As a client, you have expectations. You want to plan 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 organise.
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.
You hand over the event execution to an event management company, 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 will choose the latter. We know, from experience, it is not possible to completely let go, which is absolutely normal and some thing we appreciate. The passion is what drives any event planner to go the extra mile.
We tell you what you can do to make your event a great success.
Trust your event planner
This we list down first because it is that critical to ensure a successful event.
It is imperative to keep absolute transparency and be candid about what is expected.If any information is withheld regarding the work that your event planners are entrusted with, it can have adverse effects on the over all functioning of the event.
Your event planner needs to see the event from your perspective to ensure flawless execution.
Be the single point of Contact
With most companies, more often than not, more than one person is assigned the responsibility of seeing the event through.
What is most recommended, is for the event planner 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 organised approval structure and makes all event processes quicker and more efficient.
Follow Timelines / Deadlines
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.
If your event management company does not ask for those saying that will be managed on the day, that is a massive red flag,
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.
Stick to the hierarchy
This is a subtle reference to point no 2. While a single point of contact at the clients company is expected, it is important, 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.