What’s in a venue anyway?

 When planning an event, getting the venue correct is one of the most critical things which helps you attract your audience and create maximum impact out of doing the event.

Out of all the events which take place within the corporate spectrum, cocktail receptions and networking meets are the most frequent, with almost every company calling in their clients to spend some quality time outside the office, without having little or no formal agenda to the evening and creating meaningful relationships which help further client retention. Based on Pareto’s law, many companies use this as a tool to strengthen ties with current clients as well as to impress upon existing clients.

With so many companies organizing cocktail and networking meets, budgets assigned usually are controlled and at the same time, clients want to offer their guests the absolute best in food and drink.

While we think, hotel banquets especially 5-star ones are yet unmatched in terms of service quality and we from experience can say that a 5 Star name alone creates an impact, the past few years have seen the emergence of nightclubs as a new breed of places as an alternative to 5 –Star hotels which serve as corporate cocktail venues.

Based on past experiences we create a list of what you as a client need to know while you try to decide on a venue for you next company event/ Party:

5 Star Hotels

The charm and the charisma which 5-star hotels add to your event is exemplary. The ambiance created is usually the best, the brand of the hotel rings a bell with most attendees and attracts a great response from your invitees.

However, as they also say, “Quality comes at a price”

With the hotel usually, you would start with a dinner package with alcohol being as per consumption.

For the Set-up, you would require to include a charge for venue rentals within your budget, as giving you the venue for most of the day means a revenue loss for the hotel, which in business terms would not make sense.

The hotel would give you the banquet hall and extremely brilliant and hospitable service, but that means everything from your stage, sound, lights and AV is yet to be accounted for.

All licenses including liquor have to be accounted for additionally.

This is the best part however, 5 Star Hotels are available to be rented out on any of the days of the week including Fridays and Saturdays.

They can be approached for any kind of event you plan to have, and are not limited to any particular kind.

 Night Clubs and Lounges

Nightclubs and lounges are built for cocktail receptions and parties. The ambiance provides for candid conversations and an informal setting.

These venues usually offer you a per person package which includes Alcohol service and dinner at one flat fee for unlimited service. This fee usually is as much or a little more than what a 5 Star would offer you just for dinner.

Most Nightclubs and Lounges open for dinner and are non-functional during the day, which allows using the venue for Set-Up at no added cost. However, setting up a stage in case you want to have entertainment can be a challenge due to space constraints.

Along with the venue itself, most night clubs usually have a sound system and ambient lighting for a cocktail reception built in, and they usually include that within the package cost per person. This means you as a client do not have to shell out the extra bucks for Sound and Lights and can either save them or spend them on Corporate Gifting or Décor.

Many of these venues acquire event licenses on a yearly basis, hence they do not usually ask clients to acquire a license for a DJ or Live Entertainment. This, however, is subject to government regulations and all mandatory licenses need to be in place before the event takes place.

The disadvantage faced with Night Clubs and Lounges is, they usually never give out the venue exclusively on a Friday or Saturday, unless you do a complete buy-out. In that case, the cost usually goes higher than expected.

You cannot have banquet seating like you would at a hotel or banquet, you usually need to have floating crowd at the venue.

The kind of events you can do at these venues are limited to just cocktail receptions and company parties.

Besides the above-mentioned venues, an event is possible to conduct anywhere you would like, including your own facility as well.

The above information is solely based on our experiences as event planners, we have managed various events at both type of venues for our clients in the past and from what we have noticed, an event is only as good as the client makes it, you know your audience best and we hope the above information can help you make an informed choice the next time you look to organize a cocktail reception or party for your company.

Amazing Augmented Reality at Make In India Campaign at Hannover Messe 2015

This was one of the more impactful Augmented Reality campaigns. Wizcraft pushed the envelope to drive home the message of Make In India 🙂

If you have any such interesting videos to share, we would love to see them! Feel free to post them in our comments section.

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.