WHAT DOES AN EVENT DO?
Published: Jun 03, 2025 - The Event Professional plans, organizes, and executes events that support organizational objectives and exceed client expectations. This role manages logistics, budgeting, vendor coordination, and on-site operations to ensure every detail is executed flawlessly. The individual applies strong communication, problem-solving, and planning skills to deliver impactful and seamless event experiences.
A Review of Professional Skills and Functions for Event
1. Event Assistant Duties
- Product Knowledge: Provide information about the products and services
- Issue Resolution: Troubleshoot and resolve event issues and concerns
- Customer Support: Provide customer support and handle customer inquiries
- Record Management: Document and update customer records based on interactions
- Quote Processing: Generating quotes, processing payments and reporting claims
- Customer Support: Provide customer support and handle customer inquiries
- Knowledge Development: Develop and maintain a knowledge base of the evolving product and service offerings
- Policy Review: Conducting policy reviews and providing details on updates
- Client Service: Providing excellent client service
- Relationship Building: Relationship building with new and existing clients
2. Event Coordinator Details
- Route Coordination: Coordinate approvals for routes and rest stops from police, departments of transportation, and owners of designated sites for rest stops
- Supply Management: Acquisition and coordination of event supplies
- Resource Compilation: Compile resource guide (hospitals, supermarkets, bike shops, drug stores, banks, etc., along route)
- Donation Solicitation: Solicitation of product donations for events (water, food, etc.) to offset event costs
- Route Scouting: Assist with scouting routes for events
- Procedure Updates: Updating standard operating procedures for events
- Supply Distribution: Manage the upload process for each event, including procurement, organization and distribution of all supplies and equipment
- Issue Resolution: Manage routine processes and address minor issues while collaborating on solving major issues with the Event Director
- Social Media Management: Manage company social media accounts
3. Event Manager Responsibilities
- Project Management: End-to-end national and international event project management
- Client Consultation: Qualifying calls to determine the client’s needs, identifying venues, creating Client Event Proposals
- Supplier Negotiation: Communicating and negotiating with suppliers in terms of rates, conditions and contracts, budget management, etc.
- Revenue Development: Identifying opportunities to increase revenue through new products, additional and improved services
- Team Coordination: Project team management and coordination and logistical coordination of events
- Database Management: Operational management of the event database (planning, registration)
- Revenue Optimization: Maximizing revenue per event and understanding of overall contribution to revenue and P&L
- On-site Execution: On-site delivery and other ad hoc tasks
4. Event Marketing Manager Job Summary
- Event Strategy: Work in close partnership with Demand Generation stakeholders to define monthly in-person, virtual, and hybrid event strategy, calendar, and goals
- Content Alignment: Ensure alignment to overall content themes and industry priorities, showcasing PatSnap's thought leadership expertise and product value to target audiences
- Budget Management: Determine budget requirements and provide recommendations, as well as negotiate agreements with external vendors and partners
- Stakeholder Relations: Build and maintain strong relationships with stakeholders, speakers, guests, partners, and vendors to create exceptional experiences and ensure overall event success
- Project Management: Produce pre-event briefs and own all project management, end-to-end planning, execution, and post-event debriefs
- Promotional Planning: Work closely with the wider marketing team to execute a promotional plan for optimal event awareness, registration and engagement using appropriate channels such as social, email, advertising, and other creative tactics
- Attendance Tracking: Monitor registration lists and provide accurate attendance reports pre- and post-event
- Process Development: Put in place repeatable and scalable processes and templates that leverage best practices
- Market Research: Stay up to date on regional and industry events that can maximize exposure with target audiences in innovative and cost-effective ways
5. Event Planner Accountabilities
- Meeting Planning: Managing the day-to-day activities of planning strategic home office meetings and congresses, including Advisory Boards, Consultants, Investigators and Training Meetings, and Congress activities
- Client Management: Own customer relationships aligned to the event
- Event Reporting: Daily execution of events reporting (registration, budget, travel, etc.)
- Issue Escalation: Program escalation research/management
- Operational Effectiveness: Ensure operational effectiveness for all projects
- Workload Monitoring: Monitor daily workload, quality, and adherence to SLAs
- Vendor Coordination: Assist the manager with 3rd party technologies and vendor relations
- Independent Execution: Onboard, standup, execute and reconcile events independently with limited management oversight
- System Superuser: Be the superuser of 3rd party technologies and vendor relations
- Documentation Management: Assist and maintain department documentation, SOPs, and operational workflows for all customers