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.
Has anyone who is in sales and reading this ever been told, that you cannot have a conversation with someone without wanting to get something out of it.
In a professional capacity, that is what our sales people do, we wouldn’t make any money if we did not sell, however when one gets told this by their personal friends, It would leave them astonished as they were intentionally not trying to sell but just having a normal conversation about a random topic as simple as where to eat or which gaming console to buy.
But if you think about it, anytime you have a conversation with a friend or family member or any one in general, you are indirectly selling.
For example, in figuring out where to go eat with a friend, you suggest a place and talk about the benefits of going there, where as your friend has another suggestion. You push for your suggestion constantly highlighting why it is better to go where you suggest and not the other place, and you manage to convince your friend. You have just made a sale.
The above is just one instance, when you delve deeper into it, you realize more and more the instances where you have had to make a sale.When you talk about political issues with friends or about which team in football is your favorite. Why you like a particular brand of clothing. Why you like to take a certain route to work even though it is longer. Why you want to have a drink for no reason at all.
You are always selling without knowing it, makes us think whether the mindset should change and if all conversations should be considered a sales pitch or all sales pitches should be considered a conversation.
In professional terms and in the spirit of getting things done the latter would make life a lot easier for both parties involved. You will be more receptive towards meeting new people and everyone will always some how see some benefit in hearing another person out, because it is never bad to have an engaging conversation.
Just to state the obvious though, one should be able to add value to the others business, prioritize and time should be respected.
Our team usually takes pride in the fact that they concentrate more on understanding what the client wants and what their objectives are, more than trying to sell their services. The services get sold automatically through an engaging and interactive conversation.
Our receptionist still gets calls asking if we would like to get a website made or would like to promote our business online, with just typing a few letters in a search engine they would see that both our company websites, www.pegasusevents.in and www.theweddingco.in are fairly prominent across most search engines and social media platforms and it would be more interesting for me to find out how they can add further value to that.
The fact that you read this, means we made a sale.
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.
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.
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.
Never forget where you started – Remembering where it all began is very important, as that is the foundation which the entire business is built upon.
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.
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!
This Post has been written by Becki Cross for eventmanagerblog.com
A lot is written and observed about the traits of Event Managers and what it takes to be a great Event Planner. On the flipside however some of these common characteristics we share and our demanding career path can actually be a nightmare for those around us, at home, work and play.
In this post we explore the downsides of our work as an #Eventprof. This is essential reading for anyone training to be an Event Manager or starting out in the industry and should strike a chord with all Event Planners. This light hearted post is a special thank you to our friends and loved ones who put up with us day in and day out and love us anyway, despite these foibles and our unconventional jobs!
Perfectionist or Control Freak?
Attention to detail matters a lot in this job, for obvious reasons. However there is actually a very fine line between a perfectionist and a control freak. If you believe that you have to do everything yourself to ensure your high standards are met and struggle with delegation you may have crossed the line!
Do you believe that everything will crumble if you do not micro-manage every single detail? Try to keep a healthy perspective and reality check yourself otherwise with so many details to manage on every single event you can easily burn yourself out with stress and anxiety. Remember events are about team work for the greatest chance of success.
It is also sometimes inevitable and completely outside of your control when things go wrong. At times like these you need the right side of your brain to take the lead, rather than the methodical, task-based and logical left side. When you have to think on your feet and react quickly you really show your worth as an Event Manager. It takes nerves of steel not to crumble and to take control of the situation authoritatively and quickly and to smoothly direct a new plan of action. On the plus side there is no time to worry about it and the adrenalin often kicks in. You really must “Keep Calm and Carry On.”
All Work and No Play
Many people envy the role of an #eventprof. It is true that the job can have many perks, but it certainly isn’t always as glamorous as many people imagine!
In reality it is hard work. It involves long, long hours and plenty of pressure to ensure everything goes to plan. If you are looking for a set 9 to 5 job this probably isn’t the career for you to choose. Flexibility is key and you need to be prepared to work relentlessly and for as long as necessary to ensure that everything is ready on time for your event.
Moreover, when the event is in full swing on the day/night there is often no time to relax (or even sometimes to eat!). At the end of the day you are putting on the event for other people’s benefit, delight and objectives, you are there to do a job and not to enjoy yourself!
Of course jet setting across the world or even just to other towns and cities sounds exciting but often you have little or no time to explore the outside world before you are back on the plane/boat/train/car back home again.
Shhh. Don’t Tell!
Another misconception about our job is how lucky we are to work with celebrities and famous people and this is true most, or at least some, of the time. It is great to truly appreciate how someone has deservingly got where they are through talent and charisma and seemingly managed to stay grounded.
HOWEVER I think every #eventprof has horror stories of egotistical, downright rude and dislikeable characters we have had the “pleasure” to work with. But of course what happens backstage, stays backstage – or at least until I write my memoirs!
It’s Not All About You
One of the greatest skills of an Event Planner is actually fading into the background! You are not the star of the show, you are there to silently and efficiently work behind the scenes so that the event happens as if by magic.
Of course people should know where to turn if they have any questions or concerns but humility is actually a very important attribute for every Event Manager and this is a good marker to me of a successful event.
Sociable and Outgoing? Or Simply too Loud?
This profession seems to attract those that are fairly confident and outgoing, which makes sense in this public facing and customer orientated role. However it is important to realize that what is sociable to one person can sometimes be seen as overbearing to another. I have certainly met some marmite characters in the world of events.
The best #eventprofs are able to judge a situation and the characters involved perfectly and blend in as the circumstances demand. Like a chameleon they are well practiced at keeping the conversation flowing on seemingly any topic, champions at asking questions, listening and showing an interest and of course able to inject professionalism, humour, intrigue and storytelling as required.
For many Event Managers their role today is closely interlinked with technology and social media and seems to demand being online 24/7. To others we can appear to act like teenagers, or even sometimes be perceived as being rude, constantly checking our smart phones. However we are “working” – honest! In social media quick responses are essential so replying promptly across multiple social media channels is important. And it can be tempting to check ticket sales, reply to that email, update your to-do list and start planning that next blog post while your phone is at your fingertips.
Just please oh please do not fall in to the 75% of Americans that admit using their smart phone on the toilet….
Time and time again Event Management is listed as one of the top ten most stressful jobs so can you blame us for being a little tetchy sometimes?! An event really is the ultimate immovable deadline and stress levels and patience can sometimes run a little thin at pressurized times!
And to be frank after a LONG, HARD event day of non-stop talking and endless smiles looking after guests it is nice to simply be quiet!
And yes, on event days we can easily cover 20 miles plus so we are fully entitled to moan about our aching limbs and blistered feet too!
What Time Do you Call This?
18 hour days and finally falling into bed at 3am after running a dinner or awards ceremony or rising at 4am to run a conference or exhibition is part of the job spec. Hopefully you have an understanding bedfellow as many people wouldn’t dream of keeping the hours demanded as an #eventprof. And of course being an Event Planner you will no doubt have multiple alarm devices set just to ensure you wake up at the necessary time and in case the first 2 alarm clocks don’t work, which can be a little frustrating for your other half if they were hoping not to be disturbed.
Once An Event Planner Always An Event Planner…
When you go to an event organized by someone else we still cannot help ourselves. Do we switch off and enjoy not being in the driving seat for once? NO! Instead we seem to go on auto pilot, opening doors, directing people, solving other people’s problems. The strange thing is people seem to naturally gravitate towards us as if they think we are in charge! Event Management is in your blood.
Just Enjoy the Moment?
Furthermore we can’t help but wonder “why have they [the Event Planner] done it that way? I would have done that differently” whilst also appraising what they have done well and what is and isn’t working.
At festivals and concerts in particular I find myself completely fascinated watching the crew do their jobs and appreciating the quick set changes and the sound, vision, lighting and special effects in minute detail. Does this detract from my enjoyment of the event though? No – not at all!
I know lots of amazing Event Planners who are fantastic at what they do as well as great people to know. However there is definitely a flip side and the traits that make us dynamite Event Managers and our over-demanding careers can also make us frustrating friends, lovers, family members, work colleagues or acquaintances. I hope that we are worth it!
About the Author: This Post has been written by Becki Cross for eventmanagerblog.com
Becki Cross is Managing Director of Events Northern Ltd, an event and conference management company established in 2004.
Many hotels and resorts boast discounted prices and fewer crowds during off season, however to what end.
We list down the pros & cons which you , as a client, should consider while planning an event during the monsoons or holiday seasons.
Costs are usually Lower
The biggest advantage to planning a company meeting during the off-season is undoubtedly the savings, especially in terms of room and banquet charges. There are very few social engagements which take place and one usually has availability with many places inviting bookings to keep themselves occupied.
As a client it is easier to negotiate and agree on a package as compared to costs during season time.
Resorts and offsites are usually less crowded
Planning a monsoon getaway for your team and conducting some team building exercises is the ideal way to go during the off season.
Resorts or any offsite locations chosen see lesser crowds, which allows for an intimate and concentrated event.
Weather is a factor
The weather is usually a concern during Off Season, hence cost savings aside you have a very real possibility of your event not creating the requisite impact due to a lack of audience or may be washed away due to torrential rains.
An obvious and real con to planning an event during off season.
Accessibility and Attendance
Even if the weather is stable during the event and not before or after it can be a problem, accessibility and attendance can get affected based on how the weather behaves before the event and event recall can get affected based on how the weather behaves after.
This Post has been written by Alesandra Dubin for BizBash.
Photos by Pegasus Events Pvt. Ltd.
Setting up a stage for speakers and presenters may seem like an uncomplicated matter compared to creating an elaborate performance platform. But the success of a presentation—and of the people delivering their messages—depends on nuanced (and sometimes overlooked) details like size, lighting, and accessibility, as well as the right selection of microphones and lecterns. Industry experts offer their tips for producing stage setups that are operational, effectual, and impactful at meetings and conferences.
Choose the correct height.
Consider attendees’ sight lines and comfort when raising the stage. “For any presentation, I always like to be at least 12 inches high off the ground so that audience members have a good line of sight,” says Jon Retsky, co-owner and lead designer of San Francisco-based event design and production company Got Light. “For larger galas, big stages, bands, big fund-raising events, or fashion shows, we typically go as high as three to four feet off the ground to help elevate the speakers and presentations and give a good line of sight for all guests.”
Use appropriate lighting.
Lighting should be properly situated for all of the individuals who will be standing on the stage at various heights. “This requires research from the event team on who will be on the stage, and working with the lighting designer,” says Todd Hawkins, C.E.O. and founder of Los Angeles production company the Todd Group.
Though it may seem surprising, Retsky says stage lighting is often the most-forgotten element, especially during summer months when organizers assume daylight will be adequate. “Once that sun goes down, your presentation will be in the pitch black,” he says. “Adding a stage wash for basic visibility will make your presentation pop with light, both before and after the sun goes down.”
Make sure audio is loud and clear.
In addition to lighting, quality sound also contributes to the effective communication of target messages and to an overall positive audience experience. “The core of staging design begins with audio,” says Corporate Magic senior creative director Stephen Dahlem. “It may sound simple, but you can add all the … bells and whistles … to a presentation, but first and foremost the audience has to hear. If an audience cannot hear, they will not care. The correct style and amount of audio is key to delivering the fundamental message of any successful event.”
Select microphones based on speakers.
Some speakers may feel more comfortable speaking with a hands-free lavalier microphone, while others may prefer the comfort of a handheld microphone they can raise or lower to their preference. “We try to have both lavalier and handheld microphones available so we have options,” says Stacy Seligman Kravitz, the director of events and stewardship for the School of Cinematic Arts at the University of Southern California.
Beyond that, she advises having speakers arrive early, when possible, to build comfort with their mics and other details of the setup.
Pick the right lectern.
A lectern may seem like the most basic and ordinary of staging needs for presentations, but selecting the right one is actually a critical task.
“If it’s an acrylic [lectern], ensure it is spotless and clear of scratches. Particularly as the light hits it, any and all imperfections will show,” Hawkins says. “If it’s a custom-built lectern, ensure it’s built correctly to aid and support your presenters.” Additionally, he says, organizers should make sure there is enough space for speaker notes and relevant reference materials to minimize unsightly clutter.
Beyond that, it’s also wise to have a lectern on site, even for those who think they’re unlikely to use it. “[It] can help calm a presenter’s nerves,” Retsky says. “It gives presenters a prop to lean on, to read from, and [to make them] feel more comfortable.”
Keep it simple.
Elaborate stage decor or sets may pose a distraction for speakers, as well as audience members—those watching live or those watching virtually or at a later time.
Hawkins says: “Simple is more. We can go overboard with flashy sets, but in my experience the best staging is when I keep a very simple layout and design, as the more complicated sets don’t always translate well in photos or on camera.”
That being said, decor could serve a strategic purpose when necessary. “One need that was specific to one of our esteemed trustees was that she did not want her legs showing through the Lucite lectern,” Kravitz says. “Because I shared photos of it in advance, she was able to share her concern, and we addressed it with a selection of greenery on stage that is not always part of our staging plans.”
Allow easy access.
A stage with insufficient or complicated access can pose a threat to a successful event. “Are there performers who need a special way onto stage or have props that require to be rolled on or can come up steps? Additionally, when I’m producing charity events, there are often surprises where folks come to the stage who might have not originally been written into the script—so it’s important to have a fully accessible stage,” Hawkins says.
Remember: Size matters.
Retsky says the number of speakers will likely dictate the appropriate stage size. “If you only have one speaker at a time, a massive stage will dwarf the speaker and minimize the impact of the speaker or presentation,” he says. “Are there panelists? If so, you’ll want a larger stage and want to think about where to place the lectern, if any, so that the speaker can communicate seamlessly and with the panelists.”
About The Author – This post has been written by Alesandra Dubin for BizBash.
This Blog has been written by Kevin Jackson for eventmanagerblog (Event MB)
Do you believe that events are the future? More importantly do your clients understand? This post considers why events will always be integral to the success of businesses, brands, and retaining the loyalty of those who believe in them.
Those that know me would tell you I’m a people person.
Those that don’t know me would probably believe them.
It is easy, in business, to overlook the fact that we deal with real human beings.
Real people can get lost between numbers, projections, ROI and profit margins, when really they are the most important thing keeping all of us afloat.
The importance of retaining a human connection externally with customers and clients and internally with staff and stakeholders, cannot be overstated.
And successful connection is all about conversation, mutual understanding, and appreciation which all equals, you guessed it: Engagement.
So What Do We Mean By ‘Engagement’?
Engagement is about adding value, building trust, and driving commitment. In doing so, brands and business are able to move their audiences from passive indifference to active participation.
It’s about creating authentic and meaningful interactions between people and the products and services with whom they choose to spend their valuable time.
It’s no surprise to learn that the deepest connections between audiences and brands are formed through a process that takes people from watching and thinking, to feeling and doing.
Active participation at a personal level with a brand is key to establishing value and a lasting bond. So we need to get personal, get real, and start an authentic dialogue.
Social Net Worth Over Social Networks
Businesses can spend millions on advertising, social networking and social media strategies, but although the web allows us to directly connect with our customers and target audiences, this relationship isn’t always reciprocal.
We can connect to customers digitally online, but this does not mean the customer is connected with us, because the human element is still missing. Social media just makes us a glorified pen-pal. Engagement isn’t just about clicking on ads and responding to sales promotions.
Instead, we need to move away from social networking and focus on being social net worth kings – championing genuine, real connections and relationships with customers over just sticking something before them and asking them to care. Reclaiming the people from the numbers, figures and follower counts.
Because the human element that is missing from social media is experience.
Real-life interaction and participation is comparable to none – and is the greatest marketing tool you could ever want or need.
That’s precisely what makes events so important. Events create the emotional energy behind the sale, the human experience element. And no-one at all, including those in procurement, really choose a logical sales choice.
They make emotional ones – buying ideas. People don’t buy what you do, they buy why you do it, and the only way to truly engage people with that why, is to offer them a direct, human experience of your brand in real life.
Events: Power to the People
Of course, there are still those who might think that the live experience is the soft option. But to do so is to miss the bigger picture. It’s only when we visit a live event that we start to understand what a brand feels like, and how it behaves.
Every touchpoint or element has been designed to represent the brand, allowing for rich, immersive and powerful engagement from start to finish. And it all begins with an understanding of the consumer’s world. Rather than telling audiences that we’re interested in the same things they are, we’re proving it – like I said, people don’t buy what you do, they buy why you do it.
Events build emotional energy which is the most important facet of human connection, which therefore creates engagement and ultimately generates sales and ensures growth.
In today’s world, social media is as intrinsic to our lives as eating, drinking, breathing. We have become more connected than ever, and someone on the other side of the world is as good as our next door neighbour.
But arguably, the value of that connection has decreased. Online, no real thought or effort has to go into communicating any more, and it’s the same with the way brands operate online. With an increase in the ease of communication, there’s a decrease in what it actually means – making the individual feel important.
Humans are emotional beings and so the key to growth is generating an ethos and culture that is emotionally-driven that it allows consumers to become invested in why we do what we do. And that’s something that cannot be imitated, achieved only from real face-to-face human interaction. And what better way to connect with people than a bit of a party, right? That’s why events will always be integral to the success of businesses, brands, and retaining the loyalty of those who believe in them.
About the Author: Kevin Jackson for eventmanagerblog (Event MB). Voted the most influential person in the UK event industry over the last 3 years, Kevin Jackson has been making his influence felt for over twenty years. He’s been a significant player with some of the world’s most respected marketing services groups, now Vice President of George P Johnson, and President of ISES UK.