If you have been involved with planning an event or party, you know it takes a lot of work, and things don’t always go as planned. When planning an event for hundreds or even thousands of people at a campus event or conference, the risk increases exponentially.
A facility manager and their team can significantly reduce headaches and bolster your planning. By working with your facility manager, you can delegate responsibilities and take full advantage of their knowledge and expertise.
We will share the differences between facility and event management and list some common questions you should answer for your facility manager to ensure your event goes off without a hitch.
What is the difference between facility management and event management?
There are some similarities and overlaps between facility management and event management, but, ultimately, they are very different.
What is facility management?
Facility management encompasses a comprehensive set of disciplines and activities and is relatively difficult to define because of its broad scope.
We’ll start with the most obvious first. Facility management involves the upkeep and maintenance of all facilities in an academic, corporate, or medical campus.
The facility manager is the main point of contact to ensure all equipment is working as it should, maintain vendor contracts, improve assets, and implement cleaning programs.
But facility management also comprises security, disaster response, building technology, systems integration, and more.
What is event management?
Event management is narrower in scope and pertains primarily to the who, what, when, where, why, and how of events on campus. Event planners act as the project manager for a particular event, festival, or conference.
Some of the most common activities related to event management include the following:
- Managing the event schedule
- Budgeting the event
- Delegating responsibilities to participating staff and volunteers
- Planning how to utilize facility space
- Maintaining event guest lists and handling invitations and event promotion
- Scheduling keynote speakers and presenters
- Identifying resources, supplies, and technology required
How do event planners and facility managers work together?
Event planners and facility managers often work very closely together to plan and manage various campus events, whether for a company, hospital, or academic institution.
When coordinating with a facility manager and their team, an event planner should have the following information available so the facility manager can provide the most informed guidance:
How many attendees do you plan to have at the event?
From venue selection to parking, the number of attendees will figure into much of the decision-making between the event planner and facility manager. Knowing how many people are expected to attend, a facility manager can offer basic recommendations and coordinate with their team to ensure availability. They can also provide information on occupancy limits and other issues related to attendance and facilities.
How will you check attendees in and manage security?
Facility managers are typically responsible for access management and security, so they need to know how you will check people in and direct them to various event spaces. Will you be checking attendees in electronically? Will they have lanyards and name tags to identify themselves as attendees? Is there enough wayfinding for the attendees to know where they’re going? A facility manager will want to know these things to recommend suitable security measures and restrictions.
How long will the event take place?
A facility manager and their team may have to make special arrangements if an event is scheduled to occur after regular business hours or extended all day or multiple days. For example, they may need to adjust power settings and access if a facility is being used when it’s normally unoccupied. They may also need to scale facility services teams up to take on the additional workload, which will require advance notice and planning.
What equipment and technology will you need?
Most conferences and events require various AV equipment and technology to support speeches and presentations. A facility manager will need to know what equipment you have and still need to source and test it and recommend where and when to set it up. If there is an issue, they can also provide alternatives so you’re not scrambling on the day of the event.
Will part or all of the event take place outside?
If your event is outside or there are parts outdoors, your facility manager can ensure you have access to power, water, seating, and other things you need to be fully operational and accommodate your guests. If there is inclement weather, they can also help you create a backup plan to ensure the festivities go on and the event is a success.
Do you need a facility management team to partner with?
As a full-service provider, Berman is a go-to partner for many clients in corporate campuses, hospitals, and academic institutions. As such, we work with event planners and coordinators to ensure their events and conferences run smoothly. If you’re looking for a new facility management provider to create a seamless experience for everyone involved, you’ll be impressed with Berman.