Tag Archives: event registration

5 Ideas to help you keep your audience Interested!

The Four Seasons Mumbai

An event is considered one of the best media to showcase and promote one’s services and products effectively.

This is done through delivering quality content, in a closed environment to a concentrated audience. That audience is there only on account of your Invitation.

It is important then, that in order to maintain audience concentration, a healthy level of interaction be planned. This in order to ensure, that their mind stays fresh and ready for a day of conferencing and networking.

This is what can be termed as an Ice Breaker / Energizer / Team Bonding exercise / Filler activity. There are a lot of activities which can be planned in order to veer away from the regular day of conferencing to include a few minutes of fun, which essentially allows your attendees to either break the ice, take in the content already spoken about or just take their mind off all formalities and have fun.

We at www.pegasusevents.in have managed many in the past, and have been able to get a good response from the crowd attending.

Here are some of the activities conducted by us in the past.

1) Drum Circle :

Wikipedia defines Drum Circle as The main objective being to share rhythm and get in tune with each other and themselves. To form a group consciousness. To entrain and resonate.”

Implementing that exact concept within an event can help bring together your entire audience and have them perform one common tune, which creates a feeling of togetherness and is a great ice-breaker. The Drum Circle can be conducted at the beginning or at the end of a conference / seminar / product launch or pretty much any event having a closed door setting.

2) Flash Mob :

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If you are the type of company who likes to surprise their audience, then the Flash Mob is the way to go. “A group of people who assemble suddenly, perform an unusual and seemingly pointless act for a brief time, before quickly dispersing”.

This is an ideal way to get your audience energized and can be done at regular intervals all through the day.

It not only energizes your audience, but has the ability to quickly transform a formal corporate environment to a fun and unconventional setting and then moving back to a formal environment again.

3) Skit :

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These are usually included within the event agenda itself and can or cannot be product specific. Short skits fitted between presentations can be a great media in putting forth a message to your audience, but through a live performance and not through a presentation slide. Although, this is a tricky form of communication, using humor within the skit is a great way to go about it. The impact a skit would create would entirely depend on the actors performing the skit, hence choose wisely.

4) Mentalism / Illusionist:

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An illusionist / mentalist is another great way to keep your audience engaged. Having the illusionist/mentalist take the stage and perform in between presentations can be very engaging and entertaining for the audience. You can have the illusionist / mentalist customize their act as per your company products and have them plan short acts in-between presentations to keep the audience gripped.

5) Fillers by the Master of Ceremonies :

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This is perhaps the most common amongst all companies as far as energizer activities is concerned. The MoC can actually make or break your event. Choosing the correct person for the job is critical in order to prevent your audience from losing interest in the day’s proceedings. It is critical that in between presentations, the MoC creates a list of fillers which can be used at regular intervals during the day, just so that your audience does not lose interest in the content you are trying to deliver to them.

It takes you months of planning and timely follow-ups to actually get your audience to attend your event. The last thing you would want is for your audience to come there and you not getting enough value from it. Hence, we always recommend to our clients to plan these activities within the agenda and it has given us great results in the past.

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.

 

The Importance of Distributing a Pre-Event Memo

Planning an event for your brand can be a daunting task, something that requires a lot of concentration. There are many last minute challenges that need to be met. Clear communication, and collaboration between the event manager and the client can help overcome this . The best way is to develop and distribute a Pre-Event Memo.

While managing events, details with regard to the event requirements and the client’s objectives should always be first on your minds. However, most times, there is a certain level of disconnect between your own team and the people the client assigns from his team to work on the event. This is the main reason that a Pre-Event Memo absolutely needs to be a part of event plans.

This memo carries all the detailed information pertaining to the general functionality and logistics involved in planning an event. This would act as a ready reckon-er for all the information everyone (working on the event) would need, with specific responsibilities assigned to each person, and all other relevant information regarding the event flow.

Some straightforward, yet most necessary details are covered within this memo, are –

1) Event date, time and location.

2) Key phone numbers and email addresses

3) Venue floor-plan

4) Equipment element list

5) Drawing of setup floor-plan with sketch-up images displaying exact placement of stage.

6) List of panels (along with sizes), for company branding at the event

7) Information on speakers and general event flow.

8) List of responsibilities given to each individual working on the event.

9) List of Invitees

10) Timings of conducting dry-runs.

The aim of this Memo is to provide everyone involved, with a hands-on knowledge of virtually ANYTHING pertaining to the event. It is important, however, that this memo be distributed at least a week before the event, to allow suggestions and minor changes to take place without any hiccups.

This allows for a healthy client-event manager interaction, and helps build confidence among the people associated with the event; it encourages management authority to make last minute changes to the event flow (if required) without hesitation.

In conclusion, there is much emphasis riding on an event as a catalyst that represents a brand, and enhances the brand’s image. There is always a desire to employ every tool available to make the event a remarkable and memorable one, and the pre-event memo helps to achieve this in a highly professional and sophisticated way. It inspires all involved, and paves the way for events to be conducted with the highest standards of quality and organization.

 

 

10 Small Details That Ensure a Huge Impact at Your Event

Venue Floor Plan 

Design a venue floor-plan that helps provide details about all entry, exit, charging points, and access to conveniences. A copy of this floor-plan should be included within the event paraphernalia given to all attendees. These tiny details help make the event more organized and at the same time provides attendees all information regarding what they require, saving them the trouble of finding an event coordinator any time they require something.

On – Ground Team Recruit your friendliest, most knowledgeable employees to remain scattered throughout the venue so someone is always available to answer attendee questions — and make sure they stand out! For example, your employees can wear company badges attached to their shirt pockets. People will have lots of questions. Making it easy to find and identify event point persons will thrill attendees and nip frustration in the bud.  

Welcome and Survival Kit

A welcome packet that includes a map, nearby places to eat, local activities, taxi or car service contact information, and emergency phone numbers accompanied by Hand Sanitizers, Protein Bars, a mini first-aid kit, Chocolates and an Energy Drink goes a long way in terms of appreciative value and makes guests feel like royalty. Many attendees may be coming from out of town, and this would help them feel at ease navigating a new city or location.

Lounge Area

Designate an area where people can lounge around, have one-on-one discussions, check their email, and make phone calls. This should ideally be space where people can escape the conference and be free to deal with any tasks they might have at hand. Doing this will prevent attendees from leaving the event when they need a break and will help avoid the risk of them not coming back.

 

ID Tags with Lanyards and Jackets

There should be a clear distinction in the ID Cards given to different people at the event; you should differentiate between partners, sponsors, VIP,customers and company employees. It will make the attendees feel special to be part of a group, recognized for their relationship with your company, and easier to network with others who are part of their group.

Lights Control

Lighting during events has an unbelievable impact on the mood of the audience attending, the key is to always make sure the light is just right for every session taking place. For example, during a presentation the lights should be dim but at the same time bright enough for people to take notes or during a cocktail reception the lights should be ambient helping people relax. We always recommend that your clients should control all event lighting from the console and have preset combinations for every segment of a particular event.

 

Pre-Event Follow-Up

After invitations have been sent and RSVP done, it can be advisable to have a calling unit doing a round of calls to the invitees asking them if they need any help making their bookings or any help with regards to them attending. All queries should be noted and duly acted upon. This goes a long way in invitees feeling special and ensures there are minimal drop-outs.

Post Event Follow-Up

After the event, it is a good practice to have the same calling unit do a round of calls to all who attended asking for their feedback and providing them access to the presentations from the event.This helps keep in touch with customers well after the event is completed and helps keep them posted on any other initiatives you might be planning.

Social Media

Provide real-time updates on sessions and presentations from your event on available media like Facebook, Twitter and the event website. Let people sign-up with their information and access the event live on the event website as it happens, this would help reach a wider audience, and if people cancel, alert them of the opening. Also generating hype of the event on all available media before the event happens would help reach a wider audience. Concentrated email marketing campaigns to a broad audience can play a big part.

Effective Registration Process

Registration is a thorn in everyone’s side — attendees and conference organizers. Having a minimum of two people at the registration desk helps carry out registrations with ease. One person ticks out the persons name from the list, the second person hands over the id card and collects the persons visiting card. Alternately, what we recommend to clients is to set-up an online registration portal, to help ease out the process of pre-event registration and RSVP.