Tag Archives: event planning

Event Seating

Event Seating

The seating arrangement at your event is a deciding factor in making or breaking the event. The venue for any event is chosen after examining the layout and the space available.  However, venue seating charts are often deceiving and are not good measures of how many people can be placed or seated comfortably. Before event planners can pack in as many attendees as the venue can allow, it must be determined what kind of seating will be used and in what configuration.

The dynamics, networking and participation at the event depends on seating. Depending on the objectives of the meeting or the event, assigned seats or tables can be beneficial.

Deciding the type of seating at events depends on  some factors like – where the food will be served, if the attendees will be taking notes or using laptops during the sessions, if there will be an award ceremony that requires people to walk up to the stage, the shape and size of the stage and the size of the audience.

The different types of seating generally used are:

Theater style seating

Classroom style seating

Round table/cluster seating

To ensure that you are selecting the best seating solution for your event, ask yourself what is needed and what is available. What you need will be determined by the size of the audience and the itinerary of the sessions held during the event. Whether you are planning an award show or a training seminar, specific furniture and configurations will be more functional than others.

 

 

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.

 

 

 

The Event Planner's Dress Code

The Event Planner’s Dress Code

In an industry like event management, relationships with clients vary tremendously from hugely formal/businesslike to far out casual or anything in-between.

Though, from an outsider’s perspective, event planning agencies put out a casual image, a formal attire is best suited for most of the corporate events – which comprise of an official business environment.

Here comes the need for the on-site event team to be dressed appropriately for the event – a small but important detail that often gets overlooked.

Your event team can follow a particular dress code, which looks sharp yet advertises your own brand in a tasteful way. However, professional does not always mean monotonous or stodgy; it’s fine to allow a bit of personal interests to mix with professionalism.

The members in your event team should be dressed in a monochrome, so they have the right mix of being visible to the client or guests when required; and to avoid standing out too much in the crowd. Generally, black is an industry standard – feminine tailored cuts for women are preferred and they  can have the company’s logo on them.

You can get as creative as you like with the style of these staff dresses – as long as your event team finds them comfortable, and they look presentable.  These details go a long way in establishing a brand recall with your clients and attendees.

Celebrities at Corporate Events

Celebrities at Corporate Events

A corporate event can benefit greatly by the presence and support of a celebrity – it sets a special tone and draws added excitement to a corporate seminar, conference, trade show or any business event; also generating goodwill and making the event a success in the eyes of the attendees.

We’ve listed a few of our events where certain celebrities made a big difference.  Have a look:

A media master class and luncheon was organised by Tourism Victoria, in order to promote Melbourne as a tourist destination. Gary Mehigan, chef and co-host of Masterchef Australia, was the highlight of this event – he conducted a master class for the special invitees from the media, which was followed by the luncheon. A special menu was designed and implemented by Gary for the same.

The Victorian Government’s Super Trade Mission to India was executed in Mumbai, Delhi and Bangalore. Former Australian cricketer Brett Lee joined Tourism Australia to promote the country’s tourism experiences.

At the Yuvraj Singh Foundation launch, 20 children from Make a Wish Foundation were granted the one wish which would make their day. Having their favorite cricketers, like bowler Zaheer Khan, grant that wish, made the feeling more special than one could even express.

The Product of the Year Awards saw participation from industry experts and analysts who came together to discuss and profile the winners. The emcee for the event, T.V anchor and theater personality Cyrus Broacha, was at his humorous best, and maintained the perfect balance of entertainment for the crowd that evening.

Mid Day’s Center Stage Second Anniversary bash was an intimate gathering of celebrities and friends who showed their support in style.  From discussing industry news and signing the Center Stage Wall of Fame to posing for pictures, Dia Mirza, former Miss Asia Pacific and Bollywood actress, certainly made the celebration special.

Tara Sharma, a British-Indian actress and model, posed for the shutterbugs at South Africa Tourism’s cocktail event – a photography exhibition, to set the tone for their upcoming roadshow. The event showcased the beauty, vibrancy and diversity of South Africa captured by award winning photographer Sudharak Olwe.

The Fashion Show for Gitanjali Jewellers at IIJW 2013, was executed in Delhi and Mumbai. Popular Bollywood faces like  Akshay Kumar, Sonam Kapoor, Neha Dhupia and Sonakshi Sinha, made special appearances on the ramp.

The number of people attending your event along with the media automatically create a buzz about  your event and organization, when a celebrity is present, thus making your event marketing easier.

 

 

 

 

 

What Entertains you at a Corporate Event?

What Entertains you at a Corporate Event?

Businesses and associations invest in events to communicate their message, motivate the audience and strengthen the bond they have towards the organization. The entertainment at these events brings people into the moment and unites them in a tangible way.

To get the most out of your corporate entertainment you must make sure that:

• Your entertainment idea will impress guests and ensure that the event is talked about.

• You use entertainment that can incorporate your logo or corporate message.

• You are aware of the latest entertainment trends

[Courtesy: eventmanagerblog.com]

Here’s a look at some corporate entertainment ideas that we used at our past events:

Flair bartending is an unconventional type of entertainment which captures everybody’s attention.
The tricky and dazzling ways in which the professional flair bartenders manipulated the bar tools, helped in bringing the dispersed crowd together and held their interest, while also falling in sync with the party’s Arabian theme.

 
An Italian hair care and beauty product label launched in India. Their objective was to tap big chain salons through workshops and seminars. The launch had a regular workshop and a fashion show attended by celebrity hair dressers, but the Golden Wing Dancers’ graceful performance cranked the entertainment up by a notch.
A Channel Partners Meet which was a commonplace launch event, was turned into an interactive experience by us. For the launch sequence,the conventional DJ was replaced by a corporate percussion group, who made every person present, feel like a part of the launch with their fast paced and high energy performance.
Sand artists have taken the corporate entertainment scene by storm – these talented artists perform custom made sand animations. For a product launch, this sand artist depicted the history of the company beautifully through sand art.
Live performances at corporate events establish a visceral connection between the artist and the viewer. The viewers focus on different nuances and moments of the performers, which lasts long in their minds.
Cultural performances enhance the ambience of a corporate event and make it more engaging for the people present, by helping them relax and enjoy. A seasoned, professional and classical performer can create that, with his powerful and expressive live performance.

 

Entertainment for corporate events needs to be targeted specifically towards key target audiences, ensuring that it is suitable for guests and attendees.

Is Corporate Gifting an Important Marketing Tool?

Is Corporate Gifting an Important Marketing Tool?

Well planned corporate gifts and promotional items are a cost-effective way to impress new and existing customers, employees and grow your brand presence. Statistics show that companies who give out gifts are twice as likely to be contacted by customers as those that don’t.

Here are some more reasons why corporate gifts are an important marketing tool:

  • They create a lasting impression with customers.
  • Attract client attention and increase brand awareness.
  • Help build goodwill and strengthen relationships with important customers by showing that you value them and their business.

In today’s competitive market, a well-executed corporate gift strategy will set your company aside from competitors and enhance your business image by making you look like a major player in the industry. In markets with very similar products and pricing, a memorable gift can keep you and your company top of clients’ minds.

Listed below are a few corporate gift ideas that have been used by us in the past – which worked wonders for us:

This option, of a neatly packaged golf kit which can be customized by personalizing the recipients name and company, works well for conferences and formal events attended by CXO level designates from the corporate world.

The wide variety of corporate gifts below provided ample amount of branding opportunity for the client, and the quality and innovation in these gifts gave a refreshing change.

Putting together simple corporate gifts in one box is a novel idea to make the corporate gifting process unique. 

Custom cufflinks with the client logo, stylish paper cutters and exclusive wine-bottle stoppers are some of the various options available, to be combined and gifted to corporate clients.

Corporate Gift Baskets are all about combining different kinds of goodies as one gift, and these can include items like exotic bath salts, aromatic incense sticks, flavored tea bags and decorative candle stands. 

It’s essential to give well-thought out gifts that are useful and functional in the receiver’s daily lives – gifts will not fulfill their purpose if they’re thrown away or sit in a drawer somewhere. Clever business gifts position you foremost in the minds of your customers and serve as constant reminders.

Non-Traditional Event Venues

Non-Traditional Event Venues

About the Author:

The fun loving, energetic Marketing Manager from Kansas City, MO, Kaitlin is the one who makes sure the office is always running smoothly.

When picking a venue for your event you have two main categories to choose from. You could go for a traditional venue or you could find a unique non-traditional event venue.

Picking a traditional venue is easy. If you do things the traditional way  you could pick a hotel ballroom, a resort, convention center, or banquet hall. These venues are reliable and have been used time and time. They are tried and true. However, they are a bit boring and you can bet your guest will not remember the venue after the night. Events are becoming more and more of an immersive experience planners and event professionals alike are turning to non-traditional venues to find that extra wow factor.

So what is a non-traditional event venue? Non-traditional event venues are places that are generally not created for events as their main purpose. There are many types of non-traditional venues for your event. Two categories come to mind when thinking about non-traditional event venues; architectural spaces, experiential venues. We will break down the two categories in the following paragraphs.

The first type of non-traditional event venue are architectural spaces. These are interesting architectural spaces such as a warehouse, an airplane hangar, a rooftop, or train station. Below is a photo from an event where a manufacturing warehouse was transformed into a venue.

The second type of non-traditional event venue are experiential venues. These types of venues offer some sort of attraction that people would normally go visit whether there was an event or not. Zoos, botanical gardens, museums, and art galleries fall under this category.

When deciding if a non-traditional event venue is right for you, ask yourself “Will this add to my event cause or take away from it?” If you are planning a gala to raise help for animals, using a non-traditional event venue like a zoo may be perfect for your event. It will add a lot to the theme and create a fun and immersive experience for your guests.

However, there are a few things to keep in mind when choosing a non-traditional event venue as they do present a unique set of challenges when planning. Because non-traditional venues are not typically only event venues and used for other purposes during the day, they are likely to not have as much in-house options as a traditional venue would. You will more than likely need to find your own caterer, furniture rentals and more. However, this is not necessarily a bad thing and can help you create a truly unique and one of a kind event. Below are a few things to consider when looking at non-traditional event venues:

Food and Drink

While almost all traditional venues come with options for catering and beverages, it is not the case for non-traditional venues. Some non-traditional event venues may give you a list of preferred caterers but almost all will allow  you to choose your favorite to bring in. Often a non-traditional venue will also allow you to bring in your own bartenders and alcohol which can save you huge amounts of money at your event.

Event Rentals

Often traditional event venues will provide your events with tables, chairs, power and sometimes even linens necessary to make your event a success. This is not always the case with non-traditional event venues. When seeking out a non-traditional event venue be sure to see what is included in your venue rental. You may need to rent out chairs, tables, and more from an event rental company. If you are having your event somewhere like a parking lot or an airplane hangar you should also check on what the power limitations are. In non-traditional venues you are more likely to need to bring in a generator as your power supply.

Safety

Another important factor to consider when choosing a non-traditional event venue is the safety of your guests. While safety should always be an important factor when planning events, it will need special attention when choosing a non-traditional event venue. These venues are often they are not designed for events and do not have on staff event security. Be sure to check with the venue to see if you need to hire outside security before your event.

Now you have a great idea of how to start seeking out and looking for your perfect non-traditional event venue. Non-traditional event venues may be a little bit more work while planning but they pay off is definitely worth it. If the planning is too much hire an event planner to help you through the process. If you do go with a non-traditional event venue your event will be extremely memorable. You will be rewarded greatly for thinking outside the box and choosing a unique and fun venue!