Best Practices In Event Management – Whether you’re planning a small business meeting, dinner reception, large-scale trade show or any other type of indoor or outdoor business event, there are important factors to consider. Regardless of the event, the overall goal remains the same: to develop and strengthen relationships. To help you achieve this, here are 10 best practices to help you create business events that shine a light on your organization and engage others.
1. Communication Strategy: Have a solid event strategy with a clear vision of what you want to achieve. Make sure the message is clear. Tell the invitees what to expect from the meeting, who they will introduce and what they will receive. Explain how it will benefit them – will it help them solve a problem, improve their knowledge or skills, gain access to key leaders in the field, or just have fun? Plan your communication campaign in advance to give attendees enough time to familiarize themselves with it and meet the registration or RSVP deadline. If you have a block of hotel rooms secured, work backwards from the cut-off date to increase interest and fill rooms. Know your audience and the types of communication they respond to. From online video advertising to old-school direct mail, create an arsenal that works for that audience and your story. Don’t forget to chat after the event to further develop these relationships.
Best Practices In Event Management
2. Vendors: Block contracts with third-party providers early in the process. You don’t want them to question their commitment to your event. This includes a block of hotel rooms, speakers (and their travel/hotels), catering services, banquet or restaurant space, meeting space, transportation services, a team of audiovisual equipment, bartenders, and anything else you need.
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3. Content: Charge your event with fresh content. It’s important not to drive attendees away from event offices with the same information year after year. Make sure the material is fresh and relevant to their needs. Do your attendees need to know about any new systems, products or strategies? Are there industry pioneers outside of your organization who are providing new insights and inspiring collaboration? For outdoor events, everyone in your company should be familiar with your key messages to ensure attendees leave with a clear vision of your brand. Your branding strategy should be an integral part of your story, consistent with your messaging from start to finish.
4. Event strategy: organization of information. Having a staff member to coordinate all the logistics in one place helps a lot. Too many cooks in the kitchen can make a mess. This person will keep track of guests’ arrival and departure times, travel information, hotel rooms, special requests, contact information, information about each guest, food preferences, special needs or dietary restrictions, emergency contact information, and any other relevant information. Once on site, ensure that all staff assisting with the event have this detailed information readily available. Having all of this information in an organized binder with the manifesto, extra copies of the agenda (and having multiple copies of the entire binder) is very helpful during the event, especially if it is large enough to be managed by multiple staff members. .. There is nothing worse than staff who cannot respond to a guest’s request. There should be “walking information booths” where event staff can answer questions or at least find them within easy reach. Staff assistants should hold regular pre-event meetings to review each phase of the event, iron out wrinkles and assign specific responsibilities.
5. Conditions of withdrawal: When securing hotel accommodation, special attention should be paid to the cancellation clause of the contract. Cancellations can be expensive and unnecessary costs, as your organization will be responsible for unused nights. This can be avoided. It is good practice to offer incentives such as early booking discounts to help meet deadlines. Suspend registration for one week to 10 days to release all rooms from the room block by that date. There will always be customers trying to get their name on the room list at the last minute, so you may want to leave some rooms open.
6. Environment: The environment should be visually stimulating, comfortable and atmospheric. It should also match the purpose of the meeting. The way you host your event reflects how well you can run your business, and the environment can paint a picture of the services that potential customers will receive. A few questions to answer when trying to throw a red carpet on a budget: Is the venue and/or seating comfortable? Is the temperature too high or too low? Do you provide a strong WiFi signal for the comfort of your guests? Is the A/V equipment you need for your meeting working properly? If not, is there someone who can help make your presentation run smoothly? Are the bathrooms easily accessible and are there enough of them? Will you have a cleanup crew to remove the debris? Everything should be decided before the event.
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7. Networking: Conferences are sometimes so busy that attendees don’t have time to network and engage in important conversations that may arise. Do not forget to cut the space for it. If you are offering a multi-day conference, leave one night open for a small group dinner to provide networking opportunities. Always include a question and answer session. Consider small group discussions to explore how participants can implement key strategies or insights from topics and speakers.
8. Cost Control: At events, costs can quickly spiral out of control! One way for a business to stay on budget is to plan ahead. Booking a meeting space or a block of rooms in advance will ensure better rates. Additionally, if you plan multiple events each year, you may want to consider negotiating a deal with your hotel or event space to provide a corporate rate instead of a variable rate. If you order promotional gifts at your event, can you bulk buy multiple events to get a better price on each product? If your audiovisual needs are too expensive, is there equipment you can buy and install yourself instead of renting? Are the food and drinks too expensive? Is there a deli that does a great job of catering and serving food? The guests’ cost sensitivity should also be considered. If your guests are responsible for their own hotel and travel expenses, choosing the right hotel is critical.
9. Things to Know Before You Go: This is a one-two punch to send to registered guests before the event, giving them detailed information. Participants will learn what to expect once they arrive, where to go, start times, special instructions, and more. This should be done via email (or posted on the event website) at least two weeks in advance. Include airport and hotel information (including Wi-Fi codes), parking information, transportation, dining options (and times), dress code, items to bring, check-out information, and most importantly, contact information for travel information. Be sure to include the event coordinator’s mobile number and email address and any other necessary contact information. Is there an event station or registration booth where they have to check in as soon as they arrive? Don’t leave them wondering what to do or where to be during any part of the story.
10. Make it memorable: Do something unique, fun or thought-provoking to make it memorable. I once attended a barbecue reception at the Ritz, where I received a bottle of the sponsor’s own pork seasoning, the container of which had The Ritz monogram. I will always remember this story and the woman who collected the bottles as it was a nice touch. (I went home that weekend and made spicy chicken, which was delicious.) You can ask the welcome committee to meet the participants at their hotel (or pick them up from the airport) and give them a gift bag with a few essentials. things, e.g. bottled water, a small snack pack, a notepad, a pen and a free branded item such as a luggage label, a voucher for a glass of wine or an aperitif for a nearby raffle or a power bank to charge a mobile phone. (Functional items are better than tchotchkes.) Ask yourself: What can you do to make them feel like you know who they are and care about you? The answer may take you far. Event planning is a very complex and dynamic field that brings many challenges and opportunities. Both seasoned and emerging event organizers rely on a toolkit of resources, best practices, and digital tools to mitigate crises and support event success. Check out the infographic below for more information:
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Event planning is a growing field with unique trends and challenges. Event planners should use them to deftly navigate the ups and downs of an industry career.