The Importance of Running Efficient Events

In the current economic climate, it's vital that event managers work as efficiently as possible. Managing successful events is a time consuming and complicated process. It can take many years of training and on the job experience for an event manager to become extremely effective at what they do.

One of the issues event managers face is the vast number of activities and processes that are involved in planning and running events. Having the ability to multi-task and being well organised are traits that event managers need to develop and hone as they gain experience in the field.

The benefits of working efficiency are basic:

繚 Time savings
繚 Cost savings
繚 Improved event performance

Drilling down into these areas we can see the details of how and where the efficiency gains can be made:

Saves Time:

It's important that the event manager has clear and efficient processes they adhere to when running events. Creating processes that others can follow also means that other team members can assist or take over the management of an event with ease. Team members are able to understand quickly what stage of planning the event is at; cutting down on meetings and training sessions.

Many event managers will create and update their processes with each event; learning from their experiences to make the process of managing each event more effective and efficient. Having a set procedure that is written down means the events can be planned and managed far easier - important areas are never missed out and realistic timescales can be easily produced. Having dedicated processes saves time because event managers do not need to create plans from scratch for each event. They can replicate each event process again and again, building on in and improving it with each event.

Being efficient in the event planning process also helps with event analysis. This includes analysing the performance of suppliers - knowing who has been used in the past to supply goods and services and having details of the relationship can help analyse if this relationship is working at maximum efficiency. It's vital to understand if suppliers standard are falling, and this can only be done if the event manager is working efficiently and monitoring the relationship with each event. It is hugely beneficial for event mangers to be able to use the same suppliers over and over again - sourcing new suppliers is an extremely time consuming process. Additionally having suppliers that let you down can be a huge drain on time as event managers try to resolve the issue at the last minute. So understanding and staying on top of existing supplier relationships is a vital part of efficient event management.

Post event, it's important for event mangers to be able to quickly and efficiently get management information on that event to analyse the success of that event; was there an increase in delegate attendance, did delegates rate the event highly, did you get a good return on investment (ROI) etc. These are important event metrics that must be analysed quickly and efficiently. A common issue event managers have is that they are so busy planning multiple events, that they do not have time for this important event analysis stage. However, it is only by analysing events that you can help to improve the performance of future events.

Saves Costs

The common phrase 'time is money' is extremely applicable in event management. Having an event manager who is efficient at their job, who understands and follows best practice event management processes and who has good relationships with efficient suppliers is a vital part of generating a high and fast ROI. Poor event managers can cost an organisation huge amounts of money through their poor efficiency and organisation.

Working with suppliers and building good relationships can also save money - the better the relationship, the more likely that supplier discounts will be involved. Running efficient events also means paying your suppliers on time - a vital part of gaining supplier discounts and bonuses.

An ineffective event manager will cost an organisation through the mistakes they make. Doubling up on orders, missing vital parts of the process and other mistakes can be costly in terms of the time it takes to resolve, but also through being forced to purchase items at the last minute.

Improved Event Performance

Being able to efficiently run events also has an impact on the performance of the event. Delegates will have an improved experience if it runs smoothly and without errors. Being efficient ensures that delegates have an enjoyable and error free journey - from the point of booking, to payment, registration on the day, experiencing the event and providing feedback.

Events with efficiency issues are likely to be poorly managed, with errors and mistakes causing delegates to have unsatisfactory experiences. Ensuring that you provide the best possible experience for delegates is vital for the success of future events.

Increasing delegate attendance is something many organisations struggle with, and if an organisation has issues over its reputation, due to their inefficiency, that will have a knock on effect on future registrations. A key part of successful events is building up reputation in the industry and generating a long list of loyal, repeat purchase delegates.

Finally, being an efficient event manager also means that they are able to organise more than one event at a time. For companies that are based solely around event organisation, or for companies that just happen to host many events, this is a vital part of the management process. Managers must be able to successful organise the planning and running of multiple events and this can only be done if they are working to best practice, efficient processes.

Improving Event Efficiency

Event managers can help to improve the efficiency of their working practices by making use of event management software. Event software is able to take best practice processes and automate and manage them from one central platform. Removing inefficient spreadsheets from the process and working on a software solution designed specifically for event management had proven to have huge cost and time saving benefits.

Event management software solutions are able to manage all areas of event planning from:

- Website Integration
- Online Registration
- Communication
- E-Invite
- Email
- E-Survey
- Badge Production
- Resource Management
- Management of Financials
- Reporting and Analysis

With the industry being hit with rising costs and lower delegate attendance, it's vital that companies organising events fight back by being as efficient as possible and continually improving their processes. It is the companies that tackle efficiency issues head on, and employ the use of technology who will ensure their events are successful now and in the future.

Coffee Mugs As Event Promo Items

All year round, many companies have certain events or occasions that they observe. During such events, companies like to take advantage and reward their employees or gift their clients with promotional items. Coffee is one of those beverages that many people cannot do without and is very popular in workplaces and at home. Because coffee is very popular, coffee mugs are widely used and this makes them one of the most ideal items for promotional campaigns.

Coffee mugs can be used very effectively for promotion at events because of their versatility and durability. Coffee mugs are a great way to add color to your event and advertise your business and you can give them to your vendors in conferences, trade-shows and are promotional items that can be designed very quickly unlike other items. The advantage of promoting with coffee mugs is that this is a promotional item that will keep your company logo in front of your clients for a whole day every day of the working week.

Mugs are handy and functional and apart from the fact that they are used everyday, they are items that can easily be transported from place to place conveniently. Thus using them as event promo items is a great idea because of the above factors. They also come in a wide range of shapes and sizes and this makes them very suitable for any promotional event that a company might want to host. A company can use giveaway promotional coffee mugs to observe a specific occasion so that the guests will recall the event and the affiliation with the company will result in business for the company.

Giving away mugs at company event promos such as tradeshows, product launches, company corporate events and exhibitions is a great way to build a brand image. Such giveaway gifts will always create a positive impression in the minds of clients. This always gives any company leverage with present and future clients. While the cost of such promotional campaigns should never be a factor, they are actually not expensive and the fact that they are cost effective makes them much more viable for use in advertising and marketing a company.

Companies can take advantage of the wholesale prices available to purchase coffee mugs in bulk and cut costs further. This is because the cost of purchasing the coffee mugs and having them customized largely depends on the number of mugs you order, the quantity and how many colors you will use to get the coffee mugs customized to your liking. What is important is that you will not lack a price that fits your budget and whether you go for the more expensive brands or the cheaper brands, coffee mugs will serve you well as event promo items.

When you giveaway mugs at event promos, they serve as a symbolic souvenir of something precious that will not just be kept away after being it has been received as a gift. Instead it will go ahead and give your company lots of publicity and this will gradually but steadily build you're the image of your brand because a coffee mug is an item that has to be used quite regularly. With your company name and logo on the coffee mug, when a customer picks it up at the event promo, it is not the end of acquaintances. It is in effect the beginning of a mutually beneficial business relationship that will last a long time because anytime the customer thinks about a business that you are engaged in, they will first think of you because the coffee mug is always in front of them.

What to Know About Hiring a Venue for a Party or Event

Hiring a venue for a party, corporate get together or other reason can turn an ordinary event into a truly memorable occasion. Choice of location is an integral part of the planning process and more and more venue spaces are available to enhance one's gathering. Here are some important things to keep in mind when looking for a space.

One of the firs things to consider when looking for a venue is the type of gathering. There are a wide variety of party and event spaces available, ranging from sleek, modern urban locations to rural outdoor settings. Look for space that is appropriate to the event and tone one would like to set for the occasion.

Of course the number of guests is a major factor to consider. It is important to get an estimate of attendees as early in the process as possible. This can help eliminate some venue options quickly, saving time and effort.

Depending on the time of year, one may want to consider holding some or the entire event outside. Even in chilly weather portable heaters can make an outdoor terrace or patio warm and inviting. If holding the party in warmer months, be sure to inquire about air conditioning for guest comfort.

If planning any activities, make sure the location can accommodate both the space requirements and any other special considerations. Corporate events often require a dais or other arrangement for presentations and speeches. If dancing or children's activities are planned make sure there is suitable space.

Ideally the site of the event or party will be conveniently located to the majority of attendees. If this is not possible, be sure to inquire about transportation options. Also note parking areas and proximity to public transport. Also, if one is unfamiliar with the area be sure to check the safety and security of the venue.

While reviewing the actual venue location, think carefully about the event and how it will flow; from guest arrival to exit, try to imagine how guests will enter and then integrate into the gathering. In some cases a large room sets the tone, where in other cases, smaller more intimate space is better. Also think about where entertainment or activities will be set up. It is also important to consult with the venue representative and get his or her ideas on set-up and arrangements.

Food and drink are what guests most remember about a party. Explore fully all the options available and don't settle for something that is not appropriate. Most places will accommodate outside options and it is most important to get this aspect of the gathering right.

Go into the search process with a budget in mind and get written estimates. Getting an estimate in writing allows one to fully review what is and what is not included. If there are questions about services, make sure they are clarified before signing a contract. Also inquire about deposit and cancellation fees. It is also wise to reconfirm specifics with the venue a week or two in advance of the event.

Keeping these things in mind when looking to hire a venue will make the process simpler and help ensure the location works with what one has in mind for their event.

Event Planning Means Asking Questions

One of the popular methods that most non profits use to attempt to raise revenues is running events. While events are often use for fund raising, there are many other reasons events are used, including public relations, educational, need to conduct organizational business, or social. Regardless of the purpose of the event, those planning events, whether volunteers or professionals, must ask and get answered several relevant questions at the onset of the planning and organizational process.

Before one begins, the individual or individuals responsible for planning and organizing the event must be certain that he is clear on the goals, vision, budget, etc. that the organizational leaders have for it, so that everyone is "on the same page," and there is no wasted time and confusion due to miscommunication. Some of these questions include:

1. What is the vision that the organization's leaders have for this event? What do they wish to achieve?

2. Has this event been run before, and is the intent merely to mirror the previous ones, or should it evolve, improve or adapt? What things have the leaders and the attendees been pleased with previously, and what did they not particularly like?

3. What is the purpose of the event? Is it a fund raiser, an educational opportunity, a planned meeting, or some combination of these things, or for some other purpose?

4. Is there a charge for attending or is it free? Is this going to be completely live, on the web, or some combination of the two? If there is a charge, what is the approximate charge, and what does it include?

5. Will individual room accommodations needed? How important is it for attendees to stay at the same property? How important is the room rate to the attendee rate? Who pays for the individual room, the individual, the organization, or it a full or partial subsidy? Are there any complimentary rooms needed?

6. Will the event planner be needed on site during the event, or will the organization be using a separate organizing or event committee?

7. If the event planner is professional, what will the fee be, and what will the services include?

8. Who is doing the negotiations for the event venue, and has a professionally prepared Request for Proposal (R.F.P.) been utilized, including all event needs?

9. Is Food and Beverage being offered? Will it be part of the Registration Fee for this event? Are meals included in the fee, or are meals being offered separately? What are the dietary needs of the group? What is the relationship between the best price and type of meal that the organization's leadership desires? Is alcohol included in an Open Bar? If not, will a Cash Bar be needed?

10. Does the leadership desire a particular theme, or is the event planner responsible for that, or will that be handled by a separate committee?

11. What is the budget for this event? This must be detailed and conservative on the revenue side and worst case scenario based on the expense side?

12. What is the anticipated attendance? Will families be attending? Is there a need for a special program for the families that accompany the attendee?

Obviously, this is only the "tip of the iceberg" when it comes to the questions that must be asked and answered. However, in my over thirty years of planning events, one of the major mistakes that planners and organizers make is not getting enough relevant and essential information from the beginning.

An Events Calendar is a Must For Any Event Planner

The importance of an events calendar is irrefutable. Think of the many times that clients approach an events planner, requesting their services. It is only natural that he would document their various requests somewhere.

This is an ideal way to keep the clients well attended to and making sure that he does not disappoint them by any delays or giving them a different experience from what they expected. The calendar of events acts as a guide to the planner, who is able to schedule his work and employ more help in case the job involves more than one person can handle.

A calendar to keep track of upcoming events is much more like an ordinary diary; it aids the modern event planners who are under pressure from their job related demands. It is an important planning tool, which many use. Older versions of calendars involved manual work and one having to look back at the pages constantly to avoid missing events, yet the modern calendar is more sophisticated.

Courtesy of technological advancements, the special events planner just lists everything in the calendar-enabled gadgets. The reminder enabled gadgets act as good prompter tools and one can set the time to be reminded of an upcoming event.

An events calendar usually acts as a deterrent to forgetting any approaching event. To have an effective calendar, a planner should strive to type in complete details beside the event entry. The details should include the date and nature of the event, the client's preference for the venue, such as a garden for an outdoor wedding, the client's specifications on entertainment and food, as well as guest speakers.

The planner can ease his job by listing all the requirements he will need for securing the location and getting everything in order for the event, as per the calendar entry. If the ordinary calendar provided in the cell phones or PCs cannot handle as many details as the planner wants, he can opt for event management software. The program is custom made specifically for the busy professional.

Every entrepreneur who owns an event management company knows the value of satisfying the needs and demands of paying clients, by providing superior services. Apart from building a solid customer base, an events calendar helps in planning and organization, and to establish the company as one that provides superior services. Apart from that, the calendar allows the planner ample time to consult with the client about details.

Basics Of Event Management

I recently read this article by Rob Alcraft from Pressure Works - I think it is well written and poses some of the major questions you need to ask yourself when organising an event.

What can an event do for you? It can get your campaign...

* noticed.

* Give momentum.

* Give focus.

1. Know what it is you want your event to achieve.

2. Spend time on your idea, and think it through. Be prepared to modify or abandon all or parts of your original idea.

3. Start with modest ambitions.

4. Know how you will judge your success - have a target.

5. Give your event a clear and manageable focus that will work.

6. Don't reject traditional events just because they seem old-fashioned.- People still hold things like fetes and jumble sales for a good reason: they still work. Public meetings can be dull, but yours doesn't have to be.

7. Find something quirky to make your event stand out.

8. Write down what makes your event special. Don't lose this focus.

9. Make sure your event will work locally, with the people that live locally.

10. Go to similar events. Decide why these work, or why they don't.

11. Get a team together

12. To organise an event you will need people who can share the effort. Choose people you can work with - and enlist people who have the expertise you need.

* Make it clear who does what, and who decides what.

* Get people to do that they're good at, and what they know about.

* Write responsibilities down, with contact details and planning deadlines. Give everyone a copy.

* Make sure the people on your team have what they need to do their jobs, and then let them get on with it.

* Meet up regularly with you team to check progress, but don't bore people unconscious, or try and take over their lives. Keep meetings brief and to the point. Perhaps lighten them up by holding them in a pub or cafe.

* Help each other out, back each other up.

Why is anyone going to come you your event? How much will they pay? Are you aiming at local shoppers, or a hip crowd? You need to decide before you start.

* Design your event for the people you want to turn up.

* Don't be ashamed of bullying your friends into turning up. If they bring three people each you're already on the way to success.

* Be pessimistic about attendance, try to make your event work on a worst-case basis, then everything else is extra.

* Ask around, do your research. How do similar events succeed?

* If you have a publicity stunt in mind. Test it first - give the local press a call to find out whether they will cover it.

* How many people do you need to make your event work? Are there really enough of the right sort of people in your area?

Make a budget

Your event will hinge on money. Draw up a careful list that includes all your event costs, and all the money you think you'll take. Tempting though it is, don't just guess, find out what realistic figures will be - investigate, ask around.

* Your budget will tell you if your event is worth doing, or just too much work for the expected return.

* Use contacts to get goods and services donated.

* If your event has tickets, get your organising team to commit themselves to selling a minimum number.

* Where will deposits come from, and who will cover losses?

* Can you insure your event against catastrophe?

* Is there a cheaper or more straightforward way of achieving your aim?

Make a plan

Even a fairtrade coffee tasting takes planning. Allow time. You need time to gather volunteers, time to publicise the event, time to have posters printed and get tickets sold.

* Write your plan down, and involve your team in seeing it through.

* Book and confirm all important details in writing before spending money on printing and publicity.

* Plan who's doing what, and when they're doing it. Make sure they have the support and help they need.

* Check on the progress of important items in your plan.

Make a date

Choose your date carefully. You may be so excited about your fridge lifting competition that you're not interested in the World Cup Final, but others may think differently.

* Avoid clashes with televised finals and competing local events.

* Is there a festival or calendar date with which you could link your event?

* If on the day publicity is important, plan your event to dovetail with local media deadlines.

Your venue

Visit your venue, and check it has the facilities you need for your event. And don't spend out more than you have to. A humble church hall will cost a few dollars to hire, and can be transformed with the right decorator's instinct. Judge your market carefully and choose the venue accordingly.

* Is your venue happy with your planned event?

* How many people will your venue hold?

* Check your venue insurance covers your event.

* Make sure of all names and venue contacts.

* Have your booking confirmed in writing.

* Will your venue work whatever the weather?

* Is there enough parking?

* Is there a bus? Will you need to lay on transport?

* Who's paying for security?

* Who's paying for cleaning?

* Book a venue that's too small - rather than one that's too big. Events - especially meetings - feel more successful if people are little squeezed.

* Don't expect to be overwhelmed. As a rule of thumb judge success as half filling a venue, and treat everything else as extra.

* Find out from the local authorities, the police and your venue what you're allowed to do.

* Notify the local authorities and the police of your event. Do it in writing and get a contact name and phone number you can use on the day of your event.

* Make sure you're covered by some kind of insurance, and that you are not making yourself liable for some giant cost.

* Even if your event is a guerrilla protest, make sure you, and the people taking part, know the relevant law. Only in this way can you avoid being arrested or just moved on.

Get freebies

Wheel, deal and scrounge as many freebies as possible. If you have a programme sell advertising space. If you need a prize, get one donated.

* Tell people why your event matters.

* Ask local businesses to support you.

* Ask local groups to support you.

* Use contacts and friends to help get freebies.

Get publicity

Your event will live or die by its publicity. So make sure people know your event is happening. Get free publicity if you can, but the larger your event, the less you can rely on freebies. Be prepared to pay to place ads in local papers, and pay to print posters and flyers.

* Write down why your event is unique, and why people should come. Use this information to help you focus and hone your publicity.

* Target publicity at the people you want at your event.

* Tell everyone you know - word of mouth is one of the most valuable forms of publicity.

* Contact local radio stations, which often have slots for local events.

* Get posters up in as many shops and newsagents as possible.

* Consider a door drop or town centre leafleting campaign.

* Use a celebrity if you can get one.

* Use or add something unusual, quirky or newsworthy to your event to attract attention.

* Make sure your ads and posters include the basic details like dates, times, places and directions.

* Be imaginative with your posters. For example, try using staggered roadside signs, spaced so drivers' absorb dates and attractions as they drive by.

* Use flyers and leaflets that are bright, striking and clear.

* Use any memberships you have on your team, from the gym to the local church, to get your event publicised and supported. Get announcements made, and posters up.

On the day

For any event there are endless things to remember. Here's our checklist - but don't use it! Make your own. Be sure all aspects of your event are covered, that someone is responsible for that item, and that they have a deadline to get it done by:

* Who's booked the printers?

* Who's put a poster in their window?

* Who's put a poster in your Granny's window?

* Make sure everyone knows who's doing what!

* Who's meeting your speakers?

* Is all the equipment sorted - including the extension cables?

* Have you tested it?

* Can you turn the lights off? Where are the light switches?

* Do your speakers now how long they've got? Who will hurry them up?

* Have they got everything they need?

* Do the speakers represent a wide community of backgrounds and ages?

* Are you allowing time for questions?

* Who's taking them out afterwards?

* Who's introducing guests, seating them, thanking them?

* Will people be given something to take away?

* Are you expecting people to sit in a chair for four hours without moving? Does your event have variety - will people have a chance to do, as well as listen?

* Who's supervising parking?

* Who's doing the food?

* Who's got the change?

* Who's talking to the police?

* Will your mobile get a signal?

* Who's talking to the media, and what will they say?

* What will you do if the band doesn't turn up?

* What will you do if it rains?

* Who holds the keys for your event?

* Who holds the spare keys? Who has their phone number?

* Who collecting and banking the money?

* Do you need to say thank you to someone?

* Who is going to clean up?

* Can you roll your event out again next year?

5 Careers After Event Planning Courses

You are very excited to be starting your event organisation courses. But as time goes on, you will need to get more specific about your plans for the future. Here are some examples of careers to which your training may lead.

1. After event planning courses, you can become a...wedding planner

In your event planner program, you will learn how to plan all kinds of events. But after graduation, you may choose to specialize in blushing brides- and grooms-to-be.

Graduates of event planner courses who are considering a career as a wedding planner should:

• enjoy working irregular hours


• be prepared to work very long days


• have good people skills (assertive, but polite)


• be adaptable (a lot of last minute issues can arise with weddings)


• be good at managing your own time (and that of others)


• have a calm, reassuring demeanour


• have a good sense of fashion and style


• be a skilled negotiator, able to get the best prices, for example, from service providers


• love weddings

2. After event planning courses, you can become a... professional conference organizer (PCO).

Your event planner program will also prepare you for a career as a PCO, which is a kind of consultant who helps clients - often from university or other professional-level organizations - plan conferences.

As taught in event planner courses, PCOs help clients with:

• logistics


• audiovisuals


• entertainment


• venue choice


• organizing speakers


• finding funding


• setting up information booths


• managing the budget

3. After event planning courses, you can become a... government event planner.

Your event planning courses may prepare you for a job in the public service, planning events for government departments and agencies.

You may even be asked to apply the knowledge gleaned from your event organisation program to the creation of an official government event organisation guide.

4. After event planning courses, you can become a... hotel event planner.

Perhaps a career in the travel and tourism industry is what you have in mind for after graduation from your event planner courses.

Hotels often make a lot of their business by attracting groups. They need graduates of event planning programs to help guests organize conferences, with all that that entails, including:

• determining a budget


• choosing venues


• establishing a schedule


• communicating with attendees and presenters

All skills that you will have learned in your event planning program!

5. After event planning courses, you can become an... event delivery manager.

An event delivery manager is the first person on the scene the day of an event, overseeing the staff that is setting up the food tables and coffee machines. This is a management position, where event planner courses are sometimes a requirement.

Happy choosing!