Tag Archives: event management

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.

 

How To Work With New Event Vendors

Successful event planners work with a large network of vendors and suppliers in the industry. These vendors can make or break your event, no matter how great your event concepts are.

As event managers, we majorly allocate our work to vendors with whom we have established good ties, over the years. Sometimes, however, the need arises to look for a new vendor – which is not an easy task.  The vendors you choose to work with must necessarily have a good reputation as you cannot afford to damage your own in the process. Your vendor network is not just a group of people you subcontract your work to – they are your team.

Here are a few thoughts from our side, on how to pick an efficient vendor in code red situations:

  •  A good way to find new vendors is to gather referrals from one of your existing vendors, clients or other planners. Do your research and talk to people who have an experience of working with them. It’s easier to trust a new person by getting assurance from someone you already know.
  • Start small – give the new vendors a small portion of the work that you need to get done and judge their capabilities according to their response time and the quality of the work. Check if they can cope with your deadlines and standards of working.
  • Compare costs with your other vendors – you might find that vendor rates differ with different factors. Some of them might provide the same services at reduced costs, but make sure that you do not compromise on the quality.
  • Visit the vendors’ work station to get a first hand understanding by seeing samples of their previous work, before you hire them.
  • Clarify payment terms with vendors and let them know about your company’s terms and conditions – whether they are rigid or flexible. Imagine promising something to your client and not being able to deliver because your vendor was a no-show.
  • You know you have found a worthy vendor when he/she has a better knowledge than you, of what you require. Make a list of all your specifics and put it together with the suggestions that they have to offer.

There are a few times you have to blindly trust new suppliers, and it does take time to add them to your existing database. But event management, being an ever-changing, dynamic industry, thrives on trials & errors every now and then, and it’ll definitely be worth it in the end.

 

 

Event Venues – Small or Big?

There’s something about a colossal event space – that makes room for all the elements of an event set up AND holds maximum attendees, while allowing networking to happen. However, in the event management industry, change is the only constant. The new trend for event venues is to go small.

Hotels and convention centers are being encouraged to host conferences and gatherings in smaller meeting spaces – which makes them more personal, casual and engaging.

Courtesy: Bizbash
Courtesy: Bizbash

Even if the event itself demands a larger space to support its agenda, say a corporate launch for example, some methods can be incorporated in the seating plan to make spaces that help attendees feel comfortable to connect, network and brainstorm.

Courtesy: Bizbash

For this purpose, event planners can go ahead with lounge seating as alternatives to typical chairs.  The ultimate networking space would be smaller tables with may be a few bean bags or comfortable chairs – with the perfect combination of secure, reliable Wi Fi and charging kiosks for all mobile devices. This is a good way to break free from traditional meeting areas.

Courtesy: Bizbash

From small to large, every request is an opportunity for a venue to improve its operations and expand its business.

 

Event Marketing – Do it with Selfies

In addition to becoming the word of the year in 2013, the selfie is now being embraced by brands and marketers as a free, effective tool. After Ellen Degeneres’ selfie at the Oscars received around 3.5 million re-tweets, people have started removing the stigma from this phenomenon and trying to use it to leverage marketing and promotion campaigns.

What exactly is a selfie?

Hold your smartphone, stretch your arm out and take a picture of yourself.  It’s as simple as that.

How does it help an event planner?

Having smart technology at their fingertips and wanting to capture almost everything happening around them shows that event attendees are looking for an experience. Give it to them. Making people take selfies at your event indicates that in some way, your event is being shared; because 99 out of 100 selfies automatically go up on social media platforms like Facebook and Instagram.

Make sure that your company’s logo/name and all other branding at the event venue is clearly visible and presented in a fun, innovative way – maybe through frames or props or colored lettering. Drive your attendees to the ‘selfie station’ so your event experience is being promoted effortlessly.

You can also use selfies as event decor or have a live feed of these pictures –  which creates excitement around the area.

Give them incentives and encourage the sharing of these selfies – reward them with a freebie of some sort or publicize their image on your brand’s social media pages.

Love them or hate them,  selfies are everywhere – and it’s wiser to make good use of them effectively while the trend is still hot!

 

 

 

Event Debriefs – The Sooner, the Better

All those weeks of planning. All those efforts and details coming together to form an extra ordinary event. The event is over, yet there are several areas where improvement was needed.

As an event planner, your job is to lead a thought-provoking discussion by asking your event team, questions in a pre-planned sequence. This event debrief will allow all of you to describe what happened during the entire event, what was accomplished, what needs were met and what areas could be worked on, for better results.

The sooner this debrief is conducted, the better; as the event experience is still fresh in the minds of everyone who worked on it. This helps because the full-scale debrief that you had planned to do in office weeks later will become easier.

Let your team know in advance that a fast, crisp discussion will be held onsite as soon as the event wraps up.  Have someone take notes of everything discussed and let them know that these points will be revisited later in greater detail for the main debrief session coming up.

At the end of this session, you should have some valuable inputs from your team which you can incorporate into your next event planning process.