Tag Archives: corporate event manager

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!

Bright Ideas For Better Event Signage

Signage is one of those details that’s easy to do on autopilot, especially if you’re planning a recurring event. Here are some creative, out-of-the-box ideas for making your logo, event information, and displays stand out.

This article has been borrowed from Bizbash, written by Martha  C White.

1. Turn unlikely elements into signage. For a retail client’s 3,500-attendee incentive trip, Katie Fraser, U.S.A. general manager for event management agency Cievents in New York, printed sponsors’ names on helium-filled Zygote balls that change color when touched. “The balls were used during the beginning of the conference session, while everyone was in the room, to add some energy before the session started,” she says, and the sponsors appreciated that attendees had a literal hands-on experience with their names.

2. Combine fabric and LEDs for a chameleon display. Suburban Chicago-based Moss Events built what marketing communications manager Mel Marzan calls a “color wash wall.” Fabric is stretched into a frame lined with remote-controlled LED lights that change color. The fabric diffuses the light for a subtle effect, and the planner can change the brightness or color depending on what else is taking place in the space. Make it bright and eye-popping when attendees first arrive, then dim it when the lights go down for speeches or presentations.

3. Create logos with products. “We once created a client logo using different colored apples that were mounted on an angled board as you walked into the space,” Fraser says. Other than produce, items ranging from electronics to consumer packaged goods, such as cell phones or cereal boxes, could be pressed into service the same way, she says.

4. Mix up your video feed. A wall of LED panels can deliver a great visual statement, but it’s a significant investment, so you don’t want attendees to tune it out. Since just a scroll of sponsor or donor names can get monotonous, mix it up with a montage of photographs that tie into the group or event’s theme, quotes from the group’s leaders or beneficiaries, or other visually stimulating imagery, suggests Merryl Brown, president of Santa Barbara-based Merryl Brown Events. “We’re constantly disseminating information via the LED walls,” she says. She also uses the LED wall to provide real-time updates on time-sensitive topics like upcoming awards and silent auction schedules.

5. Use themed “human arrows” to guide attendees. Instead of having staff members or arrows on easels pointing the way to a nearby off-site venue, Dani-Lee Landa, director of sales for destination management company 360 Destination Group in Los Angeles, had acrobats, jugglers, and stilt walkers holding arrows to direct attendees from the Loews Santa Monica to the pier for a financial group’s circus-theme event last year.

6. Build fabric walls. Print and layer fabric panels for a visually arresting effect, Marzan suggests. For a Symantec trade show exhibit booth, Moss Events created illuminated fabric walls that were printed with the company name to construct the booth’s sides. Inside, curved, semi-sheer fabric “walls” offered buyers a more private space to meet with sales reps without cutting off light or sight lines. “Both can be see-through meshes, or the back one can be solid, and you get different effects with each,” he says.

7. Make a logo come to life by adding animation. For the 50th anniversary gala of the Scholarship Foundation of Santa Barbara two years ago, Brown wanted to create movement but was working within a budget that ruled out an LED wall. Instead, she designed an animation of the group’s logo—an open book—that morphed into flying birds. She hung flat draping all the way around the room and used moving projectors to display the animation, pausing the visuals during speeches and presentations.

Your Event Is A Recipe – Use The Right Ingredients!

The way to a man’s heart is through his stomach. The way to a client’s heart is through an event. A perfectly crafted one, at that.

Creating a flawless event experience requires the same amount of precision and skill that goes into producing a sensational recipe – one that your attendees will remember for a long time.

Adnan Morbiwala, Chief – Sales and Marketing at Pegasus, has made a quick fix of elements that you would require, to become the Masterchef of event planning:

Ingredients :

  • Venue (Vessel)
  • 20 existing clients –  which give you 80% of your business
  • 80 prospective Clients –  audience who will hear about your services from the top 20 % of your clients
  • One serving of a grand stage
  • A dash of sound, a hint of lights and a dollop of AV Equipment.
  • An agenda for networking
  • Entertainment to taste

Method :

Clean and prepare the venue.

Once ready, add the intricately designed stage, making sure all brand guidelines are followed,  along with the equipment and console.

Dry run through the agenda to make sure every thing is in top form.

Throw in your support staff with assigned duties, to marinate stage and equipment.

Let it rest for at least 60 minutes.

Add your current clients and company management who would be setting the tone as speakers, for a taste of what your brand stands for.

Give your support staff, stage & equipment and current clients, along with company management a good mix, just so that all of them have blended well.

Now you are ready to add your prospective clients. Mix well to ensure the prospective clientele combine with your stage, sound, lights, AV, branding material  and current clients. Give enough networking time for the mixture to merge and collate.

Garnish with a good choice of entertainment with cocktails and food.

Preparation time – 3 Months

Serves – 1 Company.

For us planning an event is just like cooking a great meal, all you need is a good chef.  The Pegasus team always ensures to provide you with the right ingredients which help boost sales and gain new business through what experiential communications really is – an experience. We provide your guests an experience which takes them a lot of time to digest, albeit intentionally, and one which people remember for years to come.

 

Why You Need to Treat Your Staff as Well as Your Attendees

This post has been written by Kristi Sanders from Event Planning, a blog by Cvent.

There’s a triple bottomline to sustainability: people, planet, profits. The last two are pretty clear, but how are you supposed to treat people sustainably?

The answer is simple: Like human beings.

How often have you served a three-course banquet to your event attendees while serving your staff sandwiches? For that matter, how often do you enjoy a full meal while you’re onsite? That’s not sustainable.

People have limits beyond which they burn out and cease to be productive. If you want your employees to give you 100 percent, you can’t demand they always be “on.” You need to give them sufficient breaks to recharge, adequate nutrition on-site and enough hours “off the clock” that they can sleep more than 5 hours a night.

In order to do that, you need to stop yourself from:

  • Sending emails after hours and on weekends. What’s work-related needs to be limited to work hours.
  • Skimping on paying your staff the same courtesies you pay your clients and attendees. Do they have special dietary requirements? Do they have physical restrictions? Be as considerate in planning your staff meals and outings as you are when organizing your conferences.
  • Requiring employees to work while on vacation.
  • Denying yourself full meals, vacation time, and hours “off the clock.” Otherwise you risk falling into the “superman/superwoman” trap. If you don’t take care of yourself, you can’t take care of others. And it’s no one else’s fault if you’re a workaholic. People need to have a life outside, too.

At the conclusion of every program, you and your staff need to take a break. Otherwise, your creative energy and enthusiasm will start to dry up.

Don’t limit consideration only to your staff, either. Speakers, exhibitors, vendors, and sponsors aren’t just commodities, they’re people, too. Avoid creating a conference “class system” where people who are paying money to be onsite with you are excluded from all the perks and basic human necessities (like food and water on an expo trade floor) that other classes of attendees get. If you do, you can be certain that they eventually will fail to see the ROI of investing in your future events.

5 Annoying Things People Do At Events

Some arrive late. Some RSVP after the event is almost over. Some do not follow the pre-event info circulated by you and ask questions that are already answered.

It’s safe to say that, as event planners, we’ve seen our share of pet peeves that attendees indulge in, at events. Here’s a list of what really grinds our gears:

1. Not Adhering to Timelines:

It’s just plain rude and inconsiderate for an event guest to show up late. These are the people you see making their way in through the crowd awkwardly and excusing themselves. There are also a few who decide selectively to attend only one segment of the entire event and rush to the eating area as soon as their ‘favorite part’ is done. The worst of this kind are the no-shows who RSVP ‘yes’ but decide against it at the last minute.

2. Constant Phone Calls:

Not only do they keep their phones on loud, but also find it extremely okay to attend each and every call that they receive. It’s a blessing if they move out of the scene to chat, or you will be privy to some personal conversations on loud mode.

3. Coming to the Console for Requests:

The console is NOT a cellphone charging station. Some clients also get on the wrong side of the console (pun intended) by changing the agenda or order of presentations, leaving event planners baffled.

4. Leaving  Belongings at Registration:

Just because lanyards with your names are handed out at registration when you enter, it’s not okay to leave behind your belongings and ask event staff to keep an eye on them while you network/eat/take a washroom break and so on.

5. Irresponsible Drinking:

Everybody loves an open bar, but it’s great if event guests can keep themselves at an average pace and save some embarrassing moments for themselves and the others around.

These are a few less than impressive experiences that make event planners pull their hair out. Avoid these and you’ll be a regular invitee who’ll be remembered for the right reasons.