At Live Impact we're regularly asked: what does an event project manager (or event manager) actually do before and during an event? The answer lies, in large part, in everything you don't see on the night itself.
An event that runs smoothly looks effortless. But behind that smoothness sit months of planning, coordination, supplier liaison and run-sheet work. That's the project manager's domain. He or she is the linchpin who holds all the threads together: from brief to drinks.
The project manager is responsible for the full preparation and delivery of the event. That starts with translating the brief into a concrete plan. Which suppliers are needed? What's the timeline? And what are the critical decision points?
Next, the project manager coordinates all the parties involved: venue, caterer, technical production company, performers, print suppliers, audiovisual firms. Everyone has their own schedule, quote and point of contact. The project manager is the central point that brings it all together.
Another core task is budget management. Corporate events can carry high costs, and a good project manager keeps precise track of the total spend. Through an extensive supplier network, he or she can usually buy sharply and guarantee dependable quality.
On the day of the event, the project manager is the operational lead. He or she is there early, coordinates the build, watches the timeline and solves problems. Often before the client even notices them.
The project manager has made a detailed run sheet (minute by minute) and is in constant communication with the technical producer, show caller and stage manager. If anything deviates from the plan, the project manager knows first. And usually already has a solution.
Afterwards, the project manager handles the breakdown, the supplier settlements and the evaluation. A good wrap-up conversation (what went well, what could be better) is the basis for an even better next event.
Many companies organise their first events internally. That works fine for small gatherings. But as soon as the event gets larger, more complex or more strategically important, it pays to bring in an external agency.
An external project manager brings what's rarely there internally: expertise, a supplier network and creative distance. He or she has organised dozens of comparable events, knows what works and knows the pitfalls. And if something goes wrong, they have the experience to adapt fast.
At Live Impact the project manager is always part of a team: alongside a concept thinker and a technical producer. So you have one point of contact for the whole journey, from concept to confetti.
A good event project manager combines a keen eye for detail with the ability to keep the overview. He or she is proactive, not reactive, and always stays a step ahead of the schedule.
Communication is the heart of the craft. A project manager works at the same time with the client, ten suppliers, the internal team and the venue. Everyone needs the right information in time. That calls for clear, direct communication and flawless administration.
And finally: calm under pressure. On the day of the event, things always go differently than planned. A good project manager takes that in their stride and resolves it without the client noticing a thing.
The cost of a project manager depends on the size and complexity of the event. For small events (up to 100 people) reckon on 40 to 80 hours of project management. For larger events (100 to 500 people or more) this rises to 100 to 250 hours.
At events agencies the project manager is usually included in the agency fee or the hourly rate. At Live Impact we always work with a transparent budget: you know in advance how many hours go into the management. And what we do for you.
A good project manager pays for themselves. Through better supplier rates, smarter choices and avoiding expensive mistakes. But also through something harder to put a figure on: the certainty that it will turn out well.
At Live Impact the project manager is the person who treats your event as if it were their own party. From the first brief to the last invoice. So you can focus on what matters: your people, your message and your guests.
Want to talk through what a project manager could mean for your event? Call us on 085 401 40 14 or email hello@live-impact.nl.
Seriously fun.
Yes. Live Impact is a concept agency for corporate events. We help with the complete process: from first brainstorm and concept development to venue selection, programming and production.
Whether you're planning a staff party, conference, kick-off, anniversary or client event: we think along. We ask sharp questions and make sure the result stays with people.
Get in touch via hello@live-impact.nl or call +31 85 401 40 14.
Start at least three months ahead. For large events (300+ guests, complex production), six months is more realistic.
The organisation runs in four phases. First lay the foundation (12 to 10 weeks before the date), then concept and partners (10 to 6 weeks). Then the detailed work (6 to 3 weeks) and finally execution plus aftercare in the last 3 weeks. Popular venues and artists are quickly booked up in autumn.
A good brief contains at least six elements. They are: the objective, the target audience, the number of guests, the preferred date, the budget and prerequisites (venue, dietary requirements, travel time).
Write it on a single A4. Share it with your project team and your agency. Without a brief, everyone works from assumptions. That delivers a messy result.
A staff party is specifically for staff: internal, familiar, and the mood is looser. A corporate event is broader and can be a staff party, but also a conference, kick-off, anniversary or client event.
The difference lies in the approach: a staff party is about celebrating and connecting. A corporate event can also serve strategic goals, such as knowledge sharing, brand positioning or culture change.
A corporate event costs around €200 to €500+ per person ex. VAT for 250 to 500 guests. For 500 to 1,000 guests, expect around €150 to €400+ per person. For 1,000 to 2,000 guests, expect around €125 to €350+ per person. For more than 2,000 guests, expect around €100 to €300+ per person. All amounts excluding VAT, including venue, catering, entertainment and production.
The exact budget depends on the type, the venue and the programme. The brackets above indicate the range for an average corporate event.