Event Marketing

As they say, first impressions last. An event is a time for you to meet your customers face to face so you better make their first impression of you count. You’ve worked hard to make this event a reality, don’t let your efforts go to waste. Make sure you make a lasting impression on your attendees and a good one at that. How do you do that? Here are some tips to help you make an impression during your event.

Personalise the event experience.

Let your attendees have a personalised event experience. With the benefit of event management software, you can allow your attendees to choose the sessions, activities, and meetings that they wanna join. An event management software will be a great help in giving you the data that you need to cater to the individual interests of your attendees.

Give them the wow factor.

Your event booth should be impressive. We’re not talking about overly decorated booths here. Your booth should be impressive in the sense that it has all the necessary ingredients to satisfy your attendees’ curiosity – product demonstration, product testing, an inviting ambiance, a space for discussions, and smart use of audio-visual effects. When all these things work together, you’ve got an impressive booth for sure.

Show them your expertise.

It’s your time to shine! Show your attendees what you’ve got. Deliver an amazing sales pitch. Talk about your products with confidence and fill them with all the information that they need to be able to convince them to buy your product. Answer their queries with pleasure. Be genuinely concerned about what they have to say. Have business cards on the table so that your attendees can easily get them. Let them see how you manage the event with ease.

Make things easy for your attendees.

Make it a flawless experience from the moment they set foot on the venue up to the time that they leave. Put clear and visible instructions and signages all over the place for every booth that they’ve to go through. Have clear markers for the restrooms, session halls, and emergency exits should there be a need for them. To make it simple, don’t let your attendees get lost despite all the hullabaloo of the event.

Make it fun.

Truth is, attendees go to events expecting to be entertained. It’s their time away from their workplace or their usual daily routines. Make sure you add some fun to your event. All the talks and sessions can get boring. You can play games, have a contest or get a local band to perform to entertain your attendees. Give your attendees the opportunity to talk and be heard. Put interesting pieces in the venue worthy to be captured on cam and posted on their social media accounts. Make it an enjoyable experience for everyone.

Wrapping It Up

Not to put more pressure on you, but you gotta make a lasting impression on your attendees during your event. Capitalise on this moment that you’re face to face with your customers. Show them how well prepared you are by taking note of all the details. Nothing leaves a better impression than that!

There are so many things going on in an event. Many features are competing for the attention of your guests. Make sure your booth stands out from the rest so that you can attract more attendees to come and visit you. Remember, this is your opportunity to showcase your products to your guests so make sure to seize the moment.

Make your booth visible.
You can’t stand out if attendees are having a hard time locating your booth. Always keep in mind that location is crucial. Choose a location where people can see you easily.

Make it look inviting.
Make your booth stand out by making it appear inviting. Put on some decors and play with colours. But remove the clutter. Have an open space where guests can move around your booth. Give them adequate space to see and try out your products which are on display.

Make your guests feel comfortable.
Some attendees might want to discuss matters with you and you shouldn’t let them stand there for a long time. Have a cozy area by the side of your booth. Put some chairs and a table. Offer refreshments so that you can talk comfortably.

Make use of audio-visual effects.
Make sure your booth is well-lit. You can also add another layer of lighting to add some drama and texture to the visual effects of your booth but nothing that would hurt your attendees’ eyes, please. Don’t overdo it. Music is always a good idea. Put on some nice music on the background that’ll entice your guests to approach your booth.

Have product test campaigns.
Allow your attendees to sample out your products. Have your staff conduct a product demonstration. Then let your attendees try them out or tinker with them so that they’ll familiarise themselves with the products and know how they work.

Have freebies and souvenirs.
If your budget will allow, it’s always nice to have some giveaways. It can be as simple as a pen or notepad with your company name stamped on it. This will encourage people to visit your booth and they’ll leave carrying with them a simple token from your company. That’s also a strategy for brand recall as they’ll remember you when they use those souvenirs.

Have your best people inside the booth.
Make sure the ones manning the booth are people-oriented and very knowledgeable about your company and the products that you’re featuring in your event. They’ll make or break your exhibition. When you don’t have enough budget for anything else, it’ll all come down to the people in your booth. They’ll be the ones facing the attendees and telling them how great your product is. What they say and how they present it will determine if your marketing strategy is a winner or a loser.

Wrapping It Up

Rock star event organisers know that they have to make their booths stand out to be able to attract more crowds into their booth. The more attendees that you’re able to engage, the more chances of converting them into product sales and increase your event revenue.

The success of an event relies on the effectiveness of planning behind it. This is why we need effective event planners because we want to have successful events. But first things first, what makes an effective event planner? Not everyone can be an event planner, much less an effective one at that. Like any job, an event planner comes with a set of required skills for one to be successful in this field. An effective event planner must have the following skills: organisational, negotiation, and budgeting skills. He or she must also be people-oriented and be resourceful. These are just some of the skills that an event planner should have to survive and thrive in the fast-paced and crazy world of the event industry. 

• Plans often don’t go as planned.

It’s about coming up with Plan A, Plan B, Plan C, and when these plans still don’t work out, there are still 23 other letters in the alphabet to backup your original plan. So, what then is the point of planning when things are bound to go amiss? Always remember that a plan is just a map that will guide you through the event. But be open to changes that can happen along the way. Do not cling to the plan blindly.

• It’s okay to bend.

Be flexible at all times because there are some things that you cannot control. Always have a backup plan so that you’ll not be rattled when things don’t go as you initially planned them to be.

• Delegate.

Event management involves an array of tasks. Know your people and their strengths then delegate these tasks according to what they do best. You cannot do everything on your own. You need people to help you out. Just make sure that you coordinate everything so that you’re all updated on the progress of the event.

• Prioritise.

There are so many things happening in event management. The to-do list seems endless. There’s always something that needs to be done. The key is to prioritise. Know what’s important and what’s urgent and do this stuff first. Time is so precious in event management. Don’t waste your time doing unimportant stuff.

• Focus on your goals and objectives.

You can revise your plans but not your goals and objectives. Always keep your goals and objectives in mind. Check how you’re doing in relation to your key performance indicators. Keep distractions at bay. There’ll be many disruptions along the way but you have to stay focused on what matters most.

• Keep it fun.

Planning is a lot more fun when you don’t take things too seriously. Relax. You got this! It’s so much better to work when you enjoy what you do. And it is infectious. You’ll see that everyone around you is getting the good vibes that you’re radiating.

• Wrapping It Up

Effective event planners should know that plans are not fail-proof but it’s okay as long as you know how to go with the flow. Know that you can delegate tasks. Keep in mind to manage your time wisely. Focus on the prize but have fun while you’re at it.

Sometimes the best man for the job isn’t a man. It’s your ever-dependable computer coupled with a proficient software. The future of event management is happening now. Software developers have designed a platform that’s going to be every event planner’s best friend. This platform has all the features that would make event management so much easier. Read on to find out just how.

Automation is bliss.

With manual labor, tasks take so much time to accomplish. We’re talking about days. But in event management, every moment counts. That’s why automation is a big help for event organisers. When you automate the things that you need to do, everything’s done in a flash. With the right program, you can have the information that you need in an instant. What used to take days is now available with just a click of your fingertip. That frees up so much time for event organisers and they can use that time to concentrate on other tasks. These software are easy to use and very convenient to access – online or offline. It contributes a lot to the efficiency and effectiveness of the whole event management cycle.

Big data is power.

Can you imagine how it feels like to have access to limitless data? You feel powerful, right? Event management software gives you that powerful feeling. All the information that you need is available right at the tip of your fingers. With the help of artificial intelligence, you have access to structured and unstructured data from third parties, users’ online behavior, and other sources on the world wide web. The software has the capacity to process all these seemingly random and unrelated data at first glance to provide you with meaningful insights regarding the event. It’s like you have a brainy staff on standby 24/7 ready to give you the data that you need to help you manage your event better.

Reap the Benefits of Technological Advancements

Going digital gives you access to all the technological advancements in event management. You can actually do so many things with the help of this technology. Imagine having an online platform to sell your products and services. This allows for a seamless marketing strategy from promotion to selling and distribution. Advancements in this technology have made it possible for attendees and exhibitors to get to know each other and schedule meetings ahead of the dates of the event. It’s like having an online secretary that manages your schedule and makes sure that they do not collide with your other meetings or activities. And the good news is that event management software developers continue to innovate and design better tools that’ll make event management seem effortless and uncomplicated.

Wrapping It Up

It’s essential to have a digital partner for your next event. It automates tedious tasks, allows you to have access to insightful data, and lets you enjoy the benefits of innovation of this technology. Just make sure to look for an event management platform that’ll allow you to maximise your marketing strategy

Organising a large event can be an expensive endeavor. This is why some companies are hesitant to use events as part of their marketing strategy. But the cost of events should not be a hindrance for companies to embark on this campaign. There’s a solution to help mitigate the cost of staging an event. This is by getting sponsors for your event. Sponsors are companies and businesses that give a certain amount of cash or support in exchange of creating awareness for their brand and promotion for their products and services. This shows that events can be a mutually beneficial platform for organisers and sponsors.

How do you attract sponsors for your event? You have to show companies that you’re worth it. Here are some tips that will help you seal that deal. .

It starts with a business proposal.

Make an effective business proposal by making sure that you do your research well. Present everything there is to know about the event. Define your objectives and strategies. Be specific about the costs involved. Make sure your business proposal showcases your company’s expertise in event management. Make them realise the benefits that they can get when they sponsor your event.

Propose to the right person.

Make sure you send your business proposal to the right companies. Limit your prospects to companies whose goals and objectives are aligned with yours. Get to know the companies that you are targeting to become sponsors of your event then personalise your approach. Make sure your target audience is their company’s target market. This means that you are giving them the opportunity to market their products and services to the right people who will most likely patronise their company. You also have to be mindful of proper timing when sending your business proposal. There are times of the year when companies are spending so much so they would be thinking twice if they could afford to sponsor your event. Target the right companies and send your proposals at the right moment.

Offer different packages.

Make it easier for companies to decide on the amount that they will shell out for your event by offering different sponsorship packages. There is a tiered model and a customisable package. For the tiered model, decide on the privileges and benefits that you can offer to your sponsors and distribute them to each level. More privileges and benefits mean higher cost for sponsorship. Some companies prefer to choose their own terms so it is best to offer them a package where they can choose the particular features and benefits that they want to get from your event. 

Follow up.

Once you have sent your business proposal, make sure you follow up with the company and offer to discuss it in person. They might have some concerns that can be addressed better when you talk face to face. Listen to them and talk things out so that you can manage their expectations. Then get their commitment to sponsor your event.

Make it a partnership.

Be transparent about your plans for the event and ask your sponsors if there’s something that they want to happen in particular and do your best to incorporate their ideas with your event plans. Make them feel valued as your event partner and build a meaningful relationship with your sponsors. Deliver on your promises. Treat your sponsors right and that is how you attract sponsors for your event.

It’s without a doubt that one of the challenges of event planning is looking for the perfect event for every exhibition. If this isn’t done right, not only can it cause the whole engagement to fail, but it can also hurt the reputation of the event planner. It’s for this reason that these planners make sure to research potential venues accordingly whenever they’re appointed to coordinate events. 

A bit scary right? Most especially to those planners who’re just starting in the industry. However, you don’t have to worry because these venue sourcing tips will never let you down:

Start checking out venue as early as possible.

Admit it, there are event planners who love to cram. They often presume that they’ve ample time in their hands so they procrastinate in checking out venues that’ll be the best fit for their event or exhibition. They often overlook that such will leave them little to no choice when it comes to landing on the perfect location. They’ll be forced to settle on what isn’t taken yet which could impact their event planning negatively. There are events that need to accommodate, sometimes, hundreds of attendees. In cases such as this, with limited time left and almost every venue taken, there are event planners that go as far overcrowding a limited-spaced venue which ruin the customer’s experience.

This is why it’s important to start checking out event venues for exhibitions as early as possible. This should be prioritised to ensure that event planners can choose the most suitable location that’ll give attendees comfort and satisfaction.

Don’t rely solely on reviews and advertisements, take time to visit before you book.

Many event planners rely on the information they get on the internet when it comes to sourcing their event locations. This causes them to fall prey on false advertisement and fictitious customer reviews. Many businesses nowadays use concocted customers’ testimonials to attract customers and if event planners aren’t alert enough, they can be a victim. They may be signing into a venue that can’t deliver what they need for the exhibition they’re planning. As such, it’s important to conduct a site visit before actually booking a location. This can also help in determining if the venue possesses the right vibe that’ll encourage a healthy engagement during the event. 

Choose a venue with added amenities.

When it comes to event coordination, choosing a venue with additional facilities and services can help cut down not only the expenses, but also the stress. If already available on-site and is within the standards, there won’t be a need to hire for sound systems, chairs and tables set-up, and even a caterer from different suppliers which would cost more and would require more effort in coordination. Thus, event planners can readily use their spare time in making sure that other aspects of the event are as they should be.

Find a venue that can comfortably accommodate the whole event and the targeted attendees.

Different events require different set-ups. In choosing for the event venue, it’s important to ensure that it can accommodate every facet of the program you planned for the event. Does it have the right rooms and/or facilities to conduct peer meetings on-site? Is the venue large enough to comfortably seat all the attendees? Will the venue have the perfect ambiance to foster interaction between attendees? Can the venue fit the activities included in the event program?

These are just a few of the concerns that need to be considered to ensure that the event flow will go as planned and the attendees will be comfortable. Failure to do so can visibly diminish the number of attendees that’ll make it to the end of the event. 

Pick a venue whose manpower knows the importance of communication.

In event planning, communication is vital. When communication fails, it can bring the whole event with it. This is why, one aspect to consider in choosing an event location is the team you’ll deal with. Oftentimes, this can be observed immediately in how responsive the team in-charge is in responding to your inquiries. If not, you can also check the extent of their customer support. By ensuring this, you can guarantee that even if something doesn’t go as planned in the venue during the event, this can be addressed in no time.

Make sure that you have  the perfect venue for your event by taking to heart the tips above.  For a better experience in event planning, you can also check out O2OEvents, which has the right tools for your event needs. Talk to us now and request for a demo.

Was the last event you organised a disaster? Did the results that you get not measure up in your success metrics? Are you having a hard time finding the right formula for a successful event? Take some time to think about what you’ve done in the past. Take a step back and identify those things that didn’t help you achieve your goals.

Being in the event management industry for a long time, we’ve also learned both from our own mistakes and from the mistakes of our colleagues. That’s why we’re now sharing with you the Not-to-do List when organising an event. Here are the greatest No-Nos in event management – the event planning edition. 

• Lack of planning

Every successful event begins with a great plan. Your plan sets you on the right path to success. It’s your map guiding you in the right direction. Take the time to carefully lay out the details of your event – the things you want to achieve, the people who’ll be involved, your exhibitors and attendees, the venue and other pertinent details of your event. Make sure everyone on board is involved in the planning process and as the project rolls, continue to update each other regarding the developments that you’ve accomplished so far.

• Failure to define your target audience

Even if you stick to your plans to a tee, your event will still be a failure if you’re going after the wrong people.  You can have a thousand attendees but if they aren’t the right market for the products that you’re showcasing, then how can you drive revenue during your event? Make sure you’re targeting the right audience who’ll benefit the most from your event. Don’t point your campaigns aimlessly. Filter out those people who won’t help you reach your goals. Quality over quantity. Once you know your target audience, you can direct your campaigns to the right channels to be able to capture the right attendees.

• Failure to monitor your KPIs

During the planning stage of event management, you should’ve clearly defined goals and objectives and how you can measure them. At every step of the event management process, you should assess how your actions have impacted your key performance indicators. Some organisers study their data a little bit too late. They just monitor their KPIs during the event itself or worse, after the event. You can assess your KPIs even before the event so that you know where you’re headed – success or failure.  And even if the data show that you aren’t meeting your KPIs, the good news is that you still have time to set things right. So don’t ever fall into the trap of monitoring your KPIs too late.

Event management can be an overwhelming task indeed. But when you keep these No-Nos in mind, then you can avoid the pitfalls of event planning and be on your way to success.

People attend meetings and events for the opportunity to learn and network. So, event planners should always take note of this. If they want to engage their attendees during the event, they must make sure that they open up lots of opportunities for learning and networking with other people. How can they do it? Here are some tips to take on-site engagement experiences to the next level.

Before the Event

Successful event planners know that engagement happens even before the meeting itself. That’s why they must provide avenues for learning and networking prior to the event.

1. Make noise on social media

Engage your followers by asking questions, making polls, and doing live chats to learn more about them and what they expect from the event. This information will help you facilitate on-site meetings that are more personalised. Use the same hashtag and keywords in all your social media accounts so that it’ll be easier for those who’re interested to find out more about the event. It’ll also help you track the progress of your social media engagement.

2. Awaken their interest

Post relevant media content on your website and social media accounts. If you already have their email addresses, you can send them news and updates regarding the particular industry that they’re interested in. This will peak their interest and make them anticipate the event. It’ll also encourage them to book an on-site meeting with exhibitors to further cultivate the topics that interest them.

3. Use the right tools

We can’t stress this enough. In all aspects of your event management, you must always use the right tools. Did you know that it’s now possible for your exhibitors and attendees to meet each other online even prior to the event? Make sure you introduce them to each other through the best event management platform there is. You can post their respective profiles and there’re smart matchmaking apps that can determine their perfect match based on their submitted data and online behaviour. They’ll then be notified of their match and encouraged to connect with each other and if things work out, they can arrange an on-site meeting to close their transactions. With the right platform, meaningful connections are made even before the event happens.

During the Event

It’s during the event that exhibitors and attendees meet face-to-face.  Make sure you make it a remarkable experience for all parties. 

1. Liven it up!

Set up an encouraging space for learning and networking. Provide attractive exhibition stands, video walls, make sure that the space is well-lit, and give them designated areas for networking. You can take it up a notch by providing good music, some food and drinks, and put couches and lounge chairs to encourage attendees to talk to each other. You can also play games and contests to get the attention and interest of the audience. There can be live product demonstrations and opportunities for the attendees to try the products directly.

2. Make it personal

You should have enough data during the pre-event preparations to know what your attendees want and expect from the event.  Your attendees are there to meet big brands, see the innovators behind the latest technology, and get an actual demo or feel of the products – make their experience something that’ll stay with them long after the event is over. There should be personal interactions. Create a bond between the brand and the buyers. Attendees shouldn’t be talking to screens, booklets, or product brochures. Make sure there’s someone who can assist them when they have questions and concerns regarding the products on display. Assign a person who really knows what he or she’s talking about so that attendees will be satisfied with the information that they get. You can also give them opportunities to try the products and ask them about their experience.

3. Make it relevant

People go to an event expecting to know the latest developments in the industry. Offer something new to make it a unique experience for them. There’re many exhibitors that’ll try to get the attention of the attendees but only the relevant ones will get noticed. Showcase new products that’ll catch the interest of the audience.  Once you have their attention, let them know the uses of your products and how they can benefit from them. Make good use of everything within the space provided so that you can give as much information and accommodate as many people as possible.

It’s important to engage your attendees before and during the event. Make sure you open up all opportunities for them to learn and network with each other through the strategic use of resources. Make the most out of this experience so that everyone will leave the event happy and eager for the next event.

Success shouldn’t be a one-time thing. Success should be a habit. In the events industry, you want every exhibition you manage to be successful. This is how you gain the trust and respect of your clients and colleagues. This is how you build the brand that lets you gain the lead in the events industry.

Every event manager wants every event he or she manages to be a success. Here are some tips on how to make it happen:

Plan

A successful event begins with a great plan. Planning is an essential part of event management. It sets things in order. Make sure you plan the event carefully – set clear goals and objectives, target exhibitors and attendees, speakers, venue, logistics, budget, marketing, timeline, and everything else that needs to be done. A plan is a blueprint for the event and it helps keep things organised and easy to monitor.

Get the right people

You may have a hundred people at your disposal and yet still come out with a failed event or you can have only 2 people and have a very successful event. It’s all in the work ethic. The size of the event isn’t necessarily directly proportional to the number of people you need on your team. Make sure you get people who’re responsible, resourceful, meticulous, and committed to the task. Delegate according to the strength of each team member and have regular meetings to update each other about the progress made.

Use the right tools

You don’t have to make it complicated. Event management is about the strategic use of resources. Nowadays, organisers can use event management software that’ll surely be a great help every step of the way. O2OEvents provides a platform for every aspect of event management – from event marketing to data management, from pre-event to post-event operations. This platform combined with other services that we provide, can bring absolute satisfaction on event management to our customers which will take a big load off your shoulders. Maximise these tools so you can concentrate on other tasks.

Promote. Promote. Promote.

No one will know about your event if you don’t promote it. Determine your target audience and strategise on how you can be able to reach them. Take advantage of social media so that you can reach out to more people. Make sure you also make use of other channels where appropriate such as print ads, posters, TV and radio advertisements. Exhaust all means to reach as much of your target audience as possible. Make sure that your ads are interesting and informative.

Monitor your KPIs.

During the planning process, you’ve set key performance indicators to determine the success of your event. Always monitor your KPIs before, during, and after the event and adjust your strategies accordingly so that you can achieve your goals and objectives. Your KPIs will be your guide in measuring the success of your event. Don’t just check your KPIs during the event. As soon as data is available, study the analytics that you have to help you understand what’s going on. This way, you’re always on top of things.

Make sure your exhibitors and visitors are satisfied.

Always have this in mind – Satisfied clients will always come back. Retention is the name of the game. Once they’re satisfied with your performance, it’ll be easy for you to get them back on board the next time around. Your present pool of exhibitors and attendees will be your walking advertisements for how great an event manager you’re. They can increase your client base by recommending you to their peers. So make sure that they’re satisfied. Surveys will be a great help in letting you know of their expectations have been met.

Evaluate

Your exhibition doesn’t end at the last hour on your event calendar. Event management continues even after the event itself. Study the data and evaluate your performance against your KPIs. See areas where you can improve and learn from them. Listen to the feedback given by your exhibitors and attendees and constantly think of ways on how you can level up your event game.

Post-event services

You can keep your exhibitors and attendees in the loop by sending them emails/SMS thanking them for their participation, soliciting recommendations, and sending relevant information and updates from time to time. Take care of your pool of customers so that you can invite them again to your next event.

Remember, event management is a cycle. It isn’t just a step by step procedure. To ensure that every event is a success, make sure you stick to your proven strategies – have the right plan, get the right people on board, and use the right tools. Promote your event in appropriate channels and always monitor your KPIs. Make sure that your exhibitors and attendees are satisfied and evaluate your performance. Learn about the latest trends and best practices in the industry and apply them. When you do this, success is always on repeat mode in all your events.