Tag Archives: 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!

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.

 

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.

 

Coordinating Guest Travel To Your Event

Whether you’re planning a wedding or you’re a corporate event planner, you know that the logistics can make or break an event. If the guests’ memories of the event are more about driving around in circles, lost, searching for the venue than they are about the fun they had there, that’s not a good thing. One of the best things you can do as you plan either a social or corporate event is to coordinate your guests’ transportation. Even if the attendees are largely local, coordinating charter bus transportation can eliminate the anxiety of finding the venue, the potential for drinking and driving, and avoid having to ensure space for lots of cars to be parked.

 As well, if you’re expecting attendees from out of town, a shuttle bus rental to transport them back and forth to airports and hotels can not only alleviate their stress, but your own, too, because you can ensure that they will arrive safely and on time. However, not all bus charter companies are created equal; here are some tips for choosing a charter bus company that will be reliable and suit your needs:

 1.     Safety first: Certainly, the first priority for choosing a charter bus rental company is finding one with a reputation for taking safety seriously. The website allows you check safety ratings of motor carrier companies; if you’re evaluating a motor carrier, look it up by name  and number on the site to discover its safety rating.

 2.     Check insurance: Bus charter companies have different regulations to follow based on whether they travel within states or over state lines. While you might think that’s their problem and not yours, it could be a problem for you if the bus charter company doesn’t have the proper insurance; it could get fined or impounded, which would leave you high and dry at the time of your event.

 3.     Get references or read testimonials: Some charter bus companies list testimonials on their websites, but it’s hard to know whether they are legitimate. When contracting with a charter bus company, it’s a good idea to ask the representative if s/he can provide three references, i.e. customers who can attest to good service that the company provided. Sometimes, companies are hesitant to do this, and it may not be because they’re afraid of what the customer would say;  it could be that they have confidentiality agreements or other reasons why they’re not comfortable approaching former clients. However, if that’s the case, you can simply Google the name of the company with the search term “reviews” and you’ll likely find a host of reviews that will give you an idea as to whether the company is reputable. Every business is sure to have a few negative reviews, so don’t just read one or two. Check them out and look for a pattern of overall satisfaction or dissatisfaction before you make a decision.

 4.     Contingency plans: Ask the bus rental company how it handles unforeseen circumstances, like a bus breaking down en route to an event or a driver getting sick. What is their backup plan? You don’t necessarily need to know every detail about how they handle a Plan A and Plan B for each event because it’s their business to coordinate the logistics, but you should feel confident that the company has systems in place in order to accommodate a situation that could be out of the ordinary. Whatever the procedure is, you want to be assured that if they need to substitute a bus or driver, it won’t impact your guests’ safety or comfort, or their arrival at their destinations on time. Inquire as to whether the charter bus rental company has a 24-hour number staffed by real people (i.e. not voice mail) that you can call in case of emergency.

 5.     Driver screening: Ask what qualifications the driver must have. Again, safety is important, and this is part of that. Find out if the company’s drivers undergo drug screens, criminal background checks, driving record checks and other rigorous application processes. Especially if your event involves transporting children, you need to know that drivers have been screened appropriately. The driver must have a valid Commercial Driver’s License (CDL) with a passenger endorsement printed on the document. CDLs can be issued once a driver has demonstrated ability based on on-road and knowledge examinations. If necessary, inquire as to whether the company has bilingual drivers.

 6.     Cost! Of course you’re going to compare pricing of various bus charter companies before you make a decision. But, cheapest is not necessarily best. Many charter bus rental companies offer a variety of bus rental options so that you can choose specific vehicle amenities that are ideal for your group. Some shuttle vans, charter buses or minibuses have features like on-board restrooms, DVD players and wifi, so you should discuss with your representative specifically what would best meet your guests’ needs and what the involved fees would be.

These are all just starting points; the main aspect to scheduling a shuttle van or charter bus for your event is making sure that you have enough capacity to accommodate the number of guests you’re expecting and that the bus rental company is able to provide service to the venues where your event is being hosted. Providing transportation might be the single biggest perk you can give your event guests; we’ve all been in situations where we’ve had to be somewhere on time, but we’ve struggled with maps and parking, or we’re simply too tired to drive home afterwards. Eliminate all of that hassle — it will be worth it!

Source: metropolitanshuttle.com

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.