What does a project manager do for a successful event?

Simple project management often reaches its limits when it comes to implementing elaborate events. What does a project manager do to ensure order from the preparation of the event concept to successful implementation and postprocessing? The answers to this question are many and varied. That’s why we’ll take you through the project manager’s most important tasks when dealing with stakeholders, location, catering, technical infrastructure, and budgets.

Well structured schedules

What does a project manager do at the start of a received order? He or she ensures structured planning of the entire event. The focus here is less on detailed questions about the sequence of proceedings during the event and much more on realistic schedules in the preparation. Numerous deadlines are set in practically all areas of the organization to ensure fluid processes and at the same time create room for last-minute changes. It is enormously important to strike the right balance between feasible targets and too much scheduled time, because when deadlines are a long way off, we humans tend to put them off for the time being. So, a certain amount of pressure is helpful in project controlling to keep efficiency high. At the same time, customers are pleased when they receive regular news from the project manager about completed tasks.

Creating enough time for tasks

Although the project manager schedules individual tasks for maximum efficiency, delays are unavoidable. So, what does a project manager do to prevent the delays? Buffer zones are established so that a few hours and days of delay at the start of a project do not multiply in the long run and jeopardize the entire event. Instead, individual missed deadlines can be compensated for within the planning process, thus providing more security for project controlling. In addition, deadlines are regularly undercut within the process and are again clarified by the buffer zones. In this way, projects can sometimes even be completed before the agreed deadlines.

Focus the project management

While event agencies are often responsible for several events at the same time, we as event architects always focus 100 percent on the project in front of us. Multitasking may be a nice term, but in the end it can lead to three mediocre events being implemented instead of one event being presented at the highest level. For example, catering is waiting for feedback at one location because technical difficulties have arisen at the second location and these need to be prioritized.

What does a project manager do to counteract this state of affairs? Instead of multitasking individuals, at Scenotech we solve multiple tasks of an event as a team. So you get all the important services from feasibility studies to technical infrastructure, and yet the focus is always on the upcoming project. The project manager merges the individual tasks successively in order to achieve an event that corresponds accordingly to your wishes and ideas.