A Comprehensive Practical Guide from Planning to Closure
Introduction
Successful event management goes beyond just booking a venue and coordinating schedules; it is a comprehensive project that integrates budgeting, procurement, inventory, marketing, sales, operations, and maintenance, all under precise financial and operational control. Koshof provides a unified platform that connects operational and executive units, managing the entire event lifecycle from concept to final report with consistent data, clear permissions, and a well-controlled approval workflow.
What is Event Management in Koshof?
An event in Koshof is a unified operational entity linked to:
- Planning and Projects: Tasks and responsibilities
- Finance: Budget, cost items, commitments, invoices, collections
- Procurement: Bid evaluation, purchase orders, payments
- Inventory and Logistics: Equipment booking, issuance and returns, batch/serial tracking
- Sales: Tickets/sponsorships, sales orders, invoicing
- Maintenance (CMMS): Site assets/equipment, preventive maintenance, equipment servicing, work orders
- Analytics: Unified dashboards for profitability, attendance, and operations
All of this is managed from a single event record with role-based permissions and full audit trails.
Event Lifecycle within Koshof
Planning and Approval
- Define the event: name, date, venue, capacity, objectives, and audience
- Create a cost center/project linked to the event
- Prepare a budget with line items (venues, hospitality, marketing, security, contingency)
- Approval workflows for budget and financial limits
- Outputs: “Preliminary” event + “Approved” budget
Supplier and Procurement Management
- Classify suppliers (venue, hospitality, AV, security, printing, transport)
- Automated bid comparison (price, terms, SLA, delivery date)
- Issue purchase orders linked to budget items and payment schedules
- Outputs: clear financial commitments, confirmed delivery dates
Sales, Tickets, and Sponsorships
- Define ticket categories: early bird, regular, groups, partners
- Activate sales channels: landing page, POS, reseller partners
- Invoices for sponsorships and electronic payment links for tickets
- Real-time reports: sales rate, capacity occupancy, collections
Marketing and Registration Management
- CRM synchronization to convert leads into participants
Logistics and Inventory
- Book and prepare equipment: stages, screens, cables, giveaways
- Inventory issuance requests and delivery/receipt records
- Track batches and serials for sensitive devices and manage post-event returns
Maintenance and Readiness (CMMS)
- Register assets: venue, generators, sound/lighting systems, alarms
- Preventive maintenance before/during the event, safety checklists
- Immediate work orders for faults, recording technician hours and spare parts
- Outputs: Ready-to-Run readiness report
Event Day Operations
- Entry points with QR ticket scanning and real-time verification
- Operations dashboards: attendance, occupancy, faults, task status
- Incident management: instant work tickets, team notifications, response time tracking
Post-Event: Settlement and Closure
- Reconcile ticket and sponsorship sales, issue final invoices
- Bank payment matching
- Equipment inventory and returns reconciliation
- Profitability reports by event, channel, and ticket number
- Document lessons learned and close the cost center
