Tag Archives: event management

Event Marketing - Do It with Selfies

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

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.

 

 

6 Steps for Planning an Outdoor Event

6 Steps for Planning an Out of Town Event

This article is borrowed from Endless Entertainment, written by Matt Walker. 

It is not uncommon for event planners to get into a routine – planning similar events at the same couple of venues while using the same vendors and the same staff. We can’t always plan events in our shell, in a location we know like the back of our hand, with people we’ve known for forever. Sometimes we have to break out of our shell and plan an event in a brand new location with different people, different vendors, and different conditions. The trick is knowing how to use this to your advantage. Let’s take a look at a few tips to help with planning an out of town event:

1. Research and Learn About Your Venue Options

Without a background of living or working in the area where the event will take place, there’s a good chance that you will know little to nothing about the venues available in the area. Since knowledge about your venue is integral in the planning process for an event, utilize all of the resources you have to get a good idea of what each venue can offer to your event. Research venue information online, find photos of the venue layout and setups for previous events, reach out to any contacts you know in the area to ask any questions you may have, call the venues with capacity, layout, and pricing questions, and more.

2. Choose a Venue

Your choice of venue will affect every aspect of planning and executing the event, so be sure that you are utilizing as much information when making the choice as possible. Another factor that may come into play is whether the venue is indoor, outdoor, or a combination of the two. Since the event will be out of town, you might have to deal with different weather conditions than you’re used to dealing with. Be sure to check out weather predictions if your venue is outside or has an outdoor portion (deck, yard, etc.). Once you solidify your choice and lock down the date for your venue, you can begin with the rest of the planning process.

3. Decide If You’ll Use Local or Out of Town Vendors

If you’ve been planning events in your local area, chances are that you have a set of local vendors that you usually use. A choice that you will have to make when planning an out of town event is whether to use your usual, trusted vendors and transport the rented equipment or to use a different vendor in the location of the event. There are variables with both options. If you use your usual vendors, you will likely have higher expenses to transport equipment and you will have to be sure to keep equipment from being broken or scratched during travel, but you know the type of service and equipment you will be receiving. If you use an out of town vendor, you will not have to worry about transportation issues, but will likely be working with people you have never worked with before. This is a decision that needs to be made on an individual event basis depending on budget and how you feel about using a new vendor after reaching out to them.

4. Coordinate Travel and Lodging for Employees

Chances are that you will be using at least some in-house personnel at the event even if it is out of town. Depending on how far away the event is and how long the event will take, you will need to coordinate their travel and lodging. If they need to fly to the destination, flights will need to be booked well in advance to keep expenses down. If they can travel by car, carpools need to be coordinated and the process of how gas will be reimbursed needs to be laid out beforehand. When booking hotel rooms, be sure that you are holding the correct number of rooms with plenty of time in advance. Since they are staying in a hotel for an event, chances are there will be other people doing the same, and you don’t want to end up in a situation where there are no hotel rooms left to book! Deciding whether or not employees will be sharing rooms beforehand and, if they are, choosing who each person will be rooming with can help prevent a headache later on.

5. Include Extra Travel Time

Since employees are traveling to a place they probably haven’t been before, be sure to include a little extra time for travel in your itinerary. Since they are going somewhere new, there is a better chance that a wrong turn may be made, that they will have to go out of their way to find a gas station, that they will need to search for a restaurant, etc. Giving yourselves a little extra cushion in a new place can help ensure that you won’t be late for anything event related.

6. Be Understanding and Be Creative

Since you and your staff will be in a new location, possibly using different vendors and different equipment, and sleeping in a hotel, be sure to keep an open mind and be understanding with your crew. People WILL have questions, and that’s not a bad thing. Use this new situation to work with your crew under different circumstances and use the new venue and location to exercise your creativity and try things that you’re unable to try under usual circumstances.

About Matt Walker

Matt has been involved in marketing and event management for the better part of the last decade, planning concerts and comedy shows of national and local scale, tour managing various brands on national tours, coordinating VIP experiential marketing, and developing marketing plans for entertainment and technology companies.

Unplug Your Event

Unplug Your Event

With people being inseparable from social media, it’s safe to say that technology has taken over our lives. When it comes to events, the more shares/photos/tweets you get, the better right? Wrong. Although event planners find it extremely important to promote their work through all platforms available, they must give a thought about the actual focus and attention that their event gets from their attendees.

Phones, Ipads, tablets and all other devices pose as interruptions during an event – with people feeling the constant need to update photos or tweet about their event experience. There is a fine line between your guests advocating your seminar or conference; and being digital zombies in front of their screens without having a definite understanding of what exactly is going on. When you discourage devices from your event, you encourage your guests to look up and drink in their surroundings.

When you want hundred percent attention from the crowd to a particular time in the entire event – a product launch for instance, ask them in advance to keep their gadgets aside for that moment. Setting aside a special booth like a charging station, might actually help. Asking people to tune out emails or messages from their contacts is a huge factor; respect their need to catch up with their updates throughout the event. They might have to check in with an employee or make some personal calls, and you wouldn’t want to hinder that. This in turn allows them to understand why you need their undivided attention.

The first thing that people resort to when they get bored is turn to their phones. Try making your unplugged event fun by rewarding your attendees – make the overall experience more engaging and lively so they genuinely feel the need to concentrate and remain disconnected from all that tech!

Your Event on Instagram

Your Event on Instagram

Photos on Instagram are no longer only selfies or adorable babies or special moments captured at fancy places. This app has quickly gained an increased presence in online marketing, as more and more users are jumping on the photo sharing bandwagon.

Though the platform was not originally meant for marketing, it has proven to be a significant tool in creating followers and customers to increase brand awareness and loyalty.

Having already figured out how to promote their events on other sites like Facebook, Twitter and Linkedin, event marketers are now adopting Instagram. Event attendees also share photos of their experience at the event as it fosters conversation among them. One of the best features of Instagram is that you are allowed to tag your photos using relevant hashtags which makes it easier for you to collect all the images from your event, see what photos from your event are being shared by others, and also leads people to you, if they are looking for your work.

Here are a few tips on how to make the best use of this app for your next event:

1.  Firstly, being an active user is important – keep your profile as current as you would, your Facebook and Twitter pages. Keep aside a posting schedule daily with some pictures and videos instead of randomly spamming your followers.

2.  Study or follow other similar brands and agencies to get a better idea of what your target market expects and what to deliver.

3.  By playing around with the various special filters, make your images look good and maintain uniformity in your images so they all look consistent and allow followers to recognize your work.

4.  Use hashtags correctly,  create your own and designate it to your organization.  For example, if you organize live events, you can use the #liveevents hashtag with all your photos. A unique and well-thought out hashtag can not only make it easier for people to remember your event, it can also encourage them to share your hashtag with others. Because of this, you can encourage your attendees to share their photos by providing them with a specific event hashtag.

5.  The type of pictures you share entirely depends on how you want to project your brand – you can post past event photos, photos of performers/entertainment, the console, props, the venue, food and so on.  When you share behind-the-scenes photos – of your team hard at work, the set up, and other aspects of event planning, your brand feels more authentic as you are making yourself vulnerable to your target market by establishing an emotional connect.

6.  The latest upgrade in the app, Instavid,  also allows you to take 15 second videos. What more can we say?

7.  Cross promote your Instagram account on all your other platforms  by linking them for more visibility.

8.  Interact with your followers if they leave behind comments on your pictures.

It’s easy to create a buzz for your event by using Instagram correctly; it only requires a bit of creativity and thought.

 

 

Types of Corporate Events – How many do you know?

The event management industry is a complex & dynamic environment, and comprises of a wide variety of events.

In this post today, we intend to focus on the kinds of corporate/business events that event planning agencies often organize.

Conferences and Seminars:

Seminars and conferences can focus on internal operations and be limited only to your organization; or they can be used as vehicles for company promotion.

A conference is a participatory meeting or a gathering of members of organizations, designed for discussion, fact finding and problem-solving. It facilitates the exchange of information and gives an opportunity to discuss matters of common interest. Conferences generally have keynote speakers and breakout sessions by topic. They can be held over one or two days or sometimes longer.

Seminars on the other hand are usually smaller in terms of targeted audience size, lasting over a couple of hours with single or multiple speakers.

The Experian India Conclave – a corporate conference with bankers and credit heads, organized by Pegasus Events Pvt Ltd.

Product Launches: 

The debut of a product into the market defines a product launch. It signifies the point at which consumers first have access to a new product. Product launch events are important and require attention from the media and the public.

These launches give the public and the media a chance to hear everything about the product before any negative reviews are given. The task of putting together these product launch events could fall to a company employee who organizes meetings or an outside company.

A motorized stage system was used to  launch a health supplement by Pegasus Events Pvt Ltd.
A motorized stage system was used to launch a health supplement by Pegasus Events Pvt Ltd.

Trade missions and Road Shows:

Trade missions are international trips by government officials and business people, organized for the purpose of exploring international business opportunities.  A trade mission is a way in which countries or organisations can seek out potential buyers and sellers.

Roadshows can be small training sessions tailored for your colleague’s needs or much larger scale events in public spaces to reach out to potential customers.

A four city roadshow for South Africa Tourism, organized by Pegasus Events Pvt Ltd
A four city roadshow for South Africa Tourism, organized by Pegasus Events Pvt Ltd

Award Ceremonies:

Every company reaches a point in their annual operations or project milestones that calls for a celebration. Awards ceremonies can be held to honor team members who have gone beyond the call of duty, or to compliment the achievements of people within your industry.

The 5th Annual Hotelier India Awards, executed by Pegasus Events Pvt Ltd
The 5th Annual Hotelier India Awards, executed by Pegasus Events Pvt Ltd
An internal award ceremony by Mahindra Rise to award the employees within their respective fields.
An internal award ceremony by Mahindra Rise to award the employees within their respective fields.

Executive Retreats and Team Building Programs:

The primary or only occasion during the year – when an organization and it’s employees meet at a site away from their primary edifice. The objective is to generally offer a creative environment from which they can focus on clear, specific goals and objectives for the coming year.

Executive retreats have a more casual ambiance while team building events define team roles, and are useful tools for improving communication withing the organization and improving productivity.

An offsite team building event being managed by Pegasus Events Pvt Ltd
An offsite team building event being managed by Pegasus Events Pvt Ltd

Exhibitions and Trade Shows:

Event planning for trade shows involves negotiating sponsorship rates for trade show booth space, advertising and promotion at the event, and also sometimes design and execution of the trade show booth.  They are important lead-generating activities.

A trade show booth at the Intersec Dubai designed and executed by Pegasus Events Pvt Ltd
A trade show booth at the Intersec Dubai designed and executed by Pegasus Events Pvt Ltd

Themed Office Celebrations:

Corporate office celebrations provide great opportunities to socialize with colleagues and co-workers.  Celebrated in almost all organizations, they encourage the employees to generally bond over drinks and dinner.

Theme corporate parties also provide great opportunities to instigate guest interactions. The scope for paying attention to detail is huge, with the costumes and decor elements creating a fantasy environment.

The costumes, venue decor, props and food at this event were in perfect sync with the Halloween theme at this event.
The costumes, venue decor, props and food at this event were in perfect sync with the Halloween theme at this event.
This Arabian themed event had props like brass camels and Hookahs which gave a rustic feel
This Arabian themed event had props like brass camels and Hookahs which gave a rustic feel

Some corporate event agencies also manage lifestyle events like high profile luncheons, fashion shows and press events.

Pegasus Events Pvt Ltd handled a media master class and luncheon for Tourism Victoria, with celebrity chef Gary Mehigan.
Pegasus Events Pvt Ltd handled a media master class and luncheon for Tourism Victoria, with celebrity chef Gary Mehigan.

These are a few common business events that event managers generally execute, under the corporate event umbrella.