1: Introduction

Event management is the application of project

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management to the creation and development of festivals,

events and conferences. Event management involves studying
the intricacies of the brand, identifying the target audience,
devising the event concept, planning the logistics and
coordinating the technical aspects before actually executing the
modalities of the proposed event. Post-event analysis and
ensuring a return on investment have become significant
drivers for the event industry.
The recent growth of festivals and events as an industry
around the world means that the management can no longer be
ad hoc. Events and festivals, such as the Asian Games, have a
large impact on their communities and, in some cases, the whole
country.
The industry now includes events of all sizes from the
Olympics down to a breakfast meeting for ten business people.
Many industries, charitable organizations, and interest groups
will hold events of some size in order to market themselves,
build business relationships, raise money or celebrate.

Marketing Tool
Event management is considered one of the strategic
marketing and communication tools by companies of all sizes.
2012. Anmol Publications Pvt. Ltd.

From product launches to press conferences, companies create

promotional events to help them communicate with clients and
potential clients. They might target their audience by using the

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Account:eds.
 news media, hoping to generate media coverage which will
reach thousands or millions of people. They can also invite their
audience to their events and reach them at the actual event.
Services
Event management companies and organizations service a
variety of areas including corporate events (product launches,
press conferences, corporate meetings and conferences),
marketing programs (road shows, grand opening events), and
special corporate hospitality events like concerts, award
ceremonies, film premieres, launch/release parties, fashion
shows, commercial events, private (personal) events such as
weddings and bar mitzvahs.
Clients hire event management companies to handle a
specific scope of services for the given event, which at its
maximum may include all creative, technical and logistical
elements of the event. (Or just a subset of these, depending on
the client’s needs, expertise and budget).
Event Manager
The event manager is the person who plans and executes
the event. Event managers and their teams are often behind-the-
scenes running the event. Event managers may also be involved
in more than just the planning and execution of the event, but
also brand building, marketing and communication strategy.
The event manager is an expert at the creative, technical and
logistical elements that help an event succeed. This includes
event design, audiovisual production, scriptwriting, logistics,
budgeting, negotiation and, of course, client service. It is a
multi-dimensional profession.
The event manager may become involved at the early
initiation stages of the event. If the event manager has budget
responsibilities at this early stage they may be termed an event
or production executive. The early stages include:

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 • Site surveying
• Client Service
• Brief clarification
• Budget drafting
• Cash flow management
• Supply chain identification
• Procurement
• Scheduling
• Site design
• Technical design
• Health & Safety.
An event manager who becomes involved closer to the
event will often have a more limited brief. The key disciplines
closer to the event are:
• Health & Safety including crowd management,
• Logistics
• Rigging
• Sound
• Light
• Video
• Detailed scheduling
• Security.
As an Industry
Event Management is a multi-million dollar industry,
growing rapidly, with mega shows and events hosted regularly.
Surprisingly, there is no formalized research conducted to
assess the growth of this industry. The industry includes fields

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 such as the MICE (Meetings, Incentives, Conventions and
Exhibitions), conferences and seminars as well as live music and
sporting events.
The logistics side of the industry is paid less than the sales/
sponsorship side, though some may say that these are two
different industries.
Technology
Event management software companies provide event
planners with software tools to handle many common activities
such as delegate registration, hotel booking, travel booking or
allocation of exhibition floorspace.
Education
There are an increasing number of universities which offer
courses in event management, including diplomas and graduate
degrees. In addition to these academic courses, there are many
associations and societies that provide courses on the various
aspects of the industry. Study includes organizational skills,
technical knowledge, P.R., marketing, advertising, catering,
logistics, decor, glamor identity, human relations, study of law
and licenses, risk management, budgeting, study of allied
industries like television, other media and several other areas.
Certification can be acquired from various sources to obtain
designations such as Certified Trade Show Marketer (CTSM),
Certified Manager of Exhibits (CME), Certified in Exhibition
Management (CEM), Global Certification in Meeting
Management (CMM), Certified Meeting Professional (CMP) and
the Certified Special Event Professional (CSEP).
Career opportunities are in the following Industries :
1. Event Management
2. Event Management Consultancy
3. Hotel, travel and hospitality Industries

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 4. Advertising Agencies
5. Public Relations Firms
6. Corporations
7. News Media
8. Non-profit organization
9. Integrated Marketing & Communications
10. Event Budgeting and Accounting.
Categories of Events
Events can be classified into four broad categories based on
their purpose and objective:
1. Leisure events e.g. leisure sport, music, recreation.
2. Cultural events e.g. ceremonial, religious, art, heritage,
and folklore.
3. Personal events e.g. weddings, birthdays, anniversaries.
4. Organizational events e.g. commercial, political,
charitable, sales, product launch, expo.

Event Planning
Event planning is the process of planning a festival,
ceremony, competition, party, or convention. Event planning
includes budgeting, establishing dates and alternate dates,
selecting and reserving the event site, acquiring permits, and
coordinating transportation and parking. Event planning also
includes some or all of the following, depending on the event:
developing a theme or motif for the event, arranging for
speakers and alternate speakers, coordinating location support
(such as electricity and other utilities), arranging decor, tables,
chairs, tents, event support and security, catering, police, fire,

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 portable toilets, parking, signage, emergency plans, health care
professionals, and cleanup.
Steps to Planning an Event
The first step to planning an event is determining its
purpose, whether it is for a wedding, company, birthday,
festival, graduation or any other event requiring extensive
planning. From this the event planner needs to choose
entertainment, location, guest list, speakers, and content. The
location for events is endless, but with event planning they
would likely be held at hotels, convention centers, reception
halls, or outdoors depending on the event. Once the location is
set the coordinator/planner needs to prepare the event with
staff, set up the entertainment, and keep contact with the client.
After all this is set the event planner has all the smaller details to
address like set up of the event such as food, drinks, music,
guest list, budget, advertising and marketing, decorations, all
this preparation is what is needed for an event to run smoothly.
An event planner needs to be able to manage their time wisely
for the event, and the length of preparation needed for each
event so it is a success.
Event Planning as a Career
Event planning is a relatively new career field. There is now
training that helps one trying to break into the career field.
There must be training for an event planner to handle all the
pressure and work efficiently. This career deals with a lot of
communication and organization aspects. There are many
different names for an event planner such as a conference
coordinator, a convention planner, a special event coordinator,
and a meeting manager. To read more about people involved in
event planning and production. Event planners’ work is
considered either stressful or energizing. This line of work is
also considered fast paced and demanding. Planners face

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 deadlines and communicating with multiple people at one time.
Planners spend most of their time in offices, but when meeting
with clients the work is usually on-site at the location where the
event is taking place. Some physical activity is required such as
carrying boxes of materials and decorations or supplies needed
for the event. Also, long working hours can be a part of the job.
The day the event is taking place could start as early as 5:00 a.m.
and then work until midnight. Working on weekends is
sometimes required, which is when many events take place.
Publications and Resources
Many business-to-business trade publications exist to help
event planning and production professionals become educated
about the issues and trends in their industry. Many are
controlled circulation publications available at no cost to
qualified event professionals. Qualification is based on multiple
variables like job title, company type, industry segment or
geographic region, and is at the publisher’s discretion.

Event Scheduling
Event scheduling is the activity of finding a suitable time for
an event such as meeting, conference, trip, etc. It is an important
part of event planning that is usually carried out at its beginning
stage.
In general, event scheduling must take into account what
impact particular dates of the event could have on the success of
the event. When organizing a scientific conference, for example,
organizers might take into account the knowledge in which
periods classes are held at universities, since it is expected that
many potential participants are university professors. They
should also try to check that no other similar conferences are
held at the same time, because overlapping would make a

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 problem for those participants who are interesting in attending
all conferences.
When it is well known who is expected to attend the event
(e.g. in the case of a project meeting), organizers usually try to
synchronize the time of the event with planned schedules of all
participants. This is a difficult task when there are many
participants or when the participants are located at distant
places. In such cases, the organizers should first define a set of
suggested dates and address a query about suitable dates to
potential participants. After response is obtained from all
participants, the event time suitable for most of participants is
selected. This procedure can be alleviated by internet tools.

Sustainable Event Management

Sustainable Event Management is the process used to
produce an event with concern for environmental, economic
and social issues. An event is a mass gathering of people for a
purpose.
Sustainability in event management commonly addresses
environmental impacts of the production, the impacts of events
on community, and its economic legacy.
The concept of sustainable development is relevant to the
production of events. A common interpretation of sustainability
in event management can be seen in through concern for
environmental impacts.
Environmental Impacts and Legacy
Purchasing
Procurement, Sourcing, Supply Chain, Materials Use.
The materials, supplies and products used to produce an
event all have the potential for negative environmental impacts.
Through environmentally preferably purchasing reductions in

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 these impacts can be achieved back up the supply chain.
Options to reduce environmental impacts of purchasing can be
achieved through such things as; using products which have an
eco-label, including organic, fairtrade, FSC or other sustainable
forestry products, VOC free, chemical free cleaning products,
PVC free, eco-paints, sustainably produced
meat/chicken/pork/seafood, products made from sustainable
and recyclable materials, etc.
Energy
The energy used to produce an event can be provided
directly through the mains/grid power or through mobile or
portable power generators. Reducing the environmental
impacts of event production can be achieved through reducing
the amount of energy needed or to provide energy through
renewable or zero emissions sources.
Waste
Reducing the total amount of waste going to landfill or
incineration is the aim. This can be done through preventing
waste from being created in the first place, or through diverting
waste from landfill/incineration through recycling, composting
biodegradable waste (or sending to biogas facilities) and
through salvage and re-purposing.
Water & Sanitation
The amount of water used at an event and focusing on its
reduction is the key to sustainability in event management in
this topic. Reducing the amount of sewage and grey water
produced is also an aim.
Transport
The impact of the audience’s travel to an event is often seen
as one of the largest environmental impact. CO2 emissions as a
direct result of transport is the measure used to gauge this. To

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 reduce the impact of audience transport to and from an event,
public transport use, filling up all the seats in the car, and
coming on foot or by bicycle where appropriate, can be
encouraged.
Biodiversity
Protecting the natural environment, both flora and fauna
and the ecosystems in which they live is an important aspect to
the environmental management of event production.
Venue, Accommodation and Destination
Ensuring that the choice of destination, accommodation and
venue is suitable for the requirements of the event and the
attendee demographic can be key in reducing unnecessary
travel and boosting local economy. By sourcing local suppliers,
the carbon footprint of the event will be reduced dramatically as
suppliers will need to transport themselves, products or services
to the event

Perfect Venue: The Key to a Successful Event

Familiarity can breed boredom. Fortunately with thousands
of venues across the country there settle for the mediocre. With
a little forethought and the help of this article you will be able to
host a truly memorable event.
Plan Ahead
The first step is to plan well in advance of your event. The
best venues can be very busy at peak times of the year so for
peace of mind you need to book early. However if you have left
it late do not despair. It is more important to know exactly what
you are looking for because this will help you narrow the
choices and find the perfect venue. With such an enormous
variety of venues in the country-perfect is out there.

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 What kind of Event are you Hosting?
The type of event you are hosting will completely affect
your choice of venue. It goes without saying that full scale
awards ceremonies require a different venue to intimate
business meetings. Know what the event is and what you hope
to achieve from it. Dinner Dances, AGM’s, Product Launches,
Company Fun Days, Large Exhibitions, Small Exhibitions and
Christmas Parties all need to be treated differently. Don’t take
your staff to the same place each time!
What do you Want to Achieve from Your Event?
Be honest with yourself about your aims for the event. If
you want a basic functional venue that will simply suit your
needs then opt for that. If however you want to wow your
delegates with an ostentatious display of wealth then it is
important you pick your venue accordingly.
Know the Size of your Gathering
The number of people you expect to attend is very
important. You will not want to book out the main hall at the
London Aquarium if you are only expecting a few. Conversely
you do not want to pick a venue that is too small for your
delegation. Many venues have flexible capacities so if you
expect your numbers to fluctuate then explain this to the venue
managers. Some venues even have moveable walls to
accommodate the right numbers of people.
Location-Parking and Accessibility
Access to your venue is crucial. Is it easy to find, or well
signposted? Is there a railway station nearby? Are there
sufficient car parking arrangements? Are you near the Airport?
Know your delegates because it is no good having a beautiful
country venue if none of your delegates drive and the nearest
railway station is miles away.

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 Budget
Does the meeting venue fit your budget? As with
everything your choice will ultimately boil down to cost. Be
aware of any extras that need to be considered e.g. data
projectors, AV equipment and lighting and find out when
payment will be required.
Ask about the rates on offer. Many venues offer 24 hour
rates, Dinner, Bed & Breakfast rates and Day Delegate rates.
This could considerably reduce your bill. It is also important to
find out about the venue cancellation policy in advance just in
case you are forced to withdraw.
Personality of Venue
The personality of your venue is difficult to quantify
nevertheless it is important. Try asking the following questions:
Does the venue have air conditioning? Is there natural daylight
in the venue? Is the restaurant/bar what you’re after? Are
refreshments provided? Remember it’s important that you
choose what’s right for your delegation.
Check for Yourself
If you can; visit the venue in advance. Speak to the staff,
check out bar prices and get a feel for the place. Do not despair
if you do not have the time or inclination to do this yourself
there are many companies that specialise in finding the perfect
venue for you.

Corporate Events-A Company’s Selling Campaign

Events and different affairs are integral parts of a growing
business organization. Success and failure of the events can
produce positive or negative effects on the industry position of a
firm. Knowing how to prepare one social gathering is very vital;

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 whatever type it is-massive, fancy or simple events must be
prepared to please the guests.
The guests in a company affair can differ in size and in the
types of attendees. It can have thousands of guests or just a
handful of important dignitaries. The guests could be people of
the high echelon of the business firm such as board of directors
and investors or they can just be simply the workers, customers
and suppliers. The aura could be lavish or just intimate.
But the variety does not extend to the result. There should
be just one outcome-a successful gathering. This will largely
depend on the planners. There are companies that assign their
employees to do the planning, with occasional consultation with
the boss. But this could be a risky approach. Even if the
employees are good and talented, the approach of an expert is
very much different and more reliable. It is then advisable that
every company should consult a company event planner.
Experience and talent of these professionals are always a
guarantee for a successful social undertaking.
Celebration of any company affair entails a number of
things-the theme, the purpose and the general objective of the
event. The expert planner will be able to devise the strategy to
make the event conform to the said theme and objective. They
suggest the venue options, the food and the activities.
The food usually is one important aspect of any party’s
success. The event planner will meticulously attend to all the
details of the catering. This does not only involve the food, but
the crew as well. Past experiences disclose that failure of social
events happen because catering fell short of the expectation. In
any party, small or big number, there must always be enough or
even more than enough food for all the guests. The timing of
serving the food is also crucial.
The venue should also be just right for the number of
people-not too big to disperse the guests. It should be noted that

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 there should be enough room for them to circulate and socialize.
The decorations also create an impression. Therefore, these
should conform to the chosen event theme. As a party
coordinator has expertise, she can synchronize the decorations,
the theme and the program of activities.
Event designing has much to consider and only an expert in
the field can do the job perfectly and flawlessly. If the company
consistently hold social functions, it is best to have a regular
events planner. This way, the company is sure to render
variations in style which will make their parties enigmatic. Thus
invited guests would come to savor another experience
extraordinaire...

How to Plan a Corporate Event on Maui

Are you planning to have the annual business or corporate
event on the island of Maui, Hawaii? If so, you are in for a treat,
as the island is ripe with unique entertainment for Maui
corporate events. From the relaxing to the entertaining and
celebratory, Maui offers memorable diversions for everyone!
In fact, Maui has been awarded the most family friendly
and single friendly vacation spot on Earth, many times over!
Maui offers five star accommodations, affordable
accommodations, world renowned beaches, destination worthy
spa services, a multitude of golf courses, reef snorkeling, whale
boat tours, and of course, the world famous Pan-Pacific cuisine.
Maui also hosts many Hawaii and Maui inspired art
galleries for the islands most established artists. There are local
agricultural tours, for the environmentally inspired team. And
there is also a variety of evening entertainments for the whole
family, from famous local music entertainers, to Circ De Soleil
produced theater.

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 There are many coordinating services on Maui that
specialize in creating celebratory events, visitor entertainment,
and Maui corporate parties.
Maui corporate events generally take place in a resort hall,
in a private beach tent, or on an estate location. Many popular
Maui corporate event entertainments include, hula dancing, fire
spinning, tropical bar services and henna temporary tattoos
using your corporate logo design.
It is important to find qualified event specialists when
planning your Maui celebration, as there many mishaps to
planning events and activities site unseen. For instance, many
locations can claim that they have the capacity and set up that
you require for your party, but in reality, a lot can be lost in
translation.
Having an on-site coordinator that you can trust, allows you
to sit back while someone else investigates and translates your
companies needs. Luckily Maui has many reputable event
coordinators that will work with you to create an amazing
vacation event for your most valued employees...

Planning an Event the Professional Way

Everybody has his or her own talent. You, too, have your
exceptional forte but do you have the capability to organize an
event for your office and company? If not, then it is better to
resort to an expert in this undertaking-hiring a professional
event and conference organizer.
Coordinating for a social gathering is a complex task, the
planning and preparations may require time and effort. And if
you are not adept to the task, your party might end up as a
fiasco. And if your gathering is a marketing tool, you might end
up losing instead of gaining clients. So do not risk the chance-

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 better to hire a professional events planner rather than do it
yourself.
The skilled party coordinator is adequately equipped with
the proper personal knowledge and experience to do the
planning and eventually execute every detail of the plan for a
successful event. Therefore, the expertise of this coordinator will
enable your organization or company to achieve the optimal
result. Aside from a guaranteed success of your event, you will
enjoy the benefits of being stress-free and you can even save
money.
You know that you can be relieved of the stress because
everything about the event will be undertaken by the planner.
He or she will take charge of arranging for the venue, the food
and the program of activities. This planner will also handle the
invitations for the guests, as well as the sitting arrangement of
the visitors. And if the affair would require more time such as a
weekend or overnight, your coordinator can also take care of
the lodging and travel arrangements of the guests. They can
tackle all these jobs with ease and facility. If you are not going to
hire the expert, can you do the complexities of the planning and
execution of the plans?
You are not to hire any planner that you meet. Be sure that
in choosing your special coordinator, he or she must possess the
important characteristics such as effective communication skill,
capability to tackle problems and details, industry in the
fulfilment of the task and patience.
When you choose your professional planner, be sure to get
some feedbacks first. And if many endorse the services of one
particular coordinator, then this may be the right expert for
your parties. Once you have found your coordinator, she or he
can be your party specialist in all your events.
Parties are not the only forte of these arrangers. They can
also be behind any conference or meetings-be it a big or small

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 crowd. Whatever the size and venue of the party, your planner
can always design specific plans customized for your need...

How to Grow Event Attendance

Build Your Email List-Your number 1 marketing priority
should be maintaining and growing your email contact list.
Email marketing is a highly effective and low-cost way of
getting the word out about your event. Make it easy for visitors
to your website to subscribe to your email newsletter. On event
day, make sure you provide a paper newsletter subscribe list
when you are checking everyone in. Make sure when you
design your email newsletters that you include a very clear call-
to-action for the recipient to “Share this Email with a Friend”.
Social Media-Build a Facebook page for your event and
include references to it on your website and all marketing
materials. Offer incentives for those who become a fan of your
Facebook page. For example, offer a deal where those who are
on your list of Facebook fans will receive a special
commemorative t-shirt when they check in on event day. Your
Facebook fans have their own circle of online friends who will
notice their association with your event and naturally want to
learn more.
Recruitment Incentives-Offer registrants a gift if they can
convince their friends to participate. Group discounts are also a
great way to recruit people who may be on the fence about
attending. A common group discount would be a family deal
where 4 people can attend for the price of 3.
Discount Coupons-With a down economy, if your potential
attendees are on a tight budget, they may be thinking about
waiting until next year to attend. Help them out and offer
promotional coupons for a registration discount.

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 Early-bird registration fee-Offer discounts for those who
register early. Collecting more attendee data early in the
registration process will also help reduce the amount of work
for your staff in the last days prior to the event.
Offer Online Registration-Registering for your event online
can be as easy as just a few clicks saving your attendees a stamp
or trip in the car down to the event office to submit their paper
entry. With online event registration, participant data and
payment are collected instantly and a confirmation email is
automatically sent out saving your staff time and resources.
Send one last email prior to the close of online registration-
Make sure to identify those email list subscribers that have not
yet registered and send them one last reminder about 1 week
prior to the event.
Partnerships with other event organisers and clubs-Seek out
other organisations that cater to the same types of people that
would be interested in your event. If you’re planning a cycling
event, do some research online to find all of the cycling clubs in
the area. You may be able to work out an arrangement where
the club manager will promote your event to his members if you
in turn promote his club to your event participants.
Post-Event Festival-Considering how competitive the
events industry has become, event organisers are doing
everything they can to make their event stand out above the
rest. One way of doing this is to host a party or festival after
your event and offer additional activities beyond the main
event. Activities could include a concert, prize draw, games for
kids, booth space for your sponsors to hand out free samples or
food tasting from local restaurants. Allowing your attendees to
bring friends and family to the party is a great way to recruit
new participants for the following year’s event.
Make it a fundraising event-Your event is sure to provide
your attendees with an unforgettable experience but why not

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 also send them home with a feeling that that have done
something for the greater good? Choose a local charity and
donate a portion of event proceeds to the cause. If you want
participants to be more hands-on, organise a fundraising
competition and ask that they solicit their friends and family for
donations. Those who are asked to make a contribution may
also decide that they want to participate in the event...

How to Plan a Charity Walk or Run

Charity events in any form are always popular, but
increasingly, many organisations are choosing to recruit their
fundraisers through more interactive events such as walks and
runs. A charity walk or run is not only a healthy way for your
participants to raise money for a good cause, but also a very
visible way of publicizing your charitable cause to the
community.
If a charity run or walk seems like a good fit for your
organisation, here is an overview of some things you may want
to keep in mind when planning the event.
The Planning Phase
Choosing a Route
When planning a mass participation event such as a walk or
run it is important that you first take some time to carefully
consider the route your participants will be following. Your
choice of route will play a central roll in other decisions you
make concerning resources, staff size, security, transportation,
volunteers, signage, and ultimately the satisfaction of your
participants.
When mapping out the course, first determine the type of
event you would like to hold. Most fundraising events try to be

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 as inclusive as possible because, simply put, more fundraisers
translates into more donations for your cause!
If your goal is to be as inclusive as possible that means you
want people of all ages and physical abilities to be able to
participate in your event. That said, when choosing your route it
is a good idea to not only look at a map but get out there and
actually walk the course yourself.
When surveying the road, pay attention to elevation gain,
traffic, road conditions, and any other factors that could
potentially make participating in your event strenuous for the
less physically able. You may also benefit from contacting a
local running or walking club for suggestions of routes that may
fit your participant’s ability levels. Some common route
distances for charity events are 5k, 10k, Half Marathon and
Marathon.

Resources and Staff

The number of participants and spectators you expect on
event day as well as length of course are the two main factors
that will determine the size of your volunteer staff and
resources needed. Here is a list of items commonly used by
event walking and running events:
* Two way radios
* Rope, tape and cones for course marking
* Signage for start and finish areas
* Signage for services and support areas
* Portable toilets
* Trash cans
* Food
* Water

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 * Tents
* Tables
* Stage for awards ceremony
* PA system
* Generator.
Looking at your course map, you will be able to
strategically position your water stops, trash cans, portable
toilets, concessions stands and so on. When placing these
resources, keep in mind that many people will want to gather
around in the finish/celebration area after the event so you may
need additional resources in that area. When planning for food
and water for your participants, you may want to ask a local
market to sponsor the event in the way of donated oranges,
bananas and water that you can position along the course.
For your spectator concession stands, you will need to
determine what types of food you will sell and if you will need
to prepare or cook food on site. There are many companies that
you can hire to staff and prepare food at your concession stands
or you could use your volunteers.
Legalities of a Charity Walk or Run
Speaking of special permits, there are several legalities to
consider when planning a charity walk or run. Now that you
have chosen your route, have you looked to see if you need
permission to use this planned route? You may need to speak
with the local council or the person who owns the land. Have
you checked to make sure there are no other events planned on
your route come event day? Have you obtained liability
insurance for your event? Ideally, your insurance should cover
any medical problems that occur during the event as well as
damage to the land and surrounding property. With the size of
event you are expecting, are you required to schedule police

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 presence or request road closures? Do you have permission
from the organisation you are raising money for to use their
logo and name?
Considering every city, town, or district have their own set
of regulations, how you address them will depend on local law
and requirements. What we highlighted above are only some of
the larger items you should investigate. We would suggest
contacting your local council for more information.
Finding Participants
Marketing
Now that you picked an event location and have all of the
necessary approvals and permits, its time to start spreading the
word! Traditional event marketing consists of mail, tv, radio,
newspaper advertisements and signs posted up about town.
These methods can be effective, reach large audiences, and
should be looked into but they can come at a high cost. Don’t let
that get you down though-the internet has spawned many
highly targeted, low-cost, and sometimes free marketing
channels that are ideal for creating a buzz about your charity
event. Here is a list of some web marketing options that you
may want to consider:
Build a website-This is a must. Nowadays, any successful
event has an official website where they can direct the public,
media and interested sponsors for more information.
Facebook, Twitter, Social Media-There are countless online
communities and fan pages out there that are filled with people
passionate about the same cause you are raising money for. Get
involved with these people and immerse yourself in the online
conversation. Build a Facebook Fan Page or Twitter page for
your event, invite your new online friends and encourage them
to recruit their friends to get involved for the cause.

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 Submit Your Event to an Online Events Calendar-There are
many websites that will give you a free event listing on their
online calendar. Submit your event profile to as many of these
as possible and make sure to include a link back to your website
in the description.
Email Advertising-Does your organisation already have a
list of members who subscribe to your monthly newsletter or
email announcements? Send your contact list an attractive
HTML email with information about your event and a link to
your. Make sure to include “share” buttons in your emails to
make it easy for the recipient to pass it on to a friend. Also, on
your website, Facebook page and Twitter page, include a
feature where the visitor can join your mailing list.
Participant Registration
Something important to consider from the start of the
planning phase is how you will collect contact information,
entry fees, and fundraising commitments from people who
want to participate. Until recently, most events collected
participant data and entry fees in person in the event office with
a paper registration form. To streamline the staff workload that
comes along with paper-based registration, you may want to
find a technology provider that specialises in event
management software and online event registration.
An integrated online event management system will allow
you to build a custom online registration form, link to that form
from your website, and collect your participant contact data
online. We would suggest that the technology you choose
include a merchant gateway integrated with the registration
form so that you can seamlessly and securely collect payment
online during the registration process. Depending on your
technology provider, the data collected on an online registration
form should be captured and stored in a database that you can

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 log into, manage the data, run reports, email participants and
process cancellation refunds if needed.
If you hope to grow the size of your email database, it is
very important that you make the Email question compulsory
so that every online registration has an email address associated
with it in your database. You will be able to use this email to
send out reminder emails about changes to the event schedule
or important notices about fundraising. Any fully integrated
online event management system will also need the email
address to send out an automatic confirmation email letting the
registrant know that their payment has been accepted and spot
saved for event admission.
Fundraising Tools
Some more advanced event management systems include
an online fundraising platform that you can integrate with your
online registration form. What’s great about this is that every
person who registers online will automatically have an online
fundraising website created for them. The fundraiser can
customise their website, ad images, set a fundraising goal, blog
about their progress and training for the event, and
communicate with their donors.
The donor can visit the fundraising site and make an online
donation with their credit card at which point the donation
amount is added to the fundraisers goal total and money is sent
to the charitable organisation. Many organisations are moving
their fundraising efforts completely online because the general
consensus is that people are likely to donate more if they are
able to do it online from the comfort of their own home...

Online Fundraising Tips for Events

Online fundraising is quickly overtaking direct mail as the
preferred method of collecting donations for charity events and

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 non-profit organisations. As the younger “wired” generation
grows up, we can safely assume that they will prefer to donate
online almost exclusively. Are you doing enough to offer your
donors and fundraisers the latest in online giving tools?
Here are some of the benefits to online fundraising:
• Immediacy-The donor can learn about the cause and is
enabled to make a contribution immediately while the
thought is fresh in their mind.
• Administrative Efficiency-The non-profit organization
receives the funds immediately along with donor contact
information.
• Instant Gratification for the Donor-An
acknowledgement is instantly sent to the donor by way
of automatic confirmation email.
• Analytics-The key to successful fundraising is knowing
who your donors are and what interests them. Collecting
donations online allow you to observe their behaviour in
navigation of your website, track what they are reading
prior to making the donation and what type of call-to-
action resonates the most with them. Using this
information to parse your contact lists will enable you to
optimise your fundraising campaign by tailoring your
message and call-to-action to different types of donors.
Here are some tips if you are just getting started with an
online fundraising campaign:
• Consider All Marketing Channels-Reference your online
giving option in newsletters, brochures, your website,
signage and radio/TV advertisements.
• Leverage Social Media-Sites like Facebook are cheap
and effective ways to cultivate a word-of-mouth
marketing campaign and grow your fan base.

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 • Your Website-Include your mission statement, goals,
objectives and what work your organisation has
accomplished to further your cause. Explain how you
will use the funds you raise and include photos and
testimonials from your fundraisers, donors and
beneficiaries.
• Provide lots of ways to Donate…but focus on pushing
the online channel. Collecting as many donations online
as possible will automate your workload and minimise
volunteer staff time and resources needed. Make your
‘Donate Online’ button large and above the fold (top half
of the page). You have the attention of your audience
and they are looking for a way to contribute as quickly
as possible-don’t make them hunt for a way to give.
• Reward Your Donors-Offer a gift or incentive in return
for a donation. Consider something as simple as a
subscription to your organisation’s monthly newsletter
or an invitation to a gala dinner for those who donate
over a certain amount.
• Find a Robust Online Giving Platform-Choose an online
donation service that allows your fundraisers to build a
personalised fundraising web page. Enabling your
fundraisers to build a personalised space online where
they can add photos, their own personal story and blog
about their experiences raising money for the cause will
really get them excited to share with all their friends and
family.
• Encourage Your Fundraisers-Offer prizes to fundraisers
who collect the most donations. Many online donation
services offer a way to track the total amount each
fundraiser has gathered on their personal page from
friends and family.

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 Make it fun and get creative! With all of the relatively cheap
(many times, free) online tools and marketing opportunities
available nowadays, any organization can optimize their
fundraising campaign...

Event Management Systems Help Administrative

and Event Planning Professionals
For anyone who has had to deal with the hassles of
registration and scheduling for a variety of events, an
investment in event management systems can easily streamline
this process.
There are many aspects to planning an event and making
sure it goes smoothly. Whether you are planning a conference,
competition, trade show, seminar or any other event, there are
certain aspects that are common to their management and
maintenance. These include not only scheduling of the location,
guest registration, and working with a budget, but dealing with
changes in location, cancelations, and updates.
Event management systems make this whole process easier.
Many of them provide a way to integrate your own best
practices as far as registration and scheduling. They also
provide content management systems that you can use to add
your own content.
Many of the processes involved in event management are
automated by these systems, including scheduling at a glance,
change notifications, and payment systems. Users can use this
software for space planning for these events as well, and the
reservation of the resources needed for each event. They can use
the event management software to arrange for services for the
event as well, such as catering. This software frequently
includes web calendars that can be published for ease of
scheduling. Event management software can also print online
tickets for attendees.

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 All of these benefits offered by this software can reduce the
headaches involved in keeping track of these important details.
Anyone who is responsible for event scheduling will appreciate
the way this software helps them prevent double booking any
facility and all of the time and inconvenience that such a
situation can cause. Whenever an event is held, most event
planning and administrative professionals know that reporting
needs to be done on the event. Event management systems
provide a way to provide reports in a variety of standard
formats, including HTML, MS Excel, and CSV. They also
provide for the approval of funds for these events. This software
is also coded to provide tools for auditing to ensure compliance
with established processes. If you are in the event planning
business or you perform event planning as part of your job
duties, event management systems can reduce the time and
resources required to manage and plan your important events.
The ease with which you will be able to manage your events
with event management systems makes them a worthy
investment...

What to Give as a Gift to the Professional Speakers at

Your Event
As a professional speaker, over the years, I have been given
many different kinds of gifts after my seminar from the meeting
planner. Some of these gifts are useful and some I have no idea
what I will do with.
After a seminar or motivational speech, many meeting
planners present you with a mug, water bottle or a T shirt with
the company or association logo on it. It is a nice token of
appreciation however most people have little use for it. I must
have 20 logo mugs in my cupboard, and those are just from
recent years.

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 I remember one year I was the motivational keynote
speaker a conference in Newfoundland and the meeting planner
gave me a coffee table book. Too big to fit in my carry-on, I left
it in my hotel room. A week later, the hotel sent it back to me in
the mail.
These gifts are expensive, they require a lot of work to put
them together and who knows where they will end up. Before
going to the trouble to give any gift, ask yourself why you are
giving it. Because you will feel bad if you don’t?
Is it because you have to present them with something at
the end(the check would be fine)? As far as I know most
motivational speakers don’t feel entitled to a gift anyways. Here
are some of the best gifts for a professional speaker I have
received:
* Recently I got a solar charger (very cool!) with the
association logo on it. When on the road, you can charge
you cell phone, IPod, computer, etc
* A simple thank you card signed by the entire conference
planning committee
* A miniature wooden lectern
* Original art from local artists
* A contribution made in my name to a worthy cause
* Photos taken of the event in a little book
* A star bucks coffee card-A favourite gift, everybody likes
coffee
* A bottle of wine from the region. Was great, except that I
couldn’t take it in my carry on
* Many conference speakers speak to raise their profile in
the industry, so articles featuring them, or articles
summarizing their message are a real memento.

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 * One conference did a humorous caricature of me,
holding the company logo. I still have it, ten years later.
* Gifts like fruit in the hotel room before you arrive are
great especially if a speaker arrives late and all food
places are closed
* The best gift by far is A follow up thank you letter and a
referral to another speaking engagement or event.
A professional speaker doesn’t give motivational speeches
for the presents anyways. The real gift is being there and
contributing to the event...

Steps for Planning a Seminar and Training Event

As we head into 2011, most organizations prepare to plan
their goals. Included in this is continuing professional
development.
Corporate meeting planners are busy this time of year
planning seminar, convention or training event (s).
Here is a really simple list to Consider in building effective
continuing professional development events:
1) Decide on your Goal. Will the event be for skill building
like leadership, inspiration, or training like new
advances in technology, compliance training, etc?
Brainstorm first and plan each of your seminar, training
or conventions into specific available dates in your
calendar. Create a focus and theme for each meeting or
convention.
2) Organize the key players. For each meeting or event,
decide who needs to be a part of the seminar. If you are
looking for specific skill training, consider what experts
need to speak. If you are looking to build rapport and
create motivation, than hire a motivational speaker. If

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 you need after dinner entertainment, hire after dinner
humorous keynote speakers. From here you create the
agenda.
3) Decide on meeting space. For a smaller event, a
boardroom may be sufficient. Larger convention space is
available through hotels which also provide lodging
accommodations for out of town delegates. You may
need to create a request for proposal for different
potential venues to get the best rates and service for your
meeting.
4) Create a list of potential participants. Who needs to be at
each seminar, meeting or event? Is it leadership? middle
management? technical support? front line
professionals?
5) Determine logistics. Some professional, guest or seminar
speaker require PowerPoint, and others don’t. It is best
to equip each room just in case. Standard set up are
microphones (lapel, handheld and/or podium), power
point projector, computer, screen. Will you have internet
access for presentations? You may need to hire an AV
technician Company
Remember food and beverage and room set up.
Convention Industry Council has established a series of
tools that should be viewed as an excellent source of best
practices
Create your promotion strategy: How will you let people know
about the event? Consider the audience. Some ideas:
A company or association newsletter, email promotion
blast, social media, mass media, company website.
Create your specific promotions: Once you have decided on
and coordinated the key players, leadership expert, keynote
motivational speaker, seminar speakers, etc. It is time to get the

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 word out about your event. Promote the keynote and seminar
speaker, continuing professional development goals, and your
theme
Set up a registration list: How will you handle payment? in
advance or at the door, online? Coordinate and streamline the
registration efforts.
Prepare signage: For specific rooms. Meet many times with
the hotel or special event manager to organize and coordinate
the fine details. Be clear on who does what. You many need to
reduce or increase food and beverage, chairs, tables, number of
rooms etc based on registration numbers.
Prepare name badges, the convention meeting agenda,
keynote and seminar speaker bios and handouts.
Get all PowerPoint presentations and set up all last minute
logistics. Be prepared that speakers may change their slides, last
registrations may be high, you may have last minute room
changes, AV challenges. If you go through this list and are
prepared your Continuing Professional Development event,
speaker, and agenda will be an inspiration and success...

Capture a Big Crowd With Your Captivating Business

Event
Businesses to capture a big number of customers sponsor
business events. The objective is to attract the attention of many
clients-existing and prospective. The type of events is usually
promotional. So if this is the purpose of your company, you
need to take care of several things to ensure its success and of
course, the primary purpose of attracting the biggest crowd
possible.
The business event can either be indoor or outdoor. For both
occasion, there is a need for exhibition set-up. In some
occasions, there is a need for putting up booths. Whatever is

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 established, you have only one ultimate purpose-get the
patronage of clients.
The event should have an appealing theme. And in many
cases of business events, the attending guests expect a lot-food,
freebies and promotional items. But you cannot go all the way
in your give-aways because there is a specified budget for the
purpose. You will have a hard time doing this. You can crack
your head planning for the success of the event. To this, there is
one solution-a viable one that will attract the clients and satisfy
all attendees. Aren’t these two the main purpose of the event?
An experienced events planner can make your event the
center of attraction. It will not only magnetize the crowd, it will
even charm them to have loyalty and patronage for the product
your company is promoting. The events planner is an
experienced professional who knows how to fascinate guests.
This is their expertise.
The events coordinator knows what types of crowd to
target. Would it be the masses or the people of the high echelon
in the society? Or is this party for the middle class? The theme
can be based on the customers. Banners and streamers are
among the things to be set-up. Your coordinator will know how
to give to the venue an aesthetic appeal.
The prime purpose is to gather as much guests as possible.
The planner will take charge of the advertisements; she makes
sure that people will know about the event. She will ascertain
that a big number of guests will flock to the business
promotional event. Every guest is a prospective consumer of the
product being promoted. And with many consumers, there will
be more sales and eventually more income for the firm.
A secondary purpose is to satisfy the guests. The
contentment of the guests will lead to sales. The planner knows
this and she will endeavor to meet the expectations of the

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 attending customers. And most of all she will attain the goal on
the specified company budget...
The Right Place to Exhibit-A Strategic Approach
Business Week Magazine reported that “a trial and error
approach to selecting a place to exhibit results in an average of
2.5 exhibit participations before you choose the right event.”
When you multiply that by the thousands of dollars and
incredible amount of human resources to participate in a show,
the cost of choosing the wrong place to exhibit is massive.
Here is a two step approach to choosing the best places for
you to exhibit.
Step 1-Understand Your Objectives
Everything starts with your objectives. Understanding your
objectives will influence all your choices.
Step 2-Define Your Audience
Who do you want to attract to your exhibit? If your answer
is “Anyone with a pulse and a wallet,” your response may be
misleading you. Rarely will one product or service be
appropriate for everyone. Follow this plan to ensure you select
the right events the first time.
Establish a Customer Profile
The best place to start is to clarify who your real customer
is. Understanding your existing customers and how they
perceive the features and benefits of what you have to offer is
the place to begin. This involves an in depth demographic and
psychographic analysis of the person who is most likely to help
you achieve your objectives. Demographics answer the
question, “Who is my customer?” It is an analysis of all the
pertinent data that defines the characteristics of your customer.
For a business-to-business transaction, the qualifiers may

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 include: size of company, type of products sold, revenue,
budget, number of employees, number of branches, ownership,
industry sector, and so on. Psychographics answer the question,
“What do they do?” This is a chance to examine your target
audience’s attitudes, beliefs, and emotions. In the business-to-
business marketplace, psychographic elements include: social
responsibility, environmental conscience, business style,
position within an industry, innovations, affiliations, employee
relations, workforce type, management style, employee
remuneration, shareholder relations, and so on.
Rank Your Customer Profiles in Order of Priority
The next step is to determine which targeted group will
deliver the greatest return on your investment. Let’s say you
have identified three distinct users of your product or service.
Ask which will give you the biggest bang for your buck. Now,
when faced with various potential show selections, you can
simply examine the audience quality, see where it fits in your
priority, and decide.
Let’s assume the following:
• Customer profile 1 is your “A “ priority.
• Customer profile 2 is your “B” priority.
• Customer profile 3 is your “C” priority.
Choose the Right type of Event
Choosing the right event is a matter of style, taste, logistics,
budget, ability, and geography. Geography is an important
factor since it refers to your marketing reach and begs the
question “Where is the best place to reach my targeted
customer?” Think of your geographic reach as three tiers:
regional, national, and international.
Tier 1: Regional Events

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 If you select a regional show, you might be able to influence
visitors from as far away as 200 miles from the site.
Tier 2: National Events
National events attract an audience from across the country.
They are usually wider in scope and focus.
Tier 3: International Events
In the international arena there are fewer events, but they
are designed to attract visitors from a wider geographic area.
These events are usually well established and well known in the
industry, and because they are often timed according to
business cycles, they become a must-see event for attendees and
attract all levels of decision-makers.
When you choose your event you may also want to include
such factors such as market priority, competitor profile, ability
to generate leads or take orders, media opportunities,
networking, access to an exhibitor’s list, reputation of the show,
show organizer’s promotion strategy, sponsorships layout, and
timing. Your list of factors should include the things that best
meet your criteria for success.
Establishing a Selection Criteria
Your criterion generally falls into two broad categories:
Strategic and tactical. Strategic considerations are where you
should place your emphasis. Audience profile and geography
are, for most exhibitors’ crucial strategic elements.
The tactical elements revolve around logistical elements that
can often be overcome. Show layout, move-in and move out
considerations fall under this category.
Take each of your strategic and tactical elements and rate
each on a continuum of 1-10, with one being a “nice to” but not
critical to your success to ten being a “must have” element that
is critical to your success.

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 The following provides an example of how your ranking
might look:
Strategic Considerations
High Ranking Elements (weighting of X3) would be
considered as the “must-have” elements that drive a company’s
decision to participate in a particular show. If the show is
missing any of these elements, the odds are that it is not worth
participating in.
Examples of “High Ranking” Elements:
• Market Priority
• Audience Fit
• Exclusivity of Opportunity.
Important Ranking Elements (weighting of X2) include
those elements that significantly extend the reach and impact of
your exhibit program, and contribute to the overall strength and
viability of show selection.
Examples of “Important Ranking” Elements:
• Ability to contribute to lead generation
• Opportunity to impact audience
• Reputation of Show/Credibility of Show Organizer.
Tactical Considerations
Other Ranking Elements (Weighting X1) are usually
attributed to specific activities and are considered less important
on their own, but support the overall objectives of the exhibit
program.
Examples of “Other Ranking” Elements:
• Show Organizer Promotion Strategy
• Competitor Presence
• Exhibitor Profile Opportunities

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 • Media Opportunities
• Networking opportunities with targeted decision-
makers
• Access to Attendee Lists.
Use the Ranking Criteria and Evaluation Grid
To obtain a copy of the Evaluation Grid please contact the
author at barry@[Link]
Finding the right show is difficult. Don’t jump at the first
opportunity that knocks on your door. You have lots of choices.
Take your time and do your homework. The right show is a
blend of audience, cost and logistics. Good event selection is a
solid base upon which the rest of your exhibit program is built...

Selecting Conference Venues Wisely

There is an ever growing choice when looking for
conference venues in the UK at present. Every possible type of
venue now suggests that it is capable of being a conference
venue, ranging from farms to 5 star hotels, from rugby grounds
to racecourses. The problem a conference organiser faces is how
to narrow down this choice.
The first thing to bear in mind it the suitability of conference
venues to your requirements. While a fancy 5 star hotel may
sound very appealing, you have to be confident that the layout
can work for your event. For example, some conference venues
are unable to supply break out rooms close to the main area,
causing logistical issues for the organiser. It is important to
ensure you check the internal layout of conference venues and
not just the beautiful brochure pictures taken from the outside.
It is also important to look into the IT capabilities of
conference venues. Many of the newer properties that offers the
facility for conferences are not fully equipped with an in-house

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 IT and audiovisual team. Unless you are prepared to bring this
team in yourself, ensure you have a venue that is experienced in
this area.
There is no easier way to ruin a conference than to have
constantly failing Audio Visual through the key-note speeches.
A good conference venue finding agency should always be able
to suggest independent technical teams, but its far easier if
conference venues can provide this service themselves.
The overnight delegate needs are also a key factor when
choosing conference venues. There is little point impressing
your guests with a 15th century coach house for the main event,
only to then have to bus them 30 miles to the nearest
accommodation for the evening. This is where the more
traditional conference venues come to the fore.
As with many industries where new players have tried to
break into an established market, there are very few that
succeed. By far the most successful and well organised
conference venues are the large hotel chains and bespoke city
centre venues.
While the information that agencies and conference venues
can provide by email, over the phone or by post, there is no
substitute for visiting the conference venues before you decide.
What many people do not realise is that you can view several
venues for free without any obligation to decide there and then.
A common preconception is that the venue will be over zealous
in their efforts to convince you to sign the deal immediately. At
reputable conference venues this practice is now extinct.
With all of the above in mind, and with many more factors
to be taken into account, it can seem a daunting task trying to
find the right conference venues for your events. While there
can be advantages to completing this whole process yourself,
most people nowadays use a conference venue finding agency.

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 These agencies can range from system based call centres, to
small knowledgeable regionally focussed agencies. These
agencies can arrange several viewings in one day based on your
requirements. Their key advantage is often their geographical
knowledge, they can match your requirements to a range of
conference venues in a specific geographic area (usually the key
consideration when organising a conference, and a decision that
is unlikely to be changed once made).
To get a guide on the quality of these agencies, it’s a good
idea to ensure you have all of your key requirements listed, plus
a few nice to have extras, when you first contact them.
A good agency should get back to you within a day with a
range of venues that fit your needs. If they haven’t taken the
time to know your requirements, and have come back with
totally unsuitable conference venues then try a different agency
immediately, it wont take long to find an agency who you can
confidently use over and over again, saving you many hours of
fruitless searches and sales pitches, and leaving you to get on
with organising the conference itself...

The 1 Thing You must do if you Attend Events

If you’re going to spend the money to go to events, this is
the Number One thing you MUST do or you’re just throwing
money out the window. Actually it’s three things. Ready?
Look, if you’re one of these people who go to events, gets a
stack of business cards, comes home and piles it on your desk
with all the other business cards you’ve accumulated over the
years, you are leaving a TON of money on the table. (Or in this
case, on your desk.)
I can’t tell you how many clients I’ve gotten from events
who told me the biggest reason they hired me over some other
copywriter or marketing strategist was simply because I

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 followed up with them. And some other copywriter or
marketing strategist they had met at an event and had a good
connection with, never got considered because they didn’t
follow up.
So with that said, let me share my system for follow up after
events.
1. I take all of the business cards out of my purse.
2. I call one of my team members, who comes over to my
house and picks up the cards. (Note — if your team
members don’t live near you, you can also stick the cards
in the mail.)
3. She inputs the cards into my database.
4. I don’t add emails to my list unless I’ve made it very
clear that’s what I’m going to do (for instance, I’m
speaking or I have a booth with a fish bowl for cards).
But what I DO do is...
5. Mail them a Newsletter Postcard each month.
Some of you might be getting my Newsletter Postcard. It’s
an oversize postcard that has an article, a little note from Nick
the border collie, and a testimonial. It’s a template so it doesn’t
take long to put together each month.
The nice part of direct mail is the connection. Many people
who get my postcard take it with them to read. (How often does
that happen with email newsletters?) And I can put people on
my direct mail list who would never stay on my email list. \
Now, if adding direct mail feels too big or complicated to
you right now, let me give you some alternatives.
1. Reach out personally to everyone on your list through
an email or a mailed card (like through Send Out Cards).
You can have your assistant help you with this or
systemize it so you add a little personal note but the rest
of it is the same.

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 2. After you’ve reached out, ask them if it’s okay to be
added to your ezine list. I’m really not of the mindset
that you should add people to your email list unless
you’ve made it clear that’s what you’re going to do. But
that’s me, I know some of my colleagues disagree with
me. I would rather have people add themselves or tell
me they want to be added.
If they don’t respond or don’t want to be added to your e-
zine list, I would look for them on social networking sites
(Facebook, Linked In, Twitter) and connect with them there.
And if you have someone who told you they’re interested in
hiring you, most definitely contact them. In fact, you should
probably plan to contact them at least 7 times (if not more). No,
you don’t have to pick up the phone — dropping an email or
adding them to your mailing list is also fine (although I would
reach personally at least a couple of times with email or by
phone).
I can guarantee if you make a point of following up with
people you meet at events, you will see a much bigger payoff
than if you don’t.

3 Secrets on Getting the Most Out of Attending

Events
You’ve got your suitcases packed, your airline booked and
you’re on your way to a live event.
But you’re a little nervous: You’ve already spent a bunch of
money, you’re about to spend a bunch more on hotels and food,
not to mention the time away from your business and life. Will
this turn into a good investment (i.e. help your business grow)
or will it end up being just a waste of time and money?
That’s an excellent question and as someone who has
attending more than her share of events with fabulous (and not-

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 so-fabulous) results, let me share my 3 secrets to getting the
most out of your attending events.
Set your intentions on what you want to get out of the
event. Are you looking for joint venture partners? New clients?
New ideas or information you can implement in your business?
Is there someone you really want to meet in person? All of the
above? Something else entirely?
It doesn’t matter how you define a successful event, what’s
important is that you actually spell out what you want to have
happen and make it as clear as possible. If you’re not clear on
what you want, then your results could end up being equally
murky. You want to visualize exactly what would have to
happen for this to be a successful event for you.
Let me take a moment and share a quick story about this. At
an event I recently attended, I was walking through the dining
room at dinnertime and I saw a woman sitting by herself. I went
up to her and asked if she wanted some company, which she
did. It turned out she had set the intention for meeting ME at
this event and we’ve ended up doing a couple of joint ventures
together. Isn’t it amazing once you set the intention how the
Universe actually delivers it?
Don’t just hang around your “crowd”: There’s no question
that one of the reasons why I love going to events is I can
reconnect with all my old friends and colleagues. However, as
much as I treasure the face-to-face bonding, I also want to meet
new friends and colleagues too.
Make a point of having either lunch, dinner, drinks, etc.
with a new group each day. That gives you the opportunity to
meet new people without going too far out of your comfort
zone. (Now, if the thought of that is making you break out into
a cold sweat, take a deep breath. Bring a friend with you, just
don’t only talk to your friend. Or only do this once or twice in
the few days you’re there and slowly work your way up. You’ll

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 probably discover the vast majority of the people at these events
are just as eager and just as nervous as you are, and it all ends
up working itself out.)
Manage your energy: This is a big one I never see anyone
talk about but it’s really important. Events are exhausting.
Period. Between being “on” when you meet people to absorbing
all the information that’s flying at you, it can wear you out.
So it’s important to know your limits and listen to your
body. You don’t have to be at every single networking
opportunity. It’s okay to skip a group lunch or dinner and get
room service.
Everyone is going to have different limits and whatever that
is, it’s perfect for you and you should honour it. The last thing
you want to do is wear yourself out so much that when that
perfect client DOES show up on Day 3, you’re not so drained
you don’t properly represent yourself (and end up losing the
sale). There’s one more thing I want you to do to make your
event attendance as successful as possible, but this is SO
important I’m going to devote an entire article about it. Stay
tuned!

Why You Must Attend Events to Grow Your Biz

Look, I get it. Attending events can be a big deal. There’s
travel costs, time away from work, time away from the family,
etc. etc.
So why on earth should you bother? After all, between
social networking and the telephone, you can meet all the
people you want, right? And with all the classes and programs
out there, you can get all the learning you need without leaving
your house too. Right?
Well that’s not exactly true. You see, going to events is a lot
bigger than the networking and the learning. I would go as far

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 to say something magical happens when you start going to
events. Here are 3 reasons why you MUST make attending
events a part of your marketing tool kit.
Gets you out of your “day to day” rut. It happens to the best of
us. Between your huge to-do list and your commitments to your
family, community, life etc., you have a lot going on. And
sometimes it’s all you can do to focus on the next thing you
have to get done.
The problem is when you’re in that mode (and trust me, I’ve
been in that mode many times before) you can’t see the forest
for the trees. You’re focused on the details, not the big picture.
And when you get in that mindset, it’s really easy to miss
something — maybe it’s a big opportunity, maybe it’s a problem
waiting to explode in your face.
Going to an event means a break in your routine. It gives
you a chance to breathe, to see things you might not have seen
when all those to-dos are staring you in the face. It can give you
a perspective you never had. You could end up with an idea
that could transform your business, add an additional income
stream or stop a problem in the bud that could cost you
thousands in money, time, energy and aggravation.
Keeps you from feeling lonely. There’s no question about it —
being an entrepreneur can be lonely. Chances are your friends,
neighbors and family really don’t “get” what you do to make
money, much less what it means to be an entrepreneur — the
responsibilities you have and the decisions you need to make.
Who do you use for a sounding board? Who do you talk to
when something goes wrong — maybe your web site goes
down during a crucial launch or your assistant sends the wrong
email to the wrong list and causes all sorts of confusion and
complications. Your friends and family probably don’t even
understand the problem much less be able to give you any sort
of help solving it.

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 But your entrepreneurial friends “get it.” They know
EXACTLY what you’re going through because they’re living it
too. And it can be such a relief to be surrounded by your “tribe”
(not to mention having the opportunity to brainstorm and
bounce ideas off of other successful entrepreneurs to see what
“pops” for your business.)
Gets you in front of people you would never be able to reach any
other way. Are there people you’d love to connect with but think
they’re so “big” you’ll never get their attention? People like
Alex Mandossian or Ali Brown? Well, I can tell you from
experience it’s a heck of lot easier to connect with thought
leaders at an event then it is to try to get them on the phone or
through social networking. (And yes, one of the reasons why I
got both of them as a client was I first met them at an event.)
Over the years I’ve met nearly all my clients in person, and that
has really helped me develop deeper relationships with them.
And that doesn’t even count all the joint ventures or other
opportunities that have come up because I met great people in
person at events.
I really believe one of the reasons why my business started
taking off is because I started attending events several years
ago. Events can be a great way to boost your business,
especially if you know how to approach them. I’ll cover some
tips on getting the most out of your event attendance next week.

Event Hire Companies-Adding Life, Colour and Zest

to Your Parties
Anyone who has ever held a party or any other event would
certainly know the trouble that’s associated with getting all the
necessary equipment and to ensure everything runs seamlessly.
Also, nowadays people would rather not go to a simple
backyard barbecue party which offers nothing more than some
barbecue, a few colourful balloons and drinks. This is where a

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 good event hire company will add good value by peppering the
event with lots of fashionable and attractive things. However,
it’s important to identify and hire only the best firms-best in
terms of price and also in terms of services and equipment.
Plenty of event hire firms today would offer things like
classy martini glasses and breath-taking casino backdrops with
fake GBP notes littered across the house. Hiring a top-notch
firm means that they will get each and every detail looked into
without you needing to break a sweat. Parties that replicate the
sixties, the seventies and eighties are a big favourite among
party enthusiasts and event hire firms alike. To help the people
loosen up; the company could also use a projector to illuminate
a section of the floor to make it look and feel like a dance floor.
Nowadays, event hire companies will also throw in a few
masked models that would portray certain childhood film
characters and/or cartoons.
Additionally, you can also opt to lighten up your party by
asking the event organisers to add a few game stalls-this would
add a special zest, colour, joy and cheer to the party. To add
further zest and cheer, consider asking for distorted mirrors to
be hung up on some of the walls-also couple this with littering
the entire place with multicoloured and eye-catching buntings.
Another very popular idea among the event hire companies
is to make the entire party feel like the discovery of the lost city
of Atlantis. The team will make this happen via tactics such as
installing a water effect projector and having the entire house
littered with lost treasure and underwater gems.
Event hire companies have made parting even more fun.
Everything and anything is possible-from fancy dress parties,
clowns and bearded ladies to magicians and lion tamers. The
job of these companies is to make your party a lifelong
memorable event.
The Anatomy of a Successful Trade Show Exhibit

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 A trade show, also known as a merchandise show or market
week, is an exhibition or a business gathering organized by
companies that showcase and demonstrate their new products
and services and also their latest offerings. Trade shows also
provide opportunities for companies to meet their customers, to
learn new trends and to identify new prospects.
Trade shows are not open to the public and can only be
attended by company representatives, members of the trade and
members of the press. One advantage of holding a trade show is
that it shortens the time it takes for companies to look for
prospective customers. But the major disadvantage is that
customers and prospects pay little attention to the many
exhibitors and their products due to the many distractions and
the busy atmosphere inherent in trade shows.
Exhibitors can make effective use of trade show displays in
trade shows to direct visitors to their main display area. Trade
show displays are used to give visitors a better understanding
or appreciation of the products or services being marketed.
Although exhibitors are only supposed to put their trade show
displays within the confines of their designated trade show
exhibit area, exhibitors also display items in strategic areas of
the fair grounds. Trade show displays often used include
banner stands, counters and cabinets, panel display etc. that
clearly display the company logo, basic company information
and company slogan.
The trade show booth is an important component of the
trade show display as it aims to enhance the brand and
marketing experience for the visitor. It facilitates valuable direct
face-to-face contact between the companies and their
prospective customers. The whole booth set-up includes
counters kiosks, lighting, flooring, literature racks, banner
stands and high impact graphics, with the booth design, the
staffing and the handouts the main factors to a successful trade
show booth.

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 Many companies prefer to rent pre-owned trade show
exhibits and displays rather than to buy or to create them from
scratch to save on the trade show booth construction costs and
also on the expense of warehousing the displays after the trade
show is over.
Trade shows demand a lot of work and effort, and
exhibitors have to plan well in advance so as to make the trade
show a success. It is because any successful trade show offers
exhibitors with a very valuable opportunity to build
relationships face-to-face with their clients and to close lucrative
business deals.
The Importance of a Good Venue Finder
As companies seek to economise when it comes to corporate
events, the importance of a good venue finder has never been
greater.
Cast your mind back to those heady pre credit crunch days
of 2007. We were at the peak of the bubble. Britain had never
been richer and our politicians were convinced they had finally
solved boom and bust. In those days businesses could be as
extravagant as they liked especially when it came to organising
good corporate events.
Only the best was good enough; the sky was the limit.
Companies behaved as if they had limitless resources. As a
result the best and most expensive corporate event locations
quickly began to dominate the market. Places such as the NEC
in Birmingham became a regular location for businesses of all
types.
However, as budgets come under control, every company-
whether large or small-has to find a way to economise. In short
we all have to be a little more savvy when searching for a good
place to hold our event which is why companies are placing
more importance than ever before on a good venue finder.

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 A quick search online will present you with literally
countless web based options. It can be tempting to simply go
with the first venue finder you see, but quality, even when it
comes to the internet, counts for a great deal. You want the best
selection possible in order to give you the widest choice. It
might seem like unnecessary extra work, but it will be worth the
effort.
Over the last two years the balance of power has moved
away from larger, more established locations and swung
towards smaller venues. Increasingly companies express
themselves dissatisfied with the prices on offer and the relative
lack of customer service.
If you opt instead for a small compact venue you get
everything in the one place: less cost, better customer service
and, most importantly of all, a higher efficiency when it comes
to sales conversion. For proof we speak to members of the pet
trade who recently found themselves presented with a couple of
smaller shows in competition with established events.
To the surprise of many they, even though these new events
were smaller in scale, and attracted fewer visitors, they achieved
similar sales as at the larger events. In terms of cost versus
reward the analysis was simple. Smaller was better. More
personal events offered much more in real benefits to
companies of all sized.
So, when it comes to searching for your next corporate
event, it pays to invest time and energy in the use of a good
venue finder. The more choice you have the more likely it is that
you can get the best bang for your buck.

Best Event Planning Tips

There are many people who don’t have any idea about
event planning. You might be someone who wants to know

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 about event planning. Local functions are ordinary being a part
of a community. Party planning is not only kept for specialized
organizers. Local functions need volunteers to help in the
planning process. You should not worry when you are tasked
with organizing a company outing. This article is designed in
such way so that you can easily plan an event. You need to just
follow these simple tips.
You can come up to your local community for local projects
to observe how they can help you. Keep in mind that you’re not
carrying out this professionally so any help that you can get a
hold is welcome.
You are in need of getting the help of experts. There are
many areas to be able to leave to the experts. Normally, to
promote a product, you go into party planning. It could be a
launch of a product or service for your company. It could be for
a business or a local celebrity in case of localfunctions. In order
to optimize the event for the result, you need to do many things.
It is always a great idea, when you get a host or speaker
which is the most important part in function planning. The
success or breakdown of an party can be dictated by a host or
speaker. Getting the CEO of the company to speak during your
organizations function is often a difficult but rewarding and
crowd pleasing task. You have another option which is to get
the professional of the service or product you’re launching.
After the function, try to make a lasting impression, as an
party will go for not more than a day or two. You need to give
your guests and attendees a reminder of what took place at the
event. Providing bobble heads as a giveaway or souvenir could
be a popular way to carry out this job, because bobble heads are
collectible dolls in having a bobbling outsized head.
That’s the answer to ensure that your event planning won’t
go to misuse. With the help of friends and experts, keep them
fascinated with an amazingly organized event. You can make

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 them pay concentration by having an excellent speaker. Never
forget to pay attention to this advice. Hopefully, you will be
happy after having these tips about event planning. You need to
just follow the tips mentioned above.
All about Conference Planning
There are many things you need to take into consideration
while being responsible for planning a conference. This article
will provide you some important tips that will help you to plan.
It is always a good idea to begin planning at least a year
before the conference while having the luxury of time. Putting
together a committee is very essential to assist for doing the
planning. You will almost immediately be able to observe how
much is occupied to making the conference run effortlessly. You
need to select a date and time for the conference. Moreover, you
also should check national calendars.
If you would like to hold the conference, you must find a
suitable place. You have to confirm that the facility is big
enough to seize the total number of people who plan on
attending. You must have all the appropriate paper work in
place (contracts, licenses, etc.), after you have come to a decision
on a competence. You’ll need to consider hotel
accommodations, when you are hording a large group. Never
forget to make arrangements for entertainment and foods.
You can set up regular meetings with your committees.
Committees must be following their time lines which need to be
ensured. You make it clear who is executing what. You need to
be in sound contact with the facility individual to go over
menus, etc.
Never forget to set the tone of the conference and make a
decision with organizational heads what the conference plan
will look like. There should be a deadline for their receiving or
refuse to present at the conference. Initiating setting

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 presentation schedules, workshops lectures, and social activities
should be done once you have presenters.
Get in touch with each presenter with all related details in
giving them an uncertain schedule. Supply the presenters the
names of others who is going to be there and presenting at the
convention.
To make quality brochures, you need to work with a
graphic design company. If you have one to sponsor the
convention, try to make use of a website. You can also set one
up simply for the conference to give permission for updated
information, proposal submissions and on-line registration.
Registration need to be set and orderly on the day of conference.
Keeping a database of all who attend after handing out
nametags to each attendee is a good idea. You never mistake
keep track of your expenses. Moreover, at the end of the event,
you need to do an expense sheet report.
When to Hire a Conference Planner
Conference planning may be difficult because it takes
considerable planning, usually; you need a lot of time in
planning the different details of the conference. The planner
should be someone who is committed and disciplined enough
in planning the conference.
A successful conference planning needs the different factors
such as, planning committee, budget planning, perfect venue,
negotiating party agreements, event speaker, good planning
and execution.
Conference planning may come have different types of
purposes; it can be a training course, sales conference, incentive
event, seminars or any kind of corporate gatherings that
involves certain themes.
The very first thing that a planner must do is to assemble a
planning committee and appoint the one who will be in charge

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 with the committee or what you will call the conference
coordinator. The number of members in the committee should
be based upon how big the conference is going to be. A lot of
times, the planner make a mistake when hiring large size of
committee because it usually results in lack of coordination and
indefiniteness.
If you will hire members of your conference committee,
make sure that the people have the essential traits such as
dependable, experienced, and responsible, can effectively work
well with other members of the group, a good leader and a good
follower as well.
The committee can appoint the conference coordinator, or
he can also be someone hired based on his expertise and skills
regarding the work.
The budget for the conference planning, should be given
careful thought, it should be something that the sponsor,
coordinator and planning committee both agreed on before it is
even finalized. The conference coordinator is the one who is
fully in charge of the budget. Certain payments should be
approved by the conference coordinator before even paying
certain parties, because he is accountable for the whole expenses
of the conference planning. The expenses in planning the event
is not considered as financial document, it is included in the
planning management. It will serve as a list of expected
expenses and sources of funds and revenue.
When it is time to choose your speaker, it is important that
you find one that is appropriate with the theme of the
conference. Make sure that the speaker is someone
knowledgeable of the topic in the conference. Most event
planner make a mistake in choosing the speaker, for most of
them will choose someone popular, who do not have any
knowledge of the topic at all.

EBSCOhost: eBook Collection (EBSCOhost) printed on 12/4/2025 8:12:05 PM UTC via ISTANBUL TEKNIK NIVERSITESI. All use subject to [Link]
 It is also important that you are organized during the event
itself, make use of signs and orient everyone on what they will
do on the conference itself, so that everyone will not get
disoriented.

EBSCOhost: eBook Collection (EBSCOhost) printed on 12/4/2025 8:12:05 PM UTC via ISTANBUL TEKNIK NIVERSITESI. All use subject to [Link]