Wizcraft MIME Internship Experience as Co-Ordinator

While being in an internship with Wizcraft MIME, I got an opportunity to volunteer for the Arijit Singh MTV Music concert that is held every year in all the popular metro cities in India and abroad. It was a two-day event held at Leisure Valley, Gurgaon featuring renowned playback singers non-other than Arijit Singh and his crew of musicians. I was asked to take charge of the event banners for marketing and promotion while looking after the technical production and ticket distribution the other day. I was reporting an operations manager who was single-handedly looking after all the major aspects of the event. We had a team of 50 to 60 members working on the ground in shifts.

I observed and encountered several challenges throughout the planning and execution phases of the process.

1. Artist Management: Booking and coordinating multiple artists posed challenges related to availability, contract negotiations, and logistics. Ensuring smooth communication with the artists, their agents, and managing their travel arrangements, accommodations, and technical requirements were critical aspects that needed careful attention.

2.Technical Production: Co-ordinating stage set-up, sound engineering, lighting design, and audio-visual production required close collaboration with the technical teams. Overcoming challenges related to equipment availability, sound quality, stage design, and troubleshooting technical issues during the event was essential for a seamless experience.

3. Marketing & Promotion: This was the most important segment I was part of. Promoting the concert to attract a diverse audience required an effective marketing strategy. This involved utilizing social media, platforms partnering with local influencers, engaging with music enthusiasts, and leveraging offline advertising channels to build awareness and drive ticket sales.

4. Ticketing and Entry Management: Implementing a smooth ticketing process, including online ticket sales, gate management, and ticket scanning, presented challenges in terms of selecting a reliable ticketing platform, ensuring a seamless entry experience, and preventing fraudulent activities.

5. Sponsorship and Financial Management: Securing sponsorships from corporate partners and managing the event budget were important for financial sustainability.

6. Security and Crowd Management: Ensuring the safety and security of attendees was paramount. Collaborating with professional security agencies, and implementing access control measures, crowd flow management, and emergency response plans were crucial to maintaining a secure environment throughout the event.

7. Permits and Licenses: Obtaining necessary permits and licenses from local authorities to host the concert, including permissions for noise levels, crowd management, and emergency services, required thorough coordination and compliance with legal and regulatory frameworks.

8. Event Experience: Creating an immersive and memorable experience for attendees was a top priority. Challenges included organizing food and beverage options, creating engaging activations and interactive zones, providing seating arrangements, and managing green room and restroom facilities to ensure a positive overall event experience.

Besides these, successful event management involves careful planning, coordination, and execution to ensure that an event meets its objectives and leaves a positive impact on attendees. Here are key elements to consider for a successful event management process:

Clearly Defined Objectives: Start by identifying the goals and objectives of the event. This could include increasing brand awareness, generating leads, fostering networking opportunities, or delivering educational content.

Budgeting and Financial Management: Establish a realistic budget and allocate resources effectively. Keep track of expenses, negotiate with vendors, and consider potential revenue streams such as ticket sales, sponsorships, or partnerships.

Strategic Planning: Develop a comprehensive event plan that outlines the timeline, logistics, and key tasks to be accomplished.

Target Audience and Marketing: Identify your target audience and develop a marketing strategy to reach them effectively.

Venue Selection and Logistics: Choose a suitable venue that accommodates the event’s requirements, including capacity, layout, accessibility, and technical facilities.

Program Development: Craft an engaging and well-structured program that aligns with the event objectives and caters to the target audience.

Stakeholder Management: Identify and engage relevant stakeholders such as sponsors, exhibitors, vendors, speakers, and volunteers.

On-site Management: Execute the event smoothly by coordinating all aspects, including registration, signage, staff management, audiovisual setup, scheduling, and participant engagement.

Evaluation and Feedback: Gather feedback from attendees, stakeholders, and team members to evaluate the success of the event.

Post-Event Follow-Up: Maintain post-event communication with attendees, sponsors, and stakeholders.

By considering each of these key elements and effectively managing each stage of the event management process, you can increase the likelihood of hosting a successful and impactful event.