At one point or another, every major organization is going to plan an event to help bolster their bottom line. Whether it is an industry event to discuss future business trends and innovation, a charity function to raise awareness, or a conference to help build your network, real time events are very effective at helping companies achieve their goals.
Take for example the recent African Development Investment Convetion or the MIT Innovation Conference, these events play a critical role in helping to further the development of the business community within Africa as they act as a catalyst to bring together some of the major people of these industries. Because these events are so important to the community it is fostering, it is essential that they are produced flawlessly to ensure a good experience for all those who attend.
- Event Planning Is Not Easy
Planning an event can be a difficult task for any employee. Unless the company has its own marketing or advertising department, event planning is very essential when a company is planning a conference or seminar. Due to the fact that there are many components that go into event planning, it is highly advisable that a company bring in an expert who can help organize such a daunting task.
- Event Planning Services
An event planning services company will take care of all the little things that an employee and sometimes even the marketing/advertising department can overlook. The event planning services company will meet with the company's representative to discuss what the company expects from the event services.
- Identifying A Budget
Budget is a very crucial subject and needs to be discussed at the very beginning. According to the budget that the company has available, the event planning services company will be able to come up with a plan that will best suit the company's/client's needs.
- Finding Professional Event Speakers
One of the key ingredients to a great event is hiring the right professional speaker who can ensure that your attendees attentions are engaged and focused. Also, because speakers can be expensive, it is important to determine what type of speaker you want to hire to ensure that you remain within your budget. Websites like Keynote Speakers and Motivational Speakers provide a great resource for event planners who are looking to find the perfect speaker that fits their budget.
- Get Organized
It's best for the company to assign someone or a team of individuals who will be responsible to meet and plan the event with the event services company. The individual, or even the team, will work with the planner to come up with the best ideas that are suited for the company's specific event.
- Schedule Weekly Meetings
It's best for the company's/client's team to meet with the event planning services once a week to discuss any issues that arise. It is crucial, however, that there is good rapport between the company's team event representatives and the event planner as they will need to work closely together.
- Set Clear Responsibilities
The company will have to be reasonable on certain items that need to be done. If it's an auto show, and the big SUV cannot be driven into a specific area, the company's rep and the event planner will have to come up with an idea to make it work. It is the event planner's responsibility to bring in the ideas.
- Producing The Event
Once the event planning services company has all the pertinent information, they will be able to begin the process of the event. The event planning services will take care of every small detail. They will take care of the food, the flowers, the event speakers, the decorations, even down to what color the aisle runners will be. From the moment the event planning services are hired, the ball begins to roll. They will get a list of the invitees, prepare the invitations and mail them out. They will buy the gifts for the attendees. They will arrange for games and get the prizes. They will take care of the entertainment and the publicity.
- Keep Your Team Motivated
Producing an event can be very stressful so it is important to find ways to keep your production team motivated and inspired. According to Sean Adams of MotivationPing.com, “If you don’t want to lose your momentum while organizing an event, you need to make sure that every person involved has a purpose. Studies have shown that when employees feel like they have a purpose, they are more inspired to do great work.”
- Event Planners Are Highly Capable
The list of what an event planning service can do is huge. They have the resources and the people to make an event a great success. The company can rest at ease when they hire an event planning service. They can continue with the everyday business and not worry about the event that is coming up.
In many cases the event planning service will have everything ready a couple of days, if not a week in advance of the event. During the event they will be there to supervise and monitor every detail, that might come up. Thus the company's event team and even the management can enjoy themselves during the event and not worry about anything.