What skills does a event manager need?

A event manager needs 18 essential skills including develop event topics, negotiate contracts with event providers, coordinate events, confer with event staff, review event bills. Core competencies include .

Will AI replace event manager jobs?

The AI disruption score for event manager is 30/100 (low risk). Some tasks may be automated but the role will evolve rather than disappear entirely.

AccountancyBusiness and administration associate professionalsISCO 3332

event manager

Event managers plan and oversee events such as festivals, conferences, ceremonies, cultural events, exhibitions, formal parties, concerts, or conventions. They organise every stage of the events planning the venues, staff, suppliers, media, insurances all within the allocated budgetary and time limits. Event managers ensure the legal obligations are followed and the expectations of the target audience are met. They work together with the marketing team in promoting the event, searching new clients and gathering constructive feedback after the events took place.

About event manager

As an event manager, you will plan and orchestrate a diverse range of events including conferences, festivals, exhibitions, concerts, cultural events, and formal ceremonies. Your role is highly strategic and requires coordinating multiple stakeholders, vendors, and team members to execute seamless events within budget and time constraints. You will handle negotiations with service providers, manage staffing and logistics, arrange insurance and legal compliance, and ensure that all elements work together to create memorable experiences that meet client expectations. Event managers are problem-solvers who thrive in dynamic environments, managing everything from venue selection and setup to post-event evaluation and feedback gathering. In Poland's growing events industry, with an increasing number of conferences, trade shows, and cultural events, event managers are in high demand. Career opportunities span corporate events, hospitality, tourism, and entertainment sectors, with potential for advancement into senior event coordination, event production companies, or specialized event consulting roles.

Key Work Functions

Core areas of responsibility for a event manager.

Event Planning and Strategic Development

Develop comprehensive event concepts and themes that align with client objectives and target audience
Create detailed project plans including timelines, budgets, and resource allocation
Scout and select appropriate venues that meet event requirements and capacity needs
Develop event topics and unique selling propositions to attract participants and sponsors
Plan presence at professional events to network and identify new business opportunities

Vendor and Contract Negotiation

Source and negotiate contracts with event service providers including caterers, AV companies, and decorators
Consult with exhibition organizers and venue managers to optimize logistics and layout
Review event bills and invoices to ensure accuracy and manage cost controls
Negotiate favorable terms and maintain strong supplier relationships for future events

Logistics and Coordination

Coordinate events across multiple departments and external partners to ensure seamless execution
Arrange all event needs including equipment, materials, signage, and technology setup
Organize participant registration systems and manage attendee communications
Direct event administrative details including insurance, permits, and legal compliance requirements
Supervise event staff and vendors to ensure professional service delivery throughout the event

Marketing and Stakeholder Management

Work collaboratively with the marketing team to promote events and increase visibility
Search for and identify new clients and sponsorship opportunities to expand the event portfolio
Confer with event staff and stakeholders to align on goals, roles, and expectations
Educate stakeholders on sustainable tourism practices and responsible event planning

Event Execution and Monitoring

Monitor event activities in real-time and manage any issues or changes that arise during the event
Oversee setup, operations, and breakdown of events to ensure quality and safety standards
Maintain detailed event records including schedules, vendor contacts, and budget tracking
Evaluate event success through post-event analysis and participant feedback collection
Work with respect for own safety and encourage safe practices throughout the event

European Skills Framework

Skills and knowledge areas required for this occupation based on European classification.

Essential (18)

develop event topicsdevelop event topicsList and develop relevant event topics and choose featured speakers.negotiate contracts with event providersnegotiate contracts with event providersNegotiate contracts with service providers for an upcoming event, such as hotels, convention centres, and speakers.coordinate eventscoordinate eventsLead events by managing budget, logistics, event support, security, emergency plans and follow up.confer with event staffconfer with event staffCommunicate with staff members at a chosen event site to coordinate details.review event billsreview event billsCheck event bills and proceed with the payments.arrange event needsarrange event needsEnsure that event needs such as audio-visual equipment, displays or transportation are met.organise event participants' registrationorganise event participants' registrationOrganise the official registration of event participants.direct event administrative detailsdirect event administrative detailsDirect administrative tasks that go with an upcoming event, such as financial operations, dissemination of promotional materials.supervise event staffsupervise event staffSelect, train and supervise volunteers and support staff required for events.plan presence at professional eventsplan presence at professional eventsUse your personal network to inform your contacts of your current and upcoming professional events, such as premieres, performances, workshops, open rehearsals, fairs, and contests. Create a calendar ...educate on sustainable tourismeducate on sustainable tourismDevelop educational programmes and resources for individuals or guided groups, to provide information about sustainable tourism and the impact of human interaction on the environment, local culture an...plan eventsplan eventsPlan programmes, agendas, budgets, and services of an event according to customers' requirements.monitor event activitiesmonitor event activitiesMonitor event activities to ensure that regulations and laws are followed, look after satisfaction of participants, and resolve any problems should they arise.work with respect for own safetywork with respect for own safetyApply the safety rules according to training and instruction and based on a solid understanding of the prevention measures and risks to your own personal health and safety.maintain event recordsmaintain event recordsMaintain records of every administrative aspect of an upcoming event, including financial details.evaluate eventsevaluate eventsEvaluate the success of recently organised events, making recommendations to improve future events.consult exhibition organisersconsult exhibition organisersLiaise with exhibition organisers to discuss themes, ideas and products.plan scheduleplan scheduleDevelop the schedule including procedures, appointments and working hours.

Optional (21)

virtual realityvirtual realityThe process of simulating real-life experiences in a completely immersive digital environment. The user interacts with the virtual reality system via devices such as specifically designed headsets.ecotourismecotourismThe practice of sustainable travel to natural areas that conserve and support the local environment, fostering environmental and cultural understanding. It usually involves the observation of natural ...augmented realityaugmented realityThe process of adding diverse digital content (such as images, 3D objects, etc) on surfaces that exist in the real world. The user can interact in real-time with the technology by using devices such a...liaise with event sponsorsliaise with event sponsorsPlan meetings with sponsors and event organisers to discuss and monitor upcoming events.manage budgetsmanage budgetsPlan, monitor, report on the budget and prepare set production budgets.write risk assessment on performing arts productionwrite risk assessment on performing arts productionAssess risks, propose improvements and describe measures to be taken on a production level in performing arts.select event providersselect event providersEvaluate and select the right providers of the right services, according to the customer's specific requirements.engage local communities in the management of natural protected areasengage local communities in the management of natural protected areasBuild a relationship with the local community at the destination to minimise conflicts by supporting the economic growth of local tourism businesses and respecting local traditional practices.obtain event permitsobtain event permitsObtain all permits that are legally necessary to organise an event or exhibition, e.g. by contacting the fire or health department. Make sure that food can be served safely and in accordance with all ...determine event objectivesdetermine event objectivesCommunicate with customers to determine the objectives and requirements for upcoming events such as meetings, conferences, and conventions.document safety actionsdocument safety actionsRecord all actions taken to ameliorate health and safety, including evaluations, incident reports, strategic plans, risk assessments.use e-tourism platformsuse e-tourism platformsUse digital platforms to promote and share information and digital content about a hospitality establishment or services. Analyse and manage reviews addressed to the organisation to ensure customer sa...promote virtual reality travelling experiencespromote virtual reality travelling experiencesUse virtual reality technology to immerse customers into experiences such as virtual tours of a destination, attraction or hotel. Promote this technology to allow customers to sample attractions or ho...improve customer traveling experiences with augmented realityimprove customer traveling experiences with augmented realityUse augmented reality technology to provide customers with enhanced experiences in their travelling journey, ranging from exploring digitally, interactively and in more depth tourist destinations, loc...support local tourismsupport local tourismPromote local products and services to visitors and encourage the use of local tourism operators in a destination.contribute to the programmer's reflection processcontribute to the programmer's reflection processDiscuss previous seasons and projects in order to link them to to artistic trends, styles, etc. Help programmers and direction describe their artistic vision for the institution, programming season, v...support community-based tourismsupport community-based tourismSupport and promote tourism initiatives where tourists are immersed in the culture of local communities usually in rural, marginalised areas. The visits and overnight stays are managed by the local co...solicit event publicitysolicit event publicityDesign advertisement and publicity campaign for upcoming events or exhibitions; attract sponsors.use resource-efficient technologies in hospitalityuse resource-efficient technologies in hospitalityImplement technological improvements in hospitality establishments, as connectionless food steamers, pre-rinse spray valves and low flow sink taps, which optimise the water and energy consumption in d...food waste monitoring systemsfood waste monitoring systemsThe characteristics, benefits and ways of using digital tools to collect, monitor and evaluate data on food waste in an organisation or hospitality establishment.manage conservation of natural and cultural heritagemanage conservation of natural and cultural heritageUse revenue from tourism activities and donations to fund and preserve natural protected areas and intangible cultural heritage such as crafts, songs and stories of communities.