5 things you can do to make your next event a success !

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.

OR

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 

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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 

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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, 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

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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.

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

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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.

5 Instances of Indoor Projection Mapping at its very best for Product Launches!

As an event planning tool, 3D projection mapping can add a tremendous depth to your event and is one way you can leave your audiences awestruck!

Event planners and event management companies use projection mapping regularly to deliver outstanding innovation and exceptional creativity to their clients to create that WOW factor that all clients seek.

We at Pegasus are always looking to innovate and have also used projection mapping in the past to narrate a story.Most times our inspiration comes from the research we do and what our colleagues within the industry are doing globally.

This post shows you 5 instances of Projection mapping at its very best…

Absolut Vodka 3D Mapping by K-Tone Productions

2.IBM Product Launch

3.Jaguar tour event in China created by Auditoire China

4. Launch of IXM Merge for Invixium.

5.New Balance: Evolution of 996 series

These are just some of the instances where Projection Mapping has been used to launch products. There are many more videos where the envelope for innovation has been pushed to create something phenomenal.

We would love to hear your feedback in our comments section !

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The One thing we ask clients

The One thing we ask clients

As an event management company, a lot of the inquiries we receive are to do with how much would rentals be for Stage, Sound, Lights, AV, we want Belly Dancers, we want a Bollywood act. The quality should be the best! We have already booked the venue.

The clients think amongst themselves and come to us with a list of set requirements they feel would help meet their objectives, and we are not involved in the planning process when setting objectives.

Whenever we receive an inquiry, the first question we ask the person who is calling is, “Why are you doing this?”

More often than not, the response received is packed with ambiguity and we are left to decipher what would be best for the event basis what the client has said.

Our suggestion is, why not involve us within objectives and budget setting for the events you have planned for the entire year or for a single event at least when the planning process begins?

There are ways which clients can maximize ROI and minimize expenses by understanding what is needed and what we can do without from the get go!

There are challenges the event industry here faces and a lot of those are to do with weak infrastructure, licensing and a plethora of other regulations. Event managers know the intricacies of delivering even with these challenges existing.

If we are involved from the start we can have clients save a lot of time and money when planning their event calendars and help in achieving the objectives set.

The B2B clients we work with at Pegasus Events  have benefited tremendously from this process and we do not see why everyone can not see the Event Management Industry this way.

5 ways to grow your business immediately !

5 ways to grow your business immediately !

With any business marketing, money spent is money earned.

Below we highlight 5 different ways you can host events to transform your business. You would best judge what suits you the most.

Be happy with what you have !

Gather a few of your best customers together and give them an experience.It could be just simple dinner and drinks with a live band or it could be a world sporting event.

It is a great way to show them you care and they will remember you for the experience you provided. It psychologically swings the pendulum your way when it is time to renew contracts.

80% of your business will come from the top 20% of your clients, treat them well and it is a sure shot way of retaining the business.

Be the leader !

One great way to impress upon prospective clients is to address issues affecting their industry.

A generic industry event bringing together some of the brightest minds and organizing a think tank is the perfect platform to position yourself as a market leader.

This kind of subtle initiative not only makes you visible to your target market but also gives you the opportunity for personal interaction with prospects and aligning your product and service as per what is affecting the client.

Also the brand recall gets stronger as the people present remember it was your company that helped them get rid of the pain and concentrate more on gain!

Think out of the box !

This is a lot to do with increasing the amount of business received from an existing client.

Value added services to products offered can be a great tool to up sell on already existing deals.

Bring your clients together and offer them a demonstration about how this is the next level of what they are already using.

Invite them over !

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 get to know your business better, and be more confident in the product / service you offer.

A few tasty treats and some fun conversations to follow will be the cherry on the cake.

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.

Gratify them !

Give them something to remember you by. A gesture or token sent to current and potential clients randomly can do wonders to get you noticed.

Sending something during festivals is common but a random gesture or gift has a charm of its own.

We believe, personally communicating is the best way to grow your business as we have seen with the clients we have worked with over the past years and we cannot help but be passionate about it!

4 People you meet at a Corporate Event.

4 People you meet at a Corporate Event.

Events in a business to business marketplace are the tool most clients use to drive growth in Business.

To ensure the smooth functioning of the event and to make sure objectives are met, it is very important for Event managers to segregate the attending audience category-wise.

Based on our past experience organizing events, this minute detailing can do wonders to the overall show running and it helps in identifying what resources one needs to deploy so that the client can concentrate fully on interaction with Guests.

We  have been doing this for a while and believe that the people at the event make the event and have developed these 4 character sketches which are our bible for the events we do.

  1. The Client : While reading this you might think, geez what a surprise BUT although obvious it is critical to give the client a dedicated runner who is to be with the client at all times, so that any urgent requirement the client may have is addressed in a timely fashion and extremely promptly. It is also as important for the entire event crew manning different stations to identify which persons at the event represent the client company, so that if needed, they can approach the representative closest to them and action the crisis accordingly.
  2. The Guests : Again, stating the obvious. But a person to man the registration desk with the hostesses is essential in segregating the Guests from someone playing a more participatory role within the event. It also helps in providing the attending guests with a delightful and smooth experience where they are immediately identified, the registration process is completed and are escorted to their seats by the hostesses.
  3. The VIP : Besides the client, there has to at all times be one resource stationed near where the VIP’s are seated and the VIP’s need to be told about that person. This just allows to eliminate the possibility of the VIP requiring something and it not being readily available.
  4. The Speakers : One person who has a clear comm and is in direct communication with the console manager is in charge of this set of audiences. This person ensures the speakers are identified, Dry-Run done, Presentations loaded at the console and that the speakers are intimated about going up on stage at least 15 minutes before.

The above practice has been a big help for us  to help our clients meet their objectives and when put in practice it tends to elevate the level of service provided by a notch.

It has always been our motto to help ” Drive Business Growth through Tangible Event Experiences ” and this small step helps us achieve that very effectively.

5 things Game of Thrones teaches us about business…

In our companies, most, if not all of us, are huge Game of Thrones fans. Everything from the marketing gimmicks to the content of the show can ignite a healthy conversation about what may or may not happen or what is right or wrong about the show.

One such conversation led to something very interesting, the discussion somehow veered from being about how Game of Thrones is the show to how there is a lot to learn and implement in our daily business and while running events.

A lot of points were raised out of which we manage to list down 5 things which we can relate to business:

Never Stop Learning – It can help you to constantly add value to your own skill before your clients.We live in a world packed with ideas and if you do not innovate, you wont survive.

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Keep your partners close – By creating a network and partnerships with people within the industry, it allows one to offer a far bigger plethora of services . Also playing by each others strengths can deliver the best results.

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Always keep your word – Business is dynamic and unexpected expenses can raise the costs. Sticking to your word after you have already quoted, even if it means a small operational loss, can go a long way in establishing you as a trustworthy, reliable business and can help with client retention.

My-Word-is-Bond-520x260Never forget where you started – Remembering where it all began is very important, as that is the foundation which the entire business is built upon.

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Be Ruthless – There is no prize for second place in business, you either close a contract or you do not. Either ways within the boundaries of orderly and ethical conduct, nothing you do to swing the deal your way can be held against you.

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At Pegasus and The Wedding Co, it is fun to relate what we do to the points we have mentioned above, if for nothing else, just the energy it helps add to the work environment and how much our people relate to it.

We would love to hear your thoughts about this article, please feel free to leave us a comment!