Almost one-third of businesses recognize the practicality of holding various types of events as part of an overall marketing strategy. Companies are constantly seeking to fill the pipeline with both prospective and existing lead profiles. Hosting events is statistically one of the greatest ways to accomplish this task, whether the campaign involves providing a business update, presenting new service or promoting a new product.
Event management companies play a key role in making sure that a brand’s message gets in front of an audience. Such companies specialize in basic event operations and provide solutions to solve the most complex challenges when planning a dynamic endeavor.
Here is an inside look into what services, event management companies offer in order to get any special occasion from start to finish.
Event Operations and Coordination
Handling multiple event components begin with taking a look at the structure and layout from a bird’s eye view. Managers and teams first assess what the show is about as well as evaluating the legal and accounting ramifications behind the event itself. Coordination begins with understanding the audience, budget, and brand mission. Planners can then recommend viable conference sites, perform inspections, and sourcing third-party vendors through negotiation and selection.
Seasoned planners can help keep track of the many moving pieces involved. Arranging meeting room set-up, monitoring food and beverage stock while maintaining a strict budget, and handling on-site signage are just a few of the ways event managers go about ensuring a smooth event. They also communicate as a liaison with vendors in order to tackle staffing, security, and specs requests.
Marketing and Advertising
Event marketing uses to require a prescribed list of traditional outlets of outreach. Now, professional event teams have a myriad of options when it comes to raising awareness for any event including but not limited to:
- Social Media
- Email Marketing
Savvy planners with talented, creative advertising experts know how to mix in T.V. spots, magazine and newspaper ads.
Guest Speakers and Sponsorships
Managers take the stress out of speaker recruitment by taking charge of speaker contract execution, search and curation, and how they’re programmed for event participation. Creating a cost-effective sponsorship campaign involves the distribution of communication materials and agreements to assure sponsor fulfillment before and after the planning stages.
Working alongside sponsors requires more contract work along with collateralizing ad space and creating co-advertising structures that are both cohesive and have similar objectives. Event management companies offer opportunities to bridge any branding gaps between companies hosting events and event sponsors.
Event teams work in tandem with technology to enhance production value. This can entail coordinating room layouts, audiovisual, Internet, and exhibit labor like audio/visual technicians, volunteer and temp staff.
Stage Requirements and Additional Production
Decor management, exhibitor correspondence, and kit development underpin a successful program for lighting, staging. If for example you’re running a conference, then production values can shoot through the roof. In this case, knowing how to set up a stage properly is of the utmost importance. Event managers guide customers through the number of speakers and resultant equipment requirements.
Communicating With Attendees
Last but not least, professional event planners pay special attention to excellent communication and interpersonal relationships when interacting with attendees at any event. One of the greatest points of reference for planners is the registration table. Planners can handle the following activities:
- Collecting payments or confirming tickets
- Capturing phone numbers and emails
- Giving directions
- Troubleshooting access issues physically or digitally
Additionally, event managers work through secure on-line and on-site registration and payment systems. Registration payments are finalized and placed in designated merchant accounts. Real-time details are available on a tracking system. Managers oversee the production of badge production and registration archive delivery.
With all the various parties and pieces that must be put together in proper form in order to have an event smoothly culminate is what most would consider to be a daunting endeavor. The right event management company can serve as a partner that takes care of event details, from planning to execution. Professional planners must possess a track record of big league thinking and an unwavering need to see a project from start to finish.
Event management companies are tasked with developing event master plans with special attention paid to serving as a liaison between customers and respective third-party vendors, sponsors, and slated entertainment. Running a smooth and productive event entails conducting seamless choreography among all personnel.