The Role of an Event Manager: Skills and Responsibilities

Key Takeaways

• Event managers are hospitality professionals who oversee the planning, coordination, and execution of different events.
• Their responsibilities include event planning and organization, budget management, vendor coordination, timeline oversight, on-site supervision, and post-event evaluation.
• To become an event manager, you should obtain a relevant degree, gain expertise through hands-on experience and certifications, and build a strong professional network.

Events are dynamic experiences that require careful planning, precise coordination, and expert execution. Behind every successful event is a dedicated professional ensuring everything runs smoothly: the event manager.

From organizing large-scale conferences to intimate gatherings, event managers bring ideas to life while balancing logistics, budgeting, vendor relations, and on-the-day operations.

What Is an Event Manager?

An event manager is a hospitality professional responsible for planning and overseeing events from concept to completion. Their role extends across corporate events, trade shows, weddings, music festivals, charity fundraisers, and public gatherings. They collaborate closely with clients, tailoring each event not just to meet but to elevate strategic goals all while crafting an unforgettable experience for everyone present.

Since no two events are the same, event managers must be adaptable, resourceful, and proactive in solving challenges before they arise.

Key Responsibilities of an Event Manager

Event management is quite dynamic, and therefore, those working in this area have numerous responsibilities, the fulfillment of which is necessary for the smooth execution of an event.

Planning and organizing events

In the words of best-selling author Dale Carnegie, "An hour of planning can save you 10 hours of doing." For this reason, careful planning is the cornerstone of any successful event.

Event planners begin by outlining event goals, which include showcasing a brand, commemorating a significant occasion, or just uniting people for a common experience. They then have to decide on some important factors, like the employer's overall vision, the event's size, and the target audience.

Once goals are set, event managers oversee logistics such as:

• Selecting the right venue
• Scheduling the event date
• Designing the program
• Securing necessary permits and approvals

Event managers must also consider risk management and prepare contingency plans for unexpected scenarios, such as bad weather for outdoor events, technical failures, or last-minute cancellations.

Budgeting and financial management

In the eyes of attendees, a well-executed event means an enjoyable experience. However, from the perspective of event managers, enjoyment must be balanced with budgeting as well.

One of their main duties is to ensure that venue rental, catering, décor, entertainment, and marketing expenses are effectively managed without sacrificing the quality of the event. The goal is to secure the best value for money.

Coordinating with vendors and suppliers

Event managers rely on multiple external service providers, such as caterers, florists, sound engineers, and security personnel. They must carefully select each vendor based on reputation and budget.

Once contracts are secured, event managers coordinate delivery schedules and oversee setup and breakdown logistics so each vendor fulfills their contractual obligations. Ongoing communication is essential because any misalignment between vendors may result in delays or irregularities.

Ensuring adherence to timelines

Event success hinges on precision. Event managers create detailed timelines outlining every phase, including:

• Vendor arrivals
• Rehearsals
• Guest seating arrangements
• Meal service

The managers in charge monitor the clock throughout the event and make real-time adjustments when needed. A well-structured timeline will help prevent a lot of unnecessary stress for the event team and vendors.

Managing on-site event execution

When the event day arrives, the event manager has to take on an even more active role, supervising every aspect of the setup process and making sure that the décor, lighting, seating arrangements, and technical equipment are in place as planned. Essentially, they should be the first to arrive and the last to leave.

Being present on-site entails handling unforeseen circumstances, such as audio or video issues during a keynote address or unforeseen weather changes at outdoor events. To ensure a positive experience, managers need to be quick thinkers and problem solvers.

Post-event evaluation and reporting

Even when the guests leave, the work continues. Event managers conduct post-event evaluations to assess what went well and what could be improved for future events.

Common methods include:

• Collecting guest feedback through surveys
• Holding debriefing meetings with vendors and staff
• Reviewing budget and financial reconciliation

Another aspect of post-event work is financial reconciliation—ensuring that all payments are settled and tracking the return on investment (ROI).

Essential Skills of an Event Manager

The impact of events extends beyond the immediate experience for attendees. Successful events also have a ripple effect on industries such as hospitality, tourism, and hotel bookings as well.

However, achieving this level of success requires event managers to have a wide range of skills that enable them to handle logistics, coordinate teams, and adapt to unexpected challenges.

Some of these skills include:

• Organizational abilities to manage multiple tasks and schedules
• Leadership skills to direct teams and coordinate vendors
• Communication skills to clearly convey information to clients, vendors, and team members
• Time management to prioritize tasks and meet strict deadlines
• Quick problem-solving skills to identify and resolve unexpected challenges during planning and execution
• Empathy to understand client and attendee needs
• Patience to manage last-minute changes and stressful situations without losing composure

How to Become an Event Manager

Becoming an event manager requires education, hands-on experience, professional certifications, and strong connections. While some naturally develop some event management skills through informal experiences, a structured approach provides the best chances for long-term success.

Earn a relevant degree

An educational background centered on hospitality helps build the knowledge and skills necessary to succeed in event management. Hospitality degrees, such as those in Hospitality Management, Event Planning, Business Administration, or Public Relations, are excellent choices that provide students with the industry-specific expertise needed for this career.

At Swiss Hotel Management School (SHMS), the Hospitality Management BA program is the ideal option for those who want to work in event management. It blends hospitality-focused coursework with business fundamentals and hands-on learning.

For professionals looking to transition into event management from another industry, the Postgraduate Diploma (PgD) in International Hotel, Resort, and Spa Management at SHMS equips them with industry-specific knowledge, hands-on experience, and networking opportunities. Through a combination of practical training, hospitality-focused coursework, and exposure to real-world event operations, the program helps them integrate into the hospitality sector.

There are also options for those looking to deepen their expertise. The MSc in International Hospitality Management offered at SHMS will help prepare graduates to lead in event management as well as other industries such as Luxury Hotels & Resorts and Tourism & Travel.

Gain hands-on experience

While formal education lays the groundwork, practical experience is also needed to master event management. Hands-on opportunities help develop problem-solving skills, adaptability, and confidence in managing real-world challenges.

At SHMS, practical learning is deeply integrated into our programs. Students gain firsthand experience through projects, internships, and collaborations with industry professionals, including volunteering and working with corporate event teams, non-profits, and event planning firms, providing invaluable exposure to diverse event formats and customer demands.

A major advantage for SHMS students is access to the International Recruitment Forum (IRF). Held twice a year, IRF connects students with over 100 recruiters from leading hospitality brands, event companies, airlines, cruise lines, and corporate organizations. This exclusive networking event helps students secure internships and career opportunities worldwide.

Get certified

Certifications in event management can help further validate one's expertise and demonstrate their commitment to the profession. Some of the most recognized event certifications include:

• Certified Meeting Professional (CMP)
• Certified Special Events Professional (CSEP)
• Event Planning Specialist Certification (CEPS)

In a field that is highly competitive, a certification is frequently what makes these professionals stand out.

Build a professional network

For SHMS students, networking opportunities start early. The IRF serves as an invaluable platform for meeting recruiters and establishing career connections. Miklós Kálnoky, an SHMS student, perfectly highlights its importance:

At the IRF, the most valuable thing on offer is opportunity. Surrounded by so many recruiters and representatives of huge brands and companies, all looking for capable and motivated ‘future employees.’ This kind of environment is extremely rare and provides a significant advantage in starting your career. If you present yourself well and showcase your talents and strengths, you can build connections and network with people and businesses that can assist you throughout your career. It's a great opportunity, not to be missed.

Networking is key for long-term success in event management. Beyond the IRF, attending industry conferences, workshops, seminars, or engaging with others through platforms like LinkedIn opens doors to new opportunities and strengthens relationships with potential employers, vendors, clients, and other professionals in the field.

Challenges Faced by Event Managers

While rewarding, event management comes with challenges. Some of the most common challenges professionals in this field face include:

• Unpredictable circumstances

No matter how well an event is planned, unexpected issues can arise, such as last-minute cancellations, bad weather, or technical failures. Therefore, event managers must always have contingency plans in place in order to minimize such disruptions.

• Budget constraints

It can be difficult to produce an event of high quality while staying within budgetary constraints. Event managers must carefully allocate resources, negotiate costs, and find creative ways to maximize impact without overspending.

• Tight deadlines

Deadlines are often tight, and planning multiple events at the same time can lead to high-stress situations. Time management skills and prioritization can help the manager keep everything on track.

• Vendor and supplier coordination

The success of any event depends heavily on reliable suppliers and vendors. Misunderstandings, delayed deliveries, or unplanned cancellations can threaten the success of an event. That is why clear communication and backup plans are necessary to prevent or mitigate such risks.

Tips for Aspiring Event Managers

For those seeking to build a successful career in event management, here are some strategies that can help navigate challenges faced along the way:

• Start small and gain hands-on experience by organizing family gatherings, community events, or local business functions.
• Build a portfolio that includes photos, client feedback, and a thorough listing of your responsibilities in organizing those events, so you can showcase your expertise when applying for jobs or attracting potential clients.
• Utilize digital tools to help with scheduling, budgeting, and task tracking.
• Attend industry conferences, workshops, and networking events to connect with professionals and stay informed about best practices.
• Stay up to date with hospitality trends, such as sustainability initiatives, hybrid events, and immersive guest experiences.
• Always have backup plans and try to anticipate possible challenges.

Step Into the World of Event Management

Event management is an exciting, fast-paced career where no two days are alike—a career filled with opportunities to learn and grow. While challenges are a part of the job, they keep the role exciting, pushing event managers to innovate and adapt.

Success lies in preparation—both in planning events and in professional development. With the right education, such as the structured and industry-driven programs at SHMS, you will be equipped to manage any event successfully.

Frequently Asked Questions

How long does it take to become an event manager?

It depends on the choices you make—earning a relevant degree takes three to four years, but gaining experience through internships and hands-on training may extend the timeline if not already incorporated into the hospitality program.

What industries hire event managers the most?

Event managers are in high demand in the corporate, hospitality, entertainment, non-profit, sports, luxury, government, and public relations sectors.

Can event managers work remotely?

Even though a lot of the communication, coordination, and planning can be done from a distance, in-person presence is frequently crucial for venue management, client meetings, and event execution.