Jan 3, 2020
We at Climbing Goat Event Solutions have created memorable events for brands across Kerala. We have worked closely with Siemens, Tata DoCoMo, Skylight, Yamaha. Memorable events don’t just happen. Organizing and holding an event takes planning. Whether it’s a conference, seminar or a customer Recognition day, and whether you have two weeks to plan or an entire year, your event’s success is in the details.
Here are 20 steps to plan a great event, this is what we learned from our own experience.
First Things First
- Decide upon your target audience: The first step before you do anything else should be to clearly define who your target audience is. From this all the other decisions will fall into place in terms of format, content, prices, location etc.
- Make a list of details: When you decide to have an event, everything matters. From program content and lighting to transportation and parking, everything counts. And your audience will attribute everything to you and your brand. Making a list will ensure you don’t overlook things.
- Have a clear business purpose for holding the event.Before you can begin planning a successful event, be clear on why you are doing it in the first place, because every decision after that should support your main goal. Is it lead generation? Is it to create awareness of your company or a particular product? Is is to develop customer loyalty? Or do you simply want to make money (which is okay too)? And make sure the team is aware of the purpose.
- Watch out for other industry events when scheduling. Check the calendar. Make sure you don’t schedule your event on or too close to holidays or popular vacation times. It’s just as important to check for other events that your target attendees might be going to.
- Be flexible with changes in size, location and other details. As you get into the event planning process, you may find that your event changes in size, location, and many other ways than you originally envisioned. This is natural and perfectly fine as long as you don’t lose sight of the reason you’re doing all this work in the first place. Some flexibility is necessary.
- Create SMART goals. SMART goals are specific, measurable, attainable, result oriented and time bound. Always start with strategy. Just like building any business, great events start with a strong, thoughtful and measurable strategy. Live events are an amazing way to share your brand, connect with your target market, get feedback on your product and more, but you need to know what you are trying to achieve. Stick with SMART goals and outline what you are aiming for. Then make sure that you proceed in line with reaching these goals.
Plan the Budget
- Develop a “financing plan” for your Event.Know how you are going to pay for the event. Most events are funded by sponsorship, ticket sales, internal marketing budgets — or a combination of all three. When you create your budget for the event, you’ll need to estimate how much money you can realistically raise from each area. Before you book your venue or sign any contracts, it’s a good idea to start signing sponsors first, or selling advance tickets to make sure there is enough interest in your idea to fund it.
- Create an expense budget – and save money through “in-kind” sponsor donations. Events tend to cost more than what we may think. Make a comprehensive list of all the expenses— primarily in regards to the venue and food and beverage. Remember to price out all the permits and licenses you will need as well and then highlight areas where you think sponsors can play a role to offer something “in kind.” The more you work with other brands and partners to host your events, the more you can save.
Marketing: Getting People to Attend
- Define good reason(s) for people to show up. What’s the draw for attendees? You need to define WHAT you’re doing at the event that will bring those target attendees in the door. For a consumer product it might be a party with entertainment and product demos and freebies. For a business crowd it might be educational content or an exciting, well-known expert speaker. Whatever it is, don’t lose the connection with what you want.
- Offer local partners incentives to promote you.Press releases sent to the relevant media outlets will help generate news buzz and you could look at getting media (online and offline) involved as partners.
Team: Together Everyone Achieves More
- Delegate responsibilities. No matter the size of your business, always try to delegate responsibilities. Having one person in charge of every detail typically doesn’t work out well. Whenever possible, let people take control of the areas they most enjoy. For example, let the foodie in your company handle the catering details. The more someone enjoys their responsibilities, the more likely they will carry them out with success.
- Follow up and follow up again. Check in early and often. Though no one wants to be micromanaged, make sure that employees and vendors are on track with their event duties. As long as people know you expect updates from time to time, they are less likely to become frustrated when you call or email for one.
- Have a skilled social media team cover your event. Don’t forget a social media team. While not imperative for every event or industry, more and more events are focusing on harnessing the viral power of their audience. If your audience is tweeting, Facebooking and taking pictures on Instagram — you should be doing the same and you will need a trained team to execute.
- Look for vendors who serve your niche and are willing to get involved. The best vendors you can work with are those who are passionate about what they do with great people skills and time management skills. Look for vendors who are resourceful and flexible or who would get involved on a bigger level than their role. We at Climbing Goat have expertise in handling all kinds of events and have successfully worked across Kochi, Trivandrum, Calicut and other parts of Kerala in creating awesome events for our clients.
Event Day: The D-Day
- Set expectations carefully – then deliver.Ensure that the audience has a GREAT (not good) experience; and that you give them what they expected from attending.
- Let crowd reaction be your barometer. Read the audience during the event. Ask people how they are doing. If things are going great, or if they are not, you’ll know.
- Always ask yourself: How is this relevant to attendees? Make sure you are offering content that is relevant to over 80% of the audience. The audience must walk away with tangible tactics to improve their business and career … and they must feel the speaker’s energy. Speaking about your business and what you do — without offering the audience what THEY need — is a waste of time and money for all.
- As the master of ceremonies or a speaker – practice. You know your business, but do not assume that you know how to put on a presentation. Practice giving your presentation, answering questions and handling difficult and confrontational members of the audience. The more prepared you are the better.
Contingency Plan: The Plan B
- Imagine the event, step by step, and make a 2-column list: what could go wrong in one column, and your contingency plan in the second. Be prepared for the unexpected. Maybe the sound system fails. Maybe your keynote presenter fails to show up. Can you cope and move on?
- Be ready to lend a hand to fill any gaps. Although planning ahead is a great formula for success, it is never enough. Something unexpected always comes up. Thus, it pays to put in a little extra elbow grease for extenuating circumstances. This applies to catering arrangements, printing requirements, guest accommodations, weather forecasts, entertainment and more.
Jan 3, 2020
Whether your wedding is in three months or six months away, we have compiled the do’s and don’ts to plan your big day. Just working out where to start is half the battle so we’ve put together a priority checklist, broken into manageable segments according to the need of the hour.
And because we know you’re pressed for time – but thirsty for information – First things first.
Of course these lists are only a guide. Some of you will need to do everything here, and then some.
Plan your wedding and prioritize what’s left so that you can enjoy your engagement and look forward to a fuss-free, fabulous wedding day.
First Things First
In the list below, we’ve highlighted some wedding services you should book sooner rather than later, not because they’re any more important – we know your wedding dress is number one on the list! But because these are the wedding service providers who usually only book one wedding per Saturday – and we want it to be yours!
- Wedding Reception Venue – popular venues have to be booked in advance. To know more on this, you can reach us.
- Wedding Ceremony Venue
- Wedding Photographer
- Wedding Videographer
And if you are keen on a particular wedding car, marriage celebrant or hair and make up artist then book them immediately to avoid disappointment.
Wedding Tip : Wedding reception venues book up quickly so find the reception venue first, particularly if you want your wedding on a Saturday, 75% of brides still cite Saturday as their first choice.
Great , you’re engaged! Now it’s time to…
- Announce your engagement and start to organize your engagement celebration.
- Buy the engagement ring.
- Decide on a wedding budget.
- Decide on whether you are having a wedding close to home or a destination wedding.
- Decide on the date and time you would like to hold your wedding.
- Book your wedding reception venue and wedding ceremony venue.
- If you want to use a wedding planner to organize your entire wedding, book your wedding planner now.
- Start your health and beauty regime as well as find a hair & makeup artist.
Once the date is set…
- Book and confirm the wedding venue for both your ceremony and reception.
- If you are planning an outdoor event, make sure you have shelter if needed or an alternative venue.
- Consider your wedding dresses and bridesmaids dresses.
- Choose your bridesmaids and groomsmen.
- Look at wedding cars and get some quotes.
- Do a rough guest list to be edited as needed to get down to the size you have planned.
- Start thinking about your honeymoon destination.
One week before
- Have your beauty treatments at the salon.
- Reconfirm the bridal suite.
- Confirm final numbers with venue and caterers.
- Have the wedding ceremony rehearsal.
- Pack your bags ready for your honeymoon.
- Print tickets and itinerary for your honeymoon and organise travel insurance, a travel card with a little extra spending money.
- Reconfirm flights 72 hours before.
The night before
- Lay out your your wedding shoes, jewelry, veil ready for the following day and keep you wedding dress in a safe place.
- Take a long bath, burn some essential oils and listen to some relaxing music.
- Get a good nights sleep.
On the day
- Have a healthy breakfast and lunch – you will be needing all the energy you can get!
- Refer to your schedules if you need to.
Forget about the weather, don’t panic about the lippy mark on the veil, go with the flow and have a fantastic and memorable day…because when the bride is happy and having fun – so is everyone else!
Jan 3, 2020
Event management involves planning, organizing and execution of live events, there are different types of event management services which could include a brand/products launch, an exhibition, a concert or even a conference. It is basically an extended form of advertisement, though more interactive. As a separate industry it is projected to grow at 30 % per annum.
The entire concept of event management is regarded as one of the most intense or significant form of advertising or marketing. The whole process of event management necessarily involves the organization process. This involves the organization of a personal or a professional event. This may generally involve the seminars, fashion shows, wedding, product launches, exhibitions etc. In short, the event management involves the whole steps of conducting an event right from the planning, financing, conceptualizing etc. The present scenario, event management is an important area which has been evolving over the years along with the increasing opportunities.
An event manager must bring together a team with clearly defined responsibilities for all aspects of the events including unexpected crisis. The team needs to be both organized and flexible. Events can be unpredictable and do require quick thinking that is based on the sound knowledge of procedures and alternatives. Decision making is one of the most important skills of the event manager and those with.
Whether you’re a seasoned veteran, a newcomer to the event planning industry, or somewhere in between, Organising an event can be a daunting task, particularly for an individual or committee planning an event for the first time. While the scale of the events varies dramatically, the principles of event management essentially remain the same. Here is the check list for a perfect event management and we are sharing the different stages and cycles involved
- Event overview¨
- Event plan¨
- Event manager and staff¨
- Event description¨
- Event objectives¨
- Identify targeted audience¨
- Event overview¨
- Police contact¨
- Public Liability¨
- Health and safety permits¨
- Emergency access¨
- Ambulance and first aid¨
- Venue cleaning¨
- Risk management¨
Consultation with stakeholders
- Consultation register¨
- Planning meeting¨
- Briefing – before event¨
- Debriefing – after event
Planning for the event
- Selection of a venue¨
- Site plan¨
- Inclement weather
- contingency plan¨
- Information centre and communication¨
- Catering, food and water¨
- Lighting and power¨
- Entry and exit details¨
- Vehicle access¨
- Disability access¨
- Contract suppliers¨
- Develop run order or event schedule
- Publicity and promotion
- Pre-Event promotion:
- newspapers, radio¨
- Media releases and media kits¨
- Flyers and postcards¨
- Sponsorship and merchandise Sponsorship strategy¨
- Potential sponsors¨ Evaluation of a sponsorship program¨
- Management of alcohol Permit conditions¨
- BYO ( Bring Your Own) and non-BYO events¨
- Responsible Service of Alcohol (RSA)¨
- Beverage options¨
- Beverage containers¨
- Trading hours¨
- Alcohol consumption areas¨
Each type of meeting has specifications that help determine the type of facility that will be utilized: The different types of Corporate Events are
Board and Committee Meetings Often held in full-service resort properties (with golf facilities) on a quarterly basis.
Seminars/Workshops Training and continuing education, classroom setup needed for meeting space. Repetitive pattern (for many this is the fastest growing segment of associations meetings).
Professional/Technical Program on new developments relevant to the association members. Larger educational classroom setup needed.
State and Regional Conventions National associations may sponsor regional or state chapter meetings; both have a smaller number of attendees.
Annual Conventions Held in conjunction with a trade show or exhibition. Multiple hotels may be required for sleeping and meeting facilities. Meeting size varies from large (general session) to small (committee meetings). Multiple food functions.
In terms of types, events may be categorized as follows also:
- Sporting events are held in all towns’ cities countries and states throughout the nation. They attract international sports men and women at the highest level
- Entertainment, Arts, and Culture Entertainment events are well known for their ability to attract large audiences
- Commercial Marketing and Promotional Events Promotional events tend to have high budgets and high profile. The aim of promotional events is generally to differentiate the product from its competitors and to ensure that it is memorable. Most of the promotional events involve product launches
- Meeting and Exhibitions The meetings and conventions industry is highly competitive. Many conventions attract thousands of people
- Festivals All Religious festivals fall into this category. Wine and Food Festivals, Harvest festivals are increasingly popular, providing a particular region the opportunity to show cases its product. Harvest festivals like Pongal in Tamil Nadu, Onam in Kerala in India are good examples.
- Families Weddings, anniversaries, Birthday celebrations and even Funerals all provide opportunities for families to gather. Kerala tourism is a big market for the destination wedding. It is important for the Event manager to keep track of these changing social trends.
- Fundraising Fairs which are common in most communities are frequently run by enthusiastic local committees. The effort and the organization required for these events are often under estimated.
- Varied Events Some events defy categorization. Potatoes, Walnuts, Flowers, roses, Dogs, cow’s horses, teddy bears and duck all provide the Focus for an event in the world. The events like Nolan River dog show in VSA Rio Grande valley onion festival, Texas crawfish festivals, Mattupongal in Tamil Nadu, Flower show in Ooty India, are some of the good examples. Each and every event has a purpose, and the theme is generally linked to the purpose.
It’s been such a great productive and fun year that I’m very excited for 2018. Before I get into the 5 mistakes I made this year in my event planning business, I want to send out a big thank you to…YOU! Whether we have done business together or you are reading this article to know about event management business, I’m so glad you’re here.
As I reflect on this past year and write out my goals for 2018, I’m thinking about what worked and what didn’t work in my business and how I can improve personally and professionally moving forward.
To be successful, focus on the steps that will help you reach your bigger goals. And remember, progress not perfection.
Asking For Help – no matter what stage of life or business you’re in, asking for help can change everything, but it’s important to create a relationship with the person you need help from before you ask for help. Almost weekly I receive an email asking for help, but the sender wants me to plan their entire event for free, and I’ve never met them or heard from them on social media! Ask for help, but build a relationship first.
Avoid Negative People – recently I had to ask a very good friend to stop complaining. Honestly, it was so hard to ask the person to stop, but it was affecting me negatively and I couldn’t tolerate it anymore. I’m glad I took a stand for myself, instead of letting it pass and being annoyed with the person, but initially I did feel bad because I know the person was just having a bad day.’ Watch out for naysayers and complainers in your life.
Giving Excuses – for 10 years I worked in sales so I am always on the phone. The skill of listening to people and hearing the language they use is one I’m grateful. I quickly realized language and what and how you speak reflects what’s going on inside. I took this personally and started paying attention to the words I use. The words like “Yes, but” tends to come out of my mouth a lot. Using excuses like “but” in a business environment is unhealthy. This one has been a big reality check for how I run my business and how it influences my personal life, too. Pay attention to the words you use.
Attention to Financial details (I learned this one the hard way) – It’s easy to have a financial adviser take over your finances or never open your bank statements, but sticking your head in the sand only leads to more insecurity and worry. Now I keep track of everything I spend money on. I have a spreadsheet and every paisa spent is documented – always. It’s allowed me to know where I spend my money, save more and invest more in my business. Take accountability for your finances – no matter what.
Celebrations And Creating a system in place – it’s easy to let things pass because they’re “no big deal.” However, if you don’t celebrate even your smallest accomplishments then it’s hard to keep going when things get tough. Celebrate your successes Always.The last one is, Creating systems in place. This takes time but start setting up systems as early as possible. Start by identifying what you love doing and are good at vs. those tasks you avoid because you don’t want to do them. Once you’ve got your list, find someone (whether you find an intern or hire an employee) who loves doing the tasks you don’t enjoy. Allow them to focus on the things you dislike so you can focus on the parts of planning events and running your event planning business that you love. Do what you love and delegate the rest.
Jan 3, 2020
Before understanding the process of Event Management. First, Let us define Event Management or Event Solutions, which is now an intrinsic part of any marketing plan. Along with advertising, public relations, and promotions, events serve to create awareness and persuade prospects to purchase goods and services. These events may be private, such as the launch of a new automobile before dealers or the public, as in Microsoft’s Windows 95 program. Retailers have historically used events to drive sales, and now other types of businesses are realizing that face-to-face events are an effective way to satisfy sales goals.
The appearance of soap opera stars at a shopping center is an example of many types of promotions used to attract customers to promote sales. In other words, the enlightened event professional will incorporate marketing at the outset of the planning process so that all goals, objectives, and strategies will be considered and amplified with marketing implications in mind. As you read this blog, you will see how event management forms the glue that binds together the mission, functional implementation, final evaluation, and planning for future events.
The process of event management can be broken down into 7 steps
- First, Establish the goal of the event
- Identify customers (segmentation) and the target audience
- Plan to meet audience needs
- Analyse the decision-making processes
- Establish and estimate the cost of the event plan
- Promote the event
- Evaluate the marketing efforts
Establish The Goal Of The Event
Each event offers a range of potential benefits to the event audience.
These may include one or more of the following:
- A novel experience
- A learning experience
- An exciting result
- An opportunity to meet others
- A chance to purchase items
- Dining and drinking
- An inexpensive way to get out of the house
- A chance to see something unique
Identify customers (segmentation) and the target audience
Market segmentation is the process of analyzing your customers in groups. Some groups may enjoy a particular type of traditional-and-western music. Others may enjoy dancing. Yet others might visit just for the excitement and the atmosphere. It is absolutely essential to analyze the different motivations of the event audience and to develop a profile for each of these groups.Plan to meet audience needs
Plan to meet audience needs
Once you have identified your customer groupings, it is then necessary to ensure that all their needs are met. However, many others would come for the atmosphere, and some just for the fireworks at the end. None of these customer segments’ needs can be ignored. All audiences need food and facilities, but food and beverage may or may not be a high priority of a particular event audience. For some, the music is the highlight; for others, it is the hype of the event; and for still others, it is the food that is important.
Analyse the decision-making processes
The next stop is to analyze the customer’s decision-making process.. These may include one or more of the following:
- Competitive Pressure :Competition from other forms of entertainment for a person’s disposable income would need to be considered.
- Motivation : Those who tag along to an event are the followers. Each of these-the influencer, the decision maker, the follower, and the purchaser-would generally have different expectations of the event and would evaluate it differently.
- Timing: This is the most important aspect of consumer decision-making since it has implications for the promotions budget.
Establish and estimate the cost of the event plan
Plans would need to be finalized long before the event, with various vendors with price determined, brochures printed, and advertising done (sometimes overseas) well in advance.
Promote The Event
The messages used to promote an event are extremely important. Usually there is only limited advertorial space for convincing all market segments to attend. Thus, the combination of text and images requires a lot of creative effort. If there is time and sufficient budget available, utilizing these communication messages with consumers is recommended.
Evaluate The Marketing Efforts
The effective of all promotional efforts needs to be carefully monitored. There are three stages at which research can be conducted: prior to the event, during the event, and after the event. The research can be qualitative, such as focus groups and case studies, or quantitative. In the latter case, the research generates statistics such as customers’ expenditure at the event.