A funny idea occurred to me the other day. In much of the world, anyone who doesn’t own a cell phone is considered an oddity. 56% of people on earth own their own Smartphone, while a staggering 91% have a mobile device of some kind at their disposal. The landline phone is a relic! This data is based on the average user, but you can bet money even more people in the enterprise sector will be making use of smart mobile technology.
The growth of the mobile industry is moving at a breakneck pace, and it shows no signs of slowing. Before much longer, more people will be accessing the web on their phones than on their desktops, laptops or even notebooks. What this means is that, regardless of your industry, you can’t ignore mobile technology.
This certainly holds true in event management, where mobile apps are dominating new innovation. Think about it – if 56% of people own either tablet or Smartphone, that means at very least half your attendees are going to be equipped with some sort of mobile device. What’s more, those attendees are going to be expecting access to a secure, fast WiFi connection. That connection will have […]
There are great reasons for many types of organizations to hold charity events such as fundraising drives and raffles. Not only is it great for one’s brand image, everyone involved – including you – gets to feel good for making a positive impact in the world. However, there are a few things about managing a charity event that make it different from a run-of-the-mill meet-up or conference. You might end up having to do a bit of extra work.
In order to make sure things go smoothly, you’ve got a few tasks ahead of you in addition to typical event management duties such as marketing and venue booking.
Find a Cause You Believe In
Before you do anything else, I want you to stop and think for a moment about something you feel is genuinely wrong with the world. Perhaps you’ve lost loved ones to a debilitating disease such as cancer, muscular dystrophy, or HIV. Maybe you’re genuinely unhappy with the impoverished state of the third world, or the abysmal state of children’s education in the United States.
Whatever your cause, it has to be something you genuinely believe in. If you can’t think of something, ask your staff and co-workers. Someone’s bound to […]
Budgeting is probably the most difficult task for every event management professional – particularly if you find yourself coming up short. If tight, it can be incredibly tempting to cut corners, but that’s not an advisable course of action. Skimping on features is a surefire way to ruin an event, and it’s not the way to solve your event budget constraints.
So…how can you save money? Get creative, there’s ways to cut down on an event’s overhead without causing quality to suffer too much. Here are a few cost-saving event management techniques that won’t completely water-down your event in the process.
Seek Out Sponsors
First and foremost, check around the industry in which you’re running the event for sponsorship. There’s a good chance you’ll find a company or organization that values a marketing opportunity with your attendees, look to industry leaders. A win-win deal provides a sponsor something they value in exchange for them covering a nice chunk of your costs.
Tip: a company may value an audience with your attendees, the chance to speak with them directly. If the company or organization truly provides value you may consider offering one of your speaking slots.
Spend Less On Guest Speakers
Ask yourself – do you really […]
With so many details associated with planning an event, it is possible to overlook the fact that some sort of disaster may occur. While disaster may be unlikely, you must be prepared for the unforeseen. Some things are out of anyone’s control, but it’s your responsibility to have an action plan.
Below are three potential (and somewhat common) event disasters you should plan for:
1. Medical emergency.
The more people you have at your event the higher the likelihood you will face some sort of medical emergency. Aside from choosing a safe facility and not engaging guests in dangerous activities, limiting risk is about having a solid response plan.
Limiting risk includes having solid emergency response plans
What will you do if an attendee faints or has a heart attack? How about if somebody trips and falls?
You should fully understand your event venues internal emergency response capabilities. Larger venues have trained staff and highly detailed procedures, while a smaller venue may only have a basic first aid kit. Depending on the size of the event, preparedness could be anything from having local emergency authorities on speed dial to having medical staff present.
2. A fight amongst those in attendance.
Would you expect this to happen at a […]
As any event planner knows, choosing the venue in which an event is hosted may well be the most vital step in the planning process. After all, your chosen venue impacts everything about your event save for the content: how many people can attend, what sort of amenities you can host, and even the general mood of your conference. Now, there’s a good chance you’ve already got the sort of venue you’re going to need for your event clear in your mind. That’s good, because that isn’t going to be our focus today.
We’re not going to work out how you can select the right venue for your event. Instead, we’re going to be taking a look at how you can avoid settling on the wrong venue. How can you tell if a venue and its owner are bad news? What warning signs should send you running the other direction?
Let’s get started.
It Doesn’t Provide WiFi
This might seem like a relatively minor fault, but it should be a deal-breaker for any event planner worth their salt. The simple truth is that, in this day and age, it’s effectively impossible to run a proper event without a stable, powerful wireless Internet connection. If […]
There’s a very good reason so many event planners tend to become control freaks. The amount of organization necessary to keep an event running on track makes such traits more or less necessary. If you’re an event planner, there’s a good chance you obsess over just about everything from keynote content to transportation needs to budget constraints right down to your event’s layout.
That last one’s pretty important, by the way.
“Mapping” of your conference layout design has a significant impact on how attendees will experience the event – and how much they’ll enjoy it.
Now, most modern event planning software simplifies the process of working out a conference’s layout and timing, but the job isn’t done for you. You’re still going to need to figure out the specifics of your event in order to map it out – and that means you need to know exactly what you want to occur and when.
To start the mapping process, visualize your event. The first step is to determine who is attending your event and in what capacity are they attending. You have guests, speakers, vendors, caterers, interns, etc… These are your subgroups and their itineraries and needs will vary a great deal. What are […]
When it comes to the event planning process, it is easy to shutdown due to “brain overload.” In other words, there is so much on your plate that you don’t know what to do now, what to do later, and what to skip over altogether.
If you are the micromanager type, this is not the time to remain stuck in your ways. Instead, it’s time to delegate some of your tasks to others. It may be difficult to relinquish control, but remember this: you are still running the show, but you’re just not doing everything on your own.
Here are five tasks you should consider delegating to others:
1. Communication with vendors.
Are you hiring a catering company? Do you need a security team? Make a list of the services you need, rough out the parameters and core questions per each type of service provider. Then have a team member compile a list of local vendor options and make initial contact with each one. Your assistant should be able to gather enough information so you can decide how to move forward.
Remember: once you choose vendors there will be tons of communication back and forth. Make sure you assign one person on your team as […]
No matter how skilled you become at your job, you should never stop looking to improve. To disregard the idea of self-improvement is the ultimate expression of laziness and apathy. Those men and women who are truly successful at their jobs never stop trying to find new ways to better themselves.
No, I’m not practicing for a career as a self-improvement huckster. I’m just offering a bit of valuable advice which every event planner should take note of. No matter how perfect an event seems to have been, there’s always something you could have done better, always a mistake you can improve on the next time you run an event.
The trouble is it’s just about impossible for one person to discern what these mistakes actually are. As an event planner, if you try to be everywhere at once, you’re very likely to drive yourself to the point of exhaustion, while everyone else wonders who the odd little animated ball of stress happens to be.
Instead, what you need to do is let your event play out just as you planned it to, and examine the finer details once everything’s finally wound down. Only then should you start considering what you might have […]