Managing event resources

Managing event resources

Understanding Resource Management

  • Learn the definition of resource management; it is the process of planning, scheduling, and managing an event’s resources to ensure the event’s success.

  • Recognise that resources can be categorised into physical resources, including venues, equipment, and supplies, and human resources, for instance, event staff, volunteers, and contractors.

Identifying Necessary Resources

  • Begin the resource management process by identifying the necessary resources for the event.

  • Understand that this involves considering the event’s size, location, theme, and audience, as well as the objectives and budget for the event.

Planning for Resource Use

  • Implement strategies for effectively planning for resource use.

  • This includes creating timelines and schedules, prioritising resources based on their importance and need, and revising your plans as needed.

Procuring Resources

  • Procuring resources involves sourcing and securing the necessary resources for the event.

  • You might need to negotiate with suppliers or contractors to get the best prices and conditions, and you should always confirm deliveries and services in advance of the event.

Allocating Resources

  • Master the task of allocating resources, distributing them to where they’re needed most.

  • This requires a good understanding of the event schedule and priorities, and you may need to reallocate resources as the event progresses to meet changing needs or resolve issues.

Managing Resource Use During the Event

  • Understand the necessity of managing resource use during the event.

  • This includes monitoring resource use, resolving issues as they arise, and adjusting resource allocation if necessary to ensure the event runs smoothly.

Reviewing Resource Use

  • Post-event, conduct a review of resource use.

  • This involves evaluating how well resources were managed, identifying any issues or areas for improvement, and using this information to improve resource management at future events.

Efficient Resource Management

  • Finally, know that efficient resource management contributes significantly to the success of an event.

  • It helps prevent waste, saves time and costs, and ensures a high-quality experience for all event attendees.