5 Ideas to help you keep your audience Interested!

The Four Seasons Mumbai

An event is considered one of the best media to showcase and promote one’s services and products effectively.

This is done through delivering quality content, in a closed environment to a concentrated audience. That audience is there only on account of your Invitation.

It is important then, that in order to maintain audience concentration, a healthy level of interaction be planned. This in order to ensure, that their mind stays fresh and ready for a day of conferencing and networking.

This is what can be termed as an Ice Breaker / Energizer / Team Bonding exercise / Filler activity. There are a lot of activities which can be planned in order to veer away from the regular day of conferencing to include a few minutes of fun, which essentially allows your attendees to either break the ice, take in the content already spoken about or just take their mind off all formalities and have fun.

We at www.pegasusevents.in have managed many in the past, and have been able to get a good response from the crowd attending.

Here are some of the activities conducted by us in the past.

1) Drum Circle :

Wikipedia defines Drum Circle as The main objective being to share rhythm and get in tune with each other and themselves. To form a group consciousness. To entrain and resonate.”

Implementing that exact concept within an event can help bring together your entire audience and have them perform one common tune, which creates a feeling of togetherness and is a great ice-breaker. The Drum Circle can be conducted at the beginning or at the end of a conference / seminar / product launch or pretty much any event having a closed door setting.

2) Flash Mob :

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If you are the type of company who likes to surprise their audience, then the Flash Mob is the way to go. “A group of people who assemble suddenly, perform an unusual and seemingly pointless act for a brief time, before quickly dispersing”.

This is an ideal way to get your audience energized and can be done at regular intervals all through the day.

It not only energizes your audience, but has the ability to quickly transform a formal corporate environment to a fun and unconventional setting and then moving back to a formal environment again.

3) Skit :

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These are usually included within the event agenda itself and can or cannot be product specific. Short skits fitted between presentations can be a great media in putting forth a message to your audience, but through a live performance and not through a presentation slide. Although, this is a tricky form of communication, using humor within the skit is a great way to go about it. The impact a skit would create would entirely depend on the actors performing the skit, hence choose wisely.

4) Mentalism / Illusionist:

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An illusionist / mentalist is another great way to keep your audience engaged. Having the illusionist/mentalist take the stage and perform in between presentations can be very engaging and entertaining for the audience. You can have the illusionist / mentalist customize their act as per your company products and have them plan short acts in-between presentations to keep the audience gripped.

5) Fillers by the Master of Ceremonies :

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This is perhaps the most common amongst all companies as far as energizer activities is concerned. The MoC can actually make or break your event. Choosing the correct person for the job is critical in order to prevent your audience from losing interest in the day’s proceedings. It is critical that in between presentations, the MoC creates a list of fillers which can be used at regular intervals during the day, just so that your audience does not lose interest in the content you are trying to deliver to them.

It takes you months of planning and timely follow-ups to actually get your audience to attend your event. The last thing you would want is for your audience to come there and you not getting enough value from it. Hence, we always recommend to our clients to plan these activities within the agenda and it has given us great results in the past.

What event licenses are required for your next company event ?

People often ask me, what is the most important aspect when you organize an event for your client  ? What do we as clients need to account for?  Well, for us, there has always been one response, Event Licenses.

Before any event takes place, there are a set of licenses which one requires to acquire to ensure a smooth flowing event.  Most hotels provide clients the list of licenses ,which they would require to be submitted to them 24 hours before the event begins . There may be slight differences in the list provided, depending on the type of event.

Let us hypothetically consider an event which has everything in it, A company conference without any sponsors or paid attendees. A closed door invitee only event. It is a full day conference with Live Entertainment and a DJ Party to follow.

The list of licenses you would require are :

  • Rangbhoomi License
  • No objection Certificate from the Additional Collectors office
  • No Objection Certificate from the Local Police Station
  • No Objection Certificate from the Traffic Police Department
  • No Objection Certificate from the Fire Brigade
  • Police Commissioners Note

The above licenses come as a cluster of licenses common for any event.

For the DJ at your event, you require :

  • Phonographic Performance Ltd License : For any music apart from music by Yashraj Films.
  • Novex : This license is acquired for any music used at the event which is by Yashraj Films.

If you are having any Live Performance at your event, then you require :

  • IPRS : It stands for Indian Performing Rights Society Ltd. It is issued for any Live Entertainment you plan to have at your event.

Other Licenses Required :

  • Liquor License
  • Public Works Department License : You need to get this when you have a generator at your event.
  • Foreign Artist Permission : Whenever you have people from another nationality performing at your event, you require to get a license for that separately.

Documents you will require to get these licenses :

  • Floor Plan from the venue
  • No Objection Cerificate from the Venue
  • Letter of Application to different licensing departments on your company’s letter head along with an affidavit on a stamp paper.
  • Visa and contract copy between the artists and employee company if you have any foreign artists performing. It would be preferable in this case to get artists on a business visa and not an employment visa.

More often than not, it is advisable to ask the hotel what licenses they would require for the event and accordingly proceed.

So given above are the list of licenses required for your event,  in-case you have sponsors and paid attendees at your event, there is the Entertainment Tax directorate which comes in factoring in details on a subjective event to event basis.

3 Things we relate to from The Pawn Stars

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The Pawn Stars is a reality TV Show about a family run gold and silver Pawn store in Las Vegas, Nevada. The show is centered around the Harrison family, who own the store and how they go about running the business successfully on a day to day basis.

While most part of the show concentrates on American History and everything American , right from Antiques to Guns and rings, there are 3 aspects which we can think of, which can be considered relatable to most businesses and can make you take a step back and think whether you have faced those situations before.

  • No Fear 

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In today’s day and age, businesses are the toughest negotiators while closing a deal. A lot of this is contributed by the amount of existent competition within your industry ,making it harder to get the client to buy at the price you are quoting and one invariably drops their price just to close the sale.

What you notice in Pawn stars, if you have watched the show, is that they never fear the loss of the deal. They have a maximum bid which they offer, beyond which they refuse to go. What they very subtly bring to the fore is one of the oldest principles every sales person learns of, NEVER FEAR THE LOSS OF SALE.

We at Pegasus, try to incorporate this principle always, not because we are rigid and we cant negotiate, it would be stupid to not leave room for negotiation, but we set a ceiling for ourselves, we never drop below a certain standard of quality we set, the standard that clients reap maximum reward out of, even if the client asks us to. Which is when we say NO.

As they always say, “ Quality comes at a price”.

  • Knowing your Buyer/Seller as much as your product/service

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It is obvious, all sales people usually have all the knowledge about their product, the usual mantra being we are the best and we top all rankings etc etc. Many a times, they have little or no idea about how the industry of the person they are meeting operates. This can be a tremendous disadvantage to the seller, because that does not allow them to link their product to the need of the client, which just ends up making it a one sided pitch.

Any product which comes to the shop in Pawn Stars, the owners seem to have enough knowledge about it to negotiate backed by logic, which more often than not allows them to close the deal and maximise their margins.

We have always said, no two events for us are the same. Once we receive the initial brief about the event, we spend as much time on researching what industry the client is from in order to suggest options which would allow the client to derive maximum benefit from the event.

Every event has its constants and variables, we treat even the constants as variable until we are absolutely sure that the event would require it.

  • Always trust the experts :

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Many a times it so happens, in the eagerness to close the deal, people tend to over promise and under deliver. This happens because they tend to commit to things without knowing and understanding what goes into making those things happen.

On the show, they make it evident. Even if they have the slightest doubt, they have a panel of experts they consult for more information. And then, they trust that information completely.

In incorporating that within our business, our expert being our better sense of judgement, we have crafted ourselves the reputation of only taking on what we are sure of delivering and being absolutely vocal about something we are not sure of. The slightest doubt, makes us create contingencies, making delivering on our promises a certainty with all our clients.

5 ways how you can contribute towards making your event successful!

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As a client, you have expectations. You want to organize a fantastic event for your clients in a cost effective manner, and generate maximum return on investment out of doing so.

You want to be on top of your game, and you want to create a long lasting impression which your audience will remember until the next event you organize.

You want them to expect better and more when they attend your company’s next event.

You have 2 options here :

  • Try to become an event manager and be the jack of all trades, where you try to do everything and end up giving little attention to what will actually give you a return on your investment.

OR

  • You hand over the event execution to companies such as our’s, who do this everyday, so that you can concentrate on furthering relations with your attendees and ensuring your guests feel welcome out of attending the event.

Our guess and our hope is, that you want to be number 2. Unfortunately, from our experience, it is close to impossible for you as a client to completely let go, which is absolutely normal for any person.

Before you get into a conundrum and start wondering, how then will you manage both ,Read further for how you can help to ensure a smooth flowing event and at the same time have enough time to concentrate on your business.

  • Trust your event planner :

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This we list down first, because it is that critical to ensure a successful event. We always encourage our clients to be absolutely transparent and candid about what they expect. If you were to hold back any information related to the work we do, it can have adverse effects on the over all functioning of the event.

Your event is important to us, as it is to you and us seeing it from your perspective is extremely important to ensure flawless execution.

  • Be the single point of Contact :

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With most companies, more often than not, more than one person is assigned the responsibility of seeing the event through.

What is most recommended by us, is for us to have one point of contact in order to ensure one clear channel of communication and to avoid miscommunication.

This practice gives your event an organized approval structure and makes all event processes quicker and more efficient.

  • Follow Timelines :

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This is one of the most important aspects. Almost all event companies will give you a sheet, which will list down when specific things such as Podium presentations, attendee lists, approvals on event graphics and agenda are required latest by.

The reason for this is obviously to back up on all the finer details involved within the event. The event only gets as good as what the presenters and audience make it, Hence always meet those deadlines.

  • Hierarchy:

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This is a subtle reference to point no 2. While we expect a single point of contact at the clients company, it is critical, especially during the event that only the event planner who you have been dealing with be handed out instructions.

On the day of the event, you will see many event staff doing many different things, all directed by one person. If you were to hand them a set of instructions apart from what they are doing it would upset the wagon wheel completely, breaking a sprocket in the entire event machinery. Always ask the event director on site to assign someone for something you require.

To give you an example : If 2 hosts are assigned the responsibility of registration, and you ask them to escort a VVIP to their seat, they may do so, but that makes you vulnerable to losing the visiting cards collected at the registration desk and also leaves your registration desk unattended.

  • On the day, leave it to the experts:

This pretty much, is a compilation of all the above points put together. The reason to mention this though, is because most clients don’t realize that this is what your event planner prepared for since they first received the brief.

What we encourage our clients to do is, after the dry run is completed to leave the console and logistics in our capable hands and you enjoy the event, with your point of concentration being your attendees and speakers.

5 Events you can organize to help grow your business with immediate results!

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Events according to us have always been the best tool any company can use to grow their business. We believe 9 out of 10 businesses can generate tremendous results out of organizing an event.

Below we highlight 5 Different events which you can organize to transform your business. You would best judge which type of event suits you best.

  1. Customer Networking.

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Gather a few of your best customers together for Drinks and Dinner. It is a great platform to ease out the pressures of a board room environment and have a relaxed conversation. Tell them your plans, ask their opinions. You will get really useful feedback to help you in your business and you can offer them a good deal if they decide to take up your newest product/service in the near future.

80% of your business will come from the top 20% of your clients, this just provides a personal touch to your regular clients which is unparalleled and helps further build on the relationship you share with them.

  1. If you are the best, show people you are.

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You are an expert at what you do, simply by constantly innovating and making a business out of nothing. So, you have lots of handy information you can use to share with your current clients and impress upon your potential clients. You can organize an event where you teach them about the best practices in your industry. This shows your expertise and reinforces their confidence within your company.

This not only applies to B2B ( Business to Business ) companies but to B2C (Business to Consumer ) companies as well. To give you an example,  A consumer brand can run a BTL ( Below the line ) Activation campaign about how their product is different from that of competitors, they could possibly also have some kind of Sampling at the campaign. This will make your targeted audience feel more comfortable with your brand , thus making them buy.

  1. Workshop / Product Demonstration.

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Often, your clients will really like the idea of what you do, but aren’t really sure how to make the best use of your products and services. So, demonstrating and walking them through the entire process will simply move them closer to buying your product. Webinars and online tutorials work as well, however events are all about personal touch. This would mainly apply to IT / Networking Infrastructure companies more than others. Or any company dealing with softwares of any sort.

A workshop can be very effective. This approach allows you to address a specific issue, and then allows you to pitch your products or services as the answer.

  1. Site Visit.

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If you have a Factory, Warehouse or business location, an open day is a fantastic way to let people see your business in action. They will feel like they know your business better, and be more confident in the product / service you offer.

You will be surprised at how many of your customers and potential clients would LOVE to know more about what goes on in the background—and this will make them more likely to purchase.

  1. Annual Get Together.

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Getting people together to meet you and talk to each other can be very effective, and an Annual party or an occasion specific party is the perfect way to do this.

Whether you host this at your own location or have people somewhere else, think about holding a party and inviting clients, and your “business friends.” People will talk to each other about how great you are and will take the chance to speak to you about a potential business opportunity.

You have a group of people around your business network who would probably like to meet each other. This is particularly true for B2B companies, but also applies to many B2C (Business to Consumer) organisations as well. Facilitate that meeting, by getting them in the room together and making some useful introductions ,you will become popular in their eyes. For Eg. If you were to bring together an Event Company, A social media company and a Hotel. That would lead to one powerful conversation and at the same time, your business designing business would come to the fore with all three.

We at Pegasus have always thought, events are the best tool to further your business and we can most definitely provide you with the best platforms possible to do so!

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