Understanding the Event Management Workflow Process

Event management is a complex process that requires careful coordination and attention to detail. A well-structured workflow ensures smooth execution from initial request to final completion. Let's explore the comprehensive process that professional event managers follow to deliver successful events.

Initiating the Event Request

The journey begins when a customer submits an event request via email. This initial contact sets the entire process in motion and marks the beginning of what will become a carefully orchestrated series of steps. Having a standardized entry point helps maintain consistency and ensures no requests slip through the cracks.

Gathering Complete Information

Once the initial request is received, the operations team conducts a thorough review to identify any information gaps. They then reach out to the customer via email requesting additional details. This crucial step ensures all necessary information is collected upfront, preventing delays and misunderstandings later in the process.

Customer Data Completion

The customer provides the requested additional information via email. This back-and-forth communication helps build a complete picture of the event requirements and expectations. Clear communication at this stage is vital for setting the right foundation for the event planning process.

Multi-Channel Confirmation Process

The operations team confirms receipt of all necessary information through multiple channels - email, SMS, or phone call. This multi-channel approach ensures the customer receives the confirmation and helps establish a professional relationship from the start.

Digital Documentation

The operations team creates a formal event request in the Infinity system, incorporating all provided details. This digital documentation serves as the single source of truth throughout the event planning process and helps maintain organizational consistency.

Departmental Service Allocation

Services are strategically divided and assigned to relevant departments. This specialized approach ensures each aspect of the event receives focused attention from the appropriate experts, maximizing efficiency and quality of delivery.

Supplier Communication

Operators reach out to suppliers via email with specific service requests. This systematic approach to supplier engagement ensures all necessary resources are properly secured and coordinated for the event.

Managing Order Responses

When orders face rejection or partial acceptance, the operations team quickly pivots to alternative suppliers. This agile response system ensures continuous progress and prevents bottlenecks in the planning process.

Implementation Planning

The operations team shares detailed order information with the designated representative through both digital and physical channels. This dual-format communication ensures clarity and accessibility of crucial information.

Event Execution and Expense Tracking

The representative oversees the event execution and maintains detailed records of all associated expenses. While there isn't a standardized expense policy, accurate tracking is essential for financial reconciliation.

Financial Processing

Payment processing follows two distinct paths - online payments are documented and shared with Finance, while cash payments are handled directly by the Accountant team. Both processes ensure proper financial tracking and accountability.

Order Completion Documentation

The operations team formally closes the order in the Infinity system, marking the completion of the event execution phase. This step ensures proper documentation and system updates are maintained.

Invoice Management

The Auditor forwards invoices to the collection team, initiating the final phase of the financial process. This handoff ensures proper financial closure and record-keeping.

Financial Closure

The collection team processes the invoice and updates the GP system accordingly. This final financial step ensures all accounts are properly reconciled and closed.

Process Completion

The workflow concludes with all operational and financial aspects properly documented and closed. This systematic approach ensures every event is managed professionally from start to finish, maintaining high standards of service delivery and financial accountability.

Event Management Workflow: 15 Critical Steps to Successful Event Execution