The approval process in the events industry

The events industry is a complex web of coordination, involving multiple teams, vendors, and stakeholders coming together to create memorable experiences. With all moving parts and different people involved, the approval process in the events industry can be time consuming if no system is established. 

In this article, we delve into the pivotal role of the approval process within the events industry. We explore its definition, break down its fundamental components, present industry-specific examples, and outline steps to craft a tailored approval process for event success.

What is an approval process? 

An approval process is a structured sequence of steps that event-related tasks must undergo to gain authorisation. 

These steps encompass various teams and individuals who evaluate and decide whether to approve or reject a task. 

If rejected, the task is sent back for revisions, while approval allows it to progress to the next phase. 

With the right tools and resources, automation can streamline many approval processes, but some elements still involve manual reviews. 

In the events industry, an approval process is more than a mere formality—it’s the cornerstone of delivering seamless, captivating experiences. 

From initial concepts to post-event evaluations, each phase of the approval process contributes to maintaining quality standards, mitigating errors, and ensuring alignment with event goals – plus it makes the client happy. 

This underscores the indispensable role that approval processes play in achieving event excellence.

What makes up the approval process in the events industry

Event approval processes encompass elements unique to the industry, tailored to meet the demands of event planning and execution. Here are the core elements that define an event-specific approval process:

  1. Proposals and Concepts

Every event starts with an idea or proposal. Event planners create detailed concepts, which are then submitted for approval by stakeholders. These proposals outline the event’s purpose, target audience, budget, and other critical details.

  1. Stakeholder Approvals

Events often involve multiple stakeholders, each with specific responsibilities. Approval from key stakeholders ensures alignment with event objectives and guarantees that no crucial aspect goes overlooked.

  1. Venue and Supplier Selection

Choosing the right venue and suppliers is pivotal to event success. The approval process involves evaluating options, obtaining quotes, and seeking approval from decision-makers.

  1. Event Design and Layout

The event’s visual identity and layout are essential for creating immersive experiences. Design proposals, including stage setups, decorations, and branding elements, undergo scrutiny and approval.

  1. Entertainment and Speakers

High-profile events often feature entertainers and guest speakers. These selections undergo careful evaluation to ensure they resonate with the event’s theme and objectives.

  1. Budget Allocation

Budgets are the lifeblood of event planning. A comprehensive budget proposal, outlining expenses across various categories, requires approval from finance teams and event managers.

  1. Marketing and Promotion Strategies

The success of an event hinges on effective marketing and promotion. Proposed strategies, including social media campaigns and promotional materials, undergo review to ensure they align with the event’s messaging.

  1. On-Site Logistics

Detailed logistics plans, including transportation, technical setups, and attendee services, undergo thorough evaluation before being approved for execution.

approval process in the events industry

Creating the approval process in the events industry

Crafting a tailored approval process for events requires strategic planning. Here’s a concise guide to get you started:

  1. Define the Event Scope

Clearly outline the event’s purpose, objectives, and target audience. Establish guidelines that align with the event’s mission.

  1. Identify Stakeholders

Identify key stakeholders who should be involved in the approval process. This may include event managers, department heads, and representatives from finance, marketing, and logistics teams.

  1. Establish Review Points

Define specific stages in the event planning process that require approval. These may include concept proposals, budget plans, marketing strategies, and design concepts.

  1. Determine Decision-Makers

Identify individuals or teams responsible for approving tasks at each review point. Ensure their expertise aligns with the task at hand.

  1. Set Permissions and Due Dates

Allocate appropriate permissions to stakeholders based on their roles. Define due dates for approvals to keep the planning process on track.

  1. Maintain Clear Records

Document each step of the approval process, including comments, revisions, and final decisions. Maintain transparency for accountability and future reference. You can use tools for this including excel spreadsheets or project management tools (including things like Clickup, and any platforms that help you create a timeline and allow for task allocation!). ). 

Final thoughts  

The approval process in the events industry is the bedrock upon which successful events are built. By embracing a well-defined approval process, event professionals can ensure a harmonious collaboration among various teams, mitigate errors, and achieve event excellence. 

This process empowers event managers to bring their creative visions to life while adhering to budget constraints and delivering exceptional experiences. 

Through a meticulous approach to proposal, review, and decision-making, the events industry reaps the rewards of standardised workflows and unforgettable events.

Want to just approve events and not run them? Let’s chat!