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Information Management in Events

Image Copyright Patrick Hajzler Management includes acquiring information from various sources and then organizing, retrieving and maintaining that information.

For small size events, you can do information management all by yourself. However for big and very big events you will need an information manager. This information manager may have several assistants depending upon the size of the event.

An information manager is responsible for maintaining database of service providers (like decorators, technicians, DJ, anchor, florist, artists, ushers etc), guests, sponsors, partners, organizers, delegates, speakers, media people, clients and target audience.

The information which is usually managed is the contact details and all the business operations and monetary transactions carried out pre-event, at-event and post event. For e.g. when you hired a particular DJ, how much he asked for his service, how much advance you paid, what were the terms and condition on which there was mutual agreement and things like this.

An information manager is responsible for documenting all such activities. In case of meetings and conferences, he is the one who records the proceedings. He also formulates, prepares and implements the risk management plan i.e. risks related to information management like loss of data due to data theft or hard disk crash.

There are many event management software programmes available on the market which can help with information management.