the hidden secrets of the events industry
TRANSCRIPT
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The Hidden Secrets of the Events Industry
The behind the scenes hard work that brings an event to life
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Clients
• Objectives• Why do they
want event?• Why will
people come?
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Project Planning• Tasks• The team• The client• External
suppliers• The Venue
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Venue sourcing• Purpose built
conference centres
• Hotels• Unique venues• Offices
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Speakers / Hosts
• People with expertise
• Chairpersons• Celebrities
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Financial consideration
• Budget• Quotations• Added value
services• Special deals
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Venue setup• Theatre• Cabaret• Banquet• Classroom• Workshop
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Marketing• Press adverts• Social Media• Personal
Invitation• Special
groups
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Database management• Record of
invites• Responses• Bounce backs• Acceptances• Profile
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Income Generation• Matching fees
to attendees• Special rates• Bank
accounts• Audits
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Progress Reports• Keeping client
informed• Financial• Delegate nos.• Venue• Consultancy
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Catering
• Venue liaison• Special
dietary needs• Timings• Costs
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Transportation• Maps• Train, plane,
automobile, public transport
• Parking
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Website design• Branding• Content• Registration• Contact details• 1 stop shop for
information
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Marketing / Branding collateral
• Designs• Logos• Consistency• Gifts, website,
pens, etc.
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Sponsors• Logos• Profile• Branding
guidelines• Mentions• Ego?
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Speakers• Let them know
their audience• Technical
support?• Make them
feel at ease
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Room setup
• Make sure each room is setup as required for speaker and client
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Audio Visual
• Test equipment• Give speakers
and client time to rehearse
• Have a backup
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Be ready to change
• Be flexible to needs of client, presenters and the audience
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Make event special• Bring your
creative genius to the fore
• Make everyone feel SPECIAL
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Size does not matter
• Every setting should be set up with care and attention to detail
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Delegate Perceptions• You’re the
first person they see so you are the FIRST IMPRESSION of the event
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Exhibition• Dedicate a
team member to work with exhibitors• They have
different needs
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Social activities• Think out of
the box• What will
audience ENJOY that is DIFFERENT?
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Build network of contacts• If you see
something that looks good find out who does it and make contact
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Evaluation
• Don’t rest on your laurels
• Find out how to improve EVERY event
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Learn from mistakes• Take the good• Build on what
could be improved
• Learn from mistakes
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Audio visual
• Make friends with the AV team
• They can make or break an event
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Client
• The most important person who has to glow in the limelight
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Delegate• Look at
everything from their perspective
• Make them feel you have designed event just for them
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International guests
• You are an ambassador for your country
• Make as much information available as possible and help them get most from visit
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Partners• Each partner
can have different objectives
• Manage expectations
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Speakers / presenters
• They need to feel special
• Make sure all they have to do is concentrate on presentation
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Sponsors
• Sponsors pay the bills and have expectations to be met and managed
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Delegate guests• Social and
cultural programmes need to be available especially for spouses
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Venue team• Work closely
with them and take advice as they know what works and what doesn’t.
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Your team• Personality• Flexible• Creative• Hard working• Common sense