such as effective advertising marketing tips , then what types of business strategies you can try, what are the responsibilities of marketing , and many other articles that you can learn.

How the Event Organizer Works :-

How exactly does an Event Organizer carry out its work when managing an event? In the following, we will provide the usual steps, assuming that Event Organizer is involved from conceptualization to execution.

1. Concept Formulation

  • First of all, of course the core team of an Event Organizer will discuss and  brainstorm  to compile the concept of the event to be carried out, starting from naming, the theme of the event, location, and so forth.

  • This stage is the most crucial, because it will affect the amount of budget needed, the technical implementation of the event, determining the source of funding, determining the location, how many human resources are needed, to how much profit is generated.

  • It should be noted, not always that unique ideas can easily be realized and implemented, so at this stage, you should not only dwell on how "unique" the event you are going to create, but also make sure that the event will be implemented and interesting in the eyes of the candidates audience, participants, and or sponsors.

  • A concrete example is the case of the failure of the Fyre Festival event some time ago, where they had the concept of a luxurious beach party on the Bahamas, but did not take into account the difficulties of accommodation, transportation, and logistics that needed to be prepared, and ultimately led to failure.

2. Technical Events

  • The second stage in how the Event Organizer works is the technical formulation of the event from the concept that has been created, which will ensure that all the necessary needs of the concept have been met.

  • This part is very closely related to the experience you have, and certainly very crucial, because if there is one thing that is missed in this section it will have a negative impact during the event.

  • For example you have the concept of making a music concert in the middle of the lake, meaning you have to think about how to build the stage, transport the crew and performers to the stage, how electricity is, lighting, what time and where the event will be held, and also how to ensure the sound produced still good quality.

  • Imagine if you are wrong in regulating the electricity, and there are cables that intersect with lake water and eventually even lead to shorting, damage to equipment, or even endanger the lives of the performers.

  • At this stage, the event's rundown  is usually  started, although later it will still be adjusted to the actual conditions after the place, sponsors, etc. have entered the finalization stage.

3. Arrange the Budget

After the concept and technical implementation of the event have been prepared carefully, the next step is to prepare the budget of the event to be held, so that it can be seen how much the amount of costs required.

This budget will later be divided into several budget and expenditure groups, which generally are as follows:

  • Administration and correspondence
  • Equipment and decoration
  • Stage, lighting and sound system
  • Performer
  • Additional HR
  • Consumption
  • Accommodation and Transportation
  • Publication and promotion
  • Rent location
  • Event Needs

Of course the budget group that we provide is just a general example, and in fact will very much depend on the type of event you are going to organize, but the point is that when compiling the activity budget, you should divide it into groups as shown above.

It aims to make it easier for you to focus on what is needed in the event, and will also make it easier for you to monitor, add, or reduce needs that have been or have not been recorded.

The budget should be made in Excel so that it will facilitate you in definite calculations, and minimize errors when determining the budget of a need.

4. Distribution of Tasks

  • This stage is not commonly found in large Event Organizers that already have their own divisions, but it will very often happen for those of you who are just starting out, or you are forming a committee team.
  • Generally in a new Event Organizer, the core team consists of only a few people, and at this stage you and your partner must determine who is responsible for which needs.
  • For example, A, B, C, and D form an Event Organizer, and they want to hold a soccer tournament, and at this stage they begin to divide tasks where A will be responsible for negotiating with the owner of the location you want to use, then B is responsible in charge of the promotion and publication of the tournament, C takes care of funding and sponsorship, while D will take care of the equipment and human resources needed such as balls and referees.


Stages in the Implementation of an Event:-

Event Organizer (EO) is all about teamwork. There is no story that an event can run with one individual. EO consists of many divisions and work sections that have complex problems and require fast handling at the same time for the same purpose. That is the success of an event, no matter if it is a large or small scale event.

In dealing with an event, generally it will be divided into three stages, namely:

  1. Pre Production (Planning)

    2. Is a determinant of operational smoothness during production. Pre production is good and good, so the production will be lighter. If there are still problems that have not been settled, it will disrupt the production process. There is no success without planning and preparation. The success of an event depends very much on preparing for the event. Even the success of an event can be predicted from this readiness factor. Preparation can be started from forming teamwork plus each person's personal duties.

    The stages in this phase may consist of:

      • Translating ideas into concepts
      • Formation of teams and division of work / tasks respectively
      • Preparation of creative concepts, budgeting, rundown, talent, artistic & design
      •  Determination / survey / observation of places, equipment, accommodation, consumption, transportation, documentation, target markets, audience and others.
      • Production of promotional materials, publications, and event socialization
      • Settlement of administration, contracts, permits, places, ticketing and others  etc..
  1. Production (Excecution)

    2. In this stage the performance of an EO will be seen and observed by many parties. Coordination between sections must be truly effective and efficient, this can be supported by preparation for a mature Pre Production. But sometimes what is planned in Pre-production is often different from what is faced. Because sometimes problems arise when the event is running. So that requires sensitivity in improvisation and more coordination. Resolve smart and internal improvisations first when it comes to teamwork. But if it involves the event as a whole, invite the client to solve the problem together and solve it with smart and safe improvisation for all (for our EO, ​​clients and audience).

    Working in the world of EO is selling services, therefore the event execution stage is a storefront, a place to display merchandise (services) so that people can then glance at the person buying.

    Many product owners, prospective clients and sponsors, viewers and even other EOs that in fact our own competitors who do the assessment of our EO. Whether or not an assessment of an EO can be seen from the EO's performance when holding an event or in the execution stage. When EO is seen working neatly, the event is running smoothly and successfully, the opportunity to get another event project will come naturally.

    The success of this event can be measured by:

      • Readiness of all talents and performers
      • Readiness of equipment and supporting property
      • Security and security readiness
      • Readiness of all crew, such as: show director, stage manager, stage crew, runner, sound engineer, ligthingman and other parts.
      • Running events are held according to rundown
      • Audience response and / or impact obtained
      • Match with the goals and targets that have been set etc..


  1. Post Production (Reporting)

    2. This stage is the stage where the EO is responsible for his work in writing. Any work that is the responsibility of the EO is reported to the client / employer or other relevant parties accompanied by evaluation and documentation, whatever and however an event is running, whether success or failure must still be accounted for.

    Activities in this phase may include:

      • Event evaluation
      • Compilation of reports
      • Submitting invoices

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