This document outlines the many considerations and tasks involved in planning a successful event. It discusses evaluating client objectives, planning logistics like venue, speakers, and catering. Key tasks include budgeting, marketing through websites and collateral, managing registrations, and providing support for speakers and attendees. The document emphasizes flexibility, creativity, and attention to detail at every stage to ensure events meet client goals and create positive impressions on all participants.

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