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