The hidden secrets of the events industry
-
Upload
martin-jack -
Category
Education
-
view
411 -
download
5
Transcript of The hidden secrets of the events industry
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