Event Management can be defined as a process involving effective planning and coordinating an event (conferences, webinar, fests, concerts, etc.). Managing an event can be successful only when the below-listed factors are taken into consideration.
- Selection of Venue
- Acquiring permits (if necessary/needed)
- Arranging for speakers
- Taking care of the decor
- Managing the event security
- Collaborate with the third party vendors
- Backup/Emergency Plan
A successful managing of an event is not just dependent on the number of years a company has organized events. Past success alone does not guarantee success in present ventures as market dynamics evolve continuously necessitating different strategies to be adopted for success.
The essential tools that are needed for a successful event is,
We are in a digital era, and the recent trend in event management has noticed the use of mobile applications. Webmobi is an event app which has a range of uses,
- Contains information about the event – Agenda, Speakers, and Venue Details,
- Audience engagement through Q&A, live chats and instant messaging, their opinions and suggestions
- Notify the attendees through push messages, alerts, live updates, etc,.
- Participants can use the app to register, send an RSVP and know the details about the event.
Making the world know about the event is important. Publicizing the event will help to garner more audience who might be genuinely interested in the event. There is a various way to market an event.
- Social media plays an important role. Facebook, Twitter, Youtube, Instagram, can be used to sell an event. Email marketing can also be done by sending bulk emails to the existing customers.
- The traditional style of marketing can also be used. News media, hoarding, pamphlets, TV/radio commercials, Can be used to market an event.
- Companies can also speak about an event during a product launch or through promotional events.
3. Event site/Venue of the event
An event can be successful if the venue of the event is right. Monitoring all the aspects of the event venue is crucial. It is important to have a “Sustainable Event Management.”
- The event has to be held in a responsible way and have a concern for the environment
- The organizers have to instruct the suppliers and other third party vendors and suppliers to about sustainable development.
4. Live Updates
Keep the attendees updated about ongoing of the event. Through social media or the event management app.
- Provide more information about the company, especially the facts that the attendees/audience aren’t aware.
- Give speaker details as this will help the attendees know more about the person addressing the event.
- Let the audience know the details of the food that is being served to them at the event.
Providing these necessary details will help in building a bond with the audience.
5. Opinions/Suggestions from Audience
After the completion of an event, ask the attendees to share their experience. This will help the companies to enhance their prospects. Even though the suggestion may sound “silly,” try and incorporate these ideas into the next event to garner some positive reviews.
The event manager or the event planner is under constant stress since as managing different aspects related to the event are not a simple task. With an availability of software application which runs on multiple platforms simplifies the event manager’s job.
Make your event a grand success!
Event Technology is accelerating rapidly, with innovations bubbling up. Imagine your life without the internet! In the modern era, the 5 basic human needs an add-on. Various apps help in event management. These tools contribute to making the event smarter by, meeting planners, exhibitors, venues and other meeting participants.
Corporate and IT discovers that Virtual Reality is gaining traction and the mobile apps are the most heavily invested event techs by agencies and Corporate alike. The cloud-based system allows for planning and collaboration with the clients, yet reduces the lag time. Tech industry is booming, and technology has become pervasive in business. The constant flood of new event technology challenges you to keep the latest tools and gadgets. Engagement with digital tool and communication helps to sustain in a competitive world.
It is important to make your event sustainable. Encouraging the attendees, speakers, and volunteers to carpool. Tie up with car-sharing service companies/apps. This will help in making event greening and also helps in affiliate marketing.
For example, Eventride. Created by developers from Winnipeg, Manitoba, Canada. The app will work with event planners to organize ride sharing among festival and event volunteers. Eventride already works with the Miami Marlins baseball team and the Winnipeg Blue Bombers in the Canadian Football League.
Mobile Event Apps
Mobile Event Apps are now widely used at events. Mobile apps are moving beyond paper replacement and logistics management. The modern smartphones have an array of sensors. When combined with mobile events apps, every touch in the app can be tracked. It provides information on,
- The participant’s likes, dislikes, interests, suggestions, opinions and more that can be used to improve future events.
- Notify the attendees with live feeds, happenings of the event.
- An instant messaging or forum to start a discussion amongst the attendees.
- Provide customized marketing content, based on the participant’s individual need.
Crowd Streaming is a user-generated movement. The content is created by guests at the event, using free apps available. Streaming their experience helps the event planner/company to know the best and not-so-good things about the event, which will enable them to make their further events better. Anyone with an active internet connection can view the live-stream, for free.
There is a steady rise in Virtual Reality (VR). VR is a tantalizing proposition for event planner searching for the new technology trend. Presently, it is the number one key trend that people are trying to tap into.
- VR will be used to engage attendees at booths with games and other immersive experiences.
- A lot of activities using Virtual Reality can be done during the event.
Internet of Things (IoT)
The Internet of Things is the connection of objects and people to transfer data over a network without the need for human interaction. Sensor chips in a myriad of things like thermostats, door locks, TV, watches/bands, cars, buildings, roads, power grids, etc.
IOT will provide unprecedented efficiency and convenience. The hotel rooms are a significant example of The Internet of Things. The hotel room will become smart with mobile guestroom door locks and sensors to determine human presence for AC adjustment and lightning.
On the whole, we can say that this tech tips impresses the clients and navigates the success of their event. As people become more comfortable with digital innovations, there’s a greater willingness to try new tools and dedicate budget to digital interactivity and engagement. As an events professional, you need to be a part of that mindset to build your business and stay competitive.
Events take a huge toll on our resources, society and the environment. They can construe consequential waste, shackle our daily resources like water or energy, or even spark chaos among local communities. Wastage of renewable resources or non-renewable resources is not acceptable by any society or government. An event may consume some resources such as water, electricity, and paper, etc., in bulk. During the initial stages of building an event, if one takes into consideration the various environmental, social and economic factors that play a crucial role in creating a sustainable event, then the event can be categorized as a green event. Sustainable event management entails social and environmental responsibilities during the process of event planning. The different ways to conduct a sustainable event is,
1. Go paperless
Since many events are transforming their multifold processes into online platforms, a significant mitigation in the level of paper usage is observed. Now, most of the event processes such as registration, marketing posters, etc., have shifted to mobile applications making it readily available and highly environment-friendly. This also helps in managing the event budget.
2. Deliver zero-waste
The aim of any sustainable event is to generate zero waste. Event planning usually includes the process of estimating an approximate amount of resources that may be required to conduct an event. Event planners often surmise a quantity that is more than the estimate, so as to account for situations of emergency. A smart planner should be able to conclude the required resources accurately and also have a backup plan for an emergency that provides additional resources in correct amounts.
3. Say no to plastic
Plastic materials are death-causing agents for living organisms in water. Disposal of plastic material usually ends up being ignited, however burning of plastic emanates several undesired and toxic chemicals/ pollutants into the atmosphere making it strenuous for the survival of several living beings including humans.
4. Protect the environment
Felling trees and running chainsaws on natural bodies is a highly unacceptable practice. Nature cannot be compensated in the attempt to create space for your event, like obstructing water bodies, chopping down trees, etc. A sustainable event aims at creating a safe ambiance for attendees without altering the natural phenomena.
5. Pollution-control check for vehicles- Transportation
Harmful effluents from vehicles are of utmost danger to the globe. There are multiple Emission Testing Centers or Pollution-Control boards through which the vehicles that have been incorporated for transportation facilities to serve the attendees from around the city can be scrutinized and certified as environment-friendly. An annual check on the vehicles can strengthen a sustainable event planning process. Tie up with car sharing services. Such innovative ideas can help both the organizers and participants.
6. Follow the 5S or 3R’s
5S is a methodology that describes how to organize a workspace for efficiency and effectiveness by identifying and storing the items used, maintaining the area and items, and sustaining the new order. Derived from the Japanese words,
- Seiri – Sort
- Seiton – Set in order
- Seiso – Shine
- Seiketsu – Standardize
- Shitsuke – Sustain
The 3R’s (Reduce, Reuse, Recycle) help to cut down on the amount of waste thrown away. They conserve natural resources, landfill space, and energy. The best way to manage waste is not to produce it. Stressing on the necessity to reduce the amount of waste created, the 3R’s also motivates reusability of products and resources either through or bereft of the process of recycling.
7. Sufficient amount of recycling bins
When your attendees turn around 360°, they must be able to find at least one trash can to dispose of their waste. The dearth of recycling bins should not be a factor that persuades attendees to litter your event venue.
8. Keep count of the waste produced
A statistical analysis of the amount of waste generated per event acts as a feedback form from attendees to understand the areas of improvement. Understanding the reasons for the wastage also helps reduce the quantity of waste generated at upcoming events.
An ISO 20121 certification offers guidance and best practice to help manage events and control its social, economic and environmental impact. The standard has been developed with input from various stakeholders, including representatives from the event industry, to make it practical and useful. It addresses all stages of an events’ supply chain and includes monitoring and measuring guidelines.
Event Planning and Management is a well-established industry and is still growing. Being a multi-million dollar business and with events being hosted so often the industry is rising at the rate of 150% every year. This mounting industry is encouraging the event planners to be at their best. One can easily relate to the product or a service if it is custom made. Hence it becomes very necessary in the event planning sector to understand what the event is for, to who is it addressed and who is going to benefit from such event.
Event planning survey
Although some call it a pre-event feedback the purpose is to understand the requirements of the event. A survey helps an event planner to identify the number of people attending the event, their likes and dislikes, the purpose of organizing an event and so on.
Although the survey may not foretell about the success of the event, it gives a lot of information on the inclusions and what is not to be covered in the event. Moreover, certain points that really make an event triumphant are asking the attendees about,
- The venue that they prefer
- Speaker, they are looking for
- Any noticeable tasks they want to cover, etc.
Making the event personalized will make the event a great success. This can be achieved by spending some time in collecting information from the attendees before planning the event.
Post event feedback
The only way to understand the reaction of the audience about the event is by receiving feedback post an event. This practice will tell if the event was a hit or not. In case there is anything that did not appeal the audience, it can be taken care in the future. This post event feedback can act as a pre-event feedback for the upcoming events. Necessary questions to be covered under post event feedback can be,
- About the venue
- Response to the speaker
- Promptness of the event planning staff (just to name a few)
This is crucial as it can make or break an event planning brand; it can create brand recognition and awareness.
The entire world is heading towards being paperless, so why not event planning. Technology is also being used in planning or rather providing information to the audience attending an event. Certain things like the venue map, agenda of the event, keynote speakers addressing the audience, etc. are usually covered under the app developed for the event. It is vital to understand the opinion of the attendees who have used the app. This is a very essential part of collecting feedback from everybody using the app is not tech-savvy. One should know how to receive technical feedback from non-technical users.
Considering the opinions of people attending the event and their reaction after the event plays a decisive role in the success. The attendees are more likely to remain loyal or even recommend the event planner if they get tailor made services for the event.
Companies can be successful only if there is a right equation between the employee and the employer. When there is a sudden slowdown in the employee engagement, a warning bell rings inside your heart. This may be due to work stress or fewer people involved in activities that are going around in a company. Don’t worry, it’s the time to rethink & re-invest on how to boost up your team members.
Catch some of the simple yet interesting tips on employee engagement events to break the monolog. These ideas will inspire to strengthen the relationship between the employee and the management
A themed team outing
A themed group outing will be a good icebreaker. Plan outing for a theater play and ask everyone to dress up according to the play’s characters or theme. Reward the best dressed. Also, a themed dinner can be put up in office.
The best team sporting would be a football match or a baseball game or any sport and all dressed up in their favorite team’s jersey, cheering for the favorite team could be the best. As it will not just be an outing but the one that will re-teach the essentials of teamwork!
Yes, add a little fun, and you can see magic happening. An improve event is usually fun, interactive and laughter filled. It is the best way to teach your employees the useful communication and soft skills. Based on the budget you can either do a simple improve show or hire a professional.
To emphasize the need for teamwork, you can organize a team cooking competition for all your employees and form small groups with randomly picked members from different departments. Creating new dishes will require more creativity, and thus everyone will apply their team and leadership skills. Select a food category and challenge each team to come up with something creative and delicious. Reward the best team!
Organize a talent show at the office and ask everyone to showcase their unique hidden talents like singing, dancing, magic, stand-up comedy, painting and much more. Depending on your budget get some gifts and appreciate the participants.
Organize a Family Field Trip
Make sure to have a family connect at least once a year. Plan and based on your budget choose a nearby destination for the household field trip. Include food, crazy games, and prizes.
Volunteering for a Cause
Giving a hand to support a good cause is not just good for you; it’s also the best way for your team members to bond. Place-based volunteering is good, and you can either help to build a habitat for humanity house or deliver gifts to orphanages or charity hospitals or participating in the save nature campaign.
In the end, all these activities will ensure that your team members use their full strengths to re-learn the essentials of being a team and working as a team.