The Hidden Secrets of the Events Industry

The behind the scenes hard work that brings an event to life

Clients

• Objectives• Why do they

want event?• Why will

people come?

Project Planning• Tasks• The team• The client• External

suppliers• The Venue

Venue sourcing• Purpose built

conference centres

• Hotels• Unique venues• Offices

Speakers / Hosts

• People with expertise

• Chairpersons• Celebrities

Financial consideration

• Budget• Quotations• Added value

services• Special deals

Venue setup• Theatre• Cabaret• Banquet• Classroom• Workshop

Marketing• Press adverts• Social Media• Personal

Invitation• Special

groups

Database management• Record of

invites• Responses• Bounce backs• Acceptances• Profile

Income Generation• Matching fees

to attendees• Special rates• Bank

accounts• Audits

Progress Reports• Keeping client

informed• Financial• Delegate nos.• Venue• Consultancy

Catering

• Venue liaison• Special

dietary needs• Timings• Costs

Transportation• Maps• Train, plane,

automobile, public transport

• Parking

Website design• Branding• Content• Registration• Contact details• 1 stop shop for

information

Marketing / Branding collateral

• Designs• Logos• Consistency• Gifts, website,

pens, etc.

Sponsors• Logos• Profile• Branding

guidelines• Mentions• Ego?

Speakers• Let them know

their audience• Technical

support?• Make them

feel at ease

Room setup

• Make sure each room is setup as required for speaker and client

Audio Visual

• Test equipment• Give speakers

and client time to rehearse

• Have a backup

Be ready to change

• Be flexible to needs of client, presenters and the audience

Make event special• Bring your

creative genius to the fore

• Make everyone feel SPECIAL

Size does not matter

• Every setting should be set up with care and attention to detail

Delegate Perceptions• You’re the

first person they see so you are the FIRST IMPRESSION of the event

Exhibition• Dedicate a

team member to work with exhibitors• They have

different needs

Social activities• Think out of

the box• What will

audience ENJOY that is DIFFERENT?

Build network of contacts• If you see

something that looks good find out who does it and make contact

Evaluation

• Don’t rest on your laurels

• Find out how to improve EVERY event

Learn from mistakes• Take the good• Build on what

could be improved

• Learn from mistakes

Audio visual

• Make friends with the AV team

• They can make or break an event

Client

• The most important person who has to glow in the limelight

Delegate• Look at

everything from their perspective

• Make them feel you have designed event just for them

International guests

• You are an ambassador for your country

• Make as much information available as possible and help them get most from visit

Partners• Each partner

can have different objectives

• Manage expectations

Speakers / presenters

• They need to feel special

• Make sure all they have to do is concentrate on presentation

Sponsors

• Sponsors pay the bills and have expectations to be met and managed

Delegate guests• Social and

cultural programmes need to be available especially for spouses

Venue team• Work closely

with them and take advice as they know what works and what doesn’t.

Your team• Personality• Flexible• Creative• Hard working• Common sense