Spaceup Entertainments

Organise Conferences With Ease Using Event Management Software

Sat, 11 Nov 2017 13:02:22 +0000

Organising a conference can be a daunting and time consuming exercise. Whether it’s a small one day event for 20 delegates or a huge three day event in Earls Court, the general process and common problems are the same.

So what are the stages of planning a conference?

This is an extremely basic and simplified list to indicate the general check list event managers must consider. This process can start from 6 months before an event or even as long as 12-18 months before for really large, national events. Managing all these steps can be extremely complicated and it can be very easy for event managers to make major mistakes.

To avoid costly errors, and to ensure conferences are organised in an efficient manner, many event professionals are looking to employ the use of an event management software solution. These solutions have the tools and capabilities to manage and track activities throughout the whole of the event and conference planning process, as well as the activities carried out as part of the event follow up (such as post event surveys and the creation of reports for intelligent analysis).

Taking the above steps in planning an event, here is how an event software solution can help:

1. Booking a venue

Control to an event manager is key; whether it’s a meeting/conference room in your own office or a larger external venue, event software can help by ensuring the allocation has been made and that payment has been taken. For more complex conferences which require multiple rooms across multiple days, event solutions include a comprehensive planning, resource and scheduling venue software tool. A highly configurable and fully customisable function sheet and a multiple calendar feature which will give you the ability to manage your resources and venue from one central and flexible application. This helps to simplify the normally complex process of booking and managing the venue.

2. Sending invites to a targeted list of prospects

The event manager may know the exact number and names of the delegates they are targeting or in some cases they might have been told to invite a certain demographic (based on relationship, job title, location etc). Managing the selection of delegates to invite is made easy with event software, since it is able to be integrated their CRM package. Meaning that all corporate records and data can be accessed easily and records automatically updated, so others looking at that record will know that the contact have been invited and whether or not they have registered and paid.

Event software also comes with sophisticated email marketing tools. Event managers are able to easily build and filter a selection of targeted delegates from their CRM and put these into a custom-made, HTML email which can be sent out. From the event management software platform, event managers will be able to track opens, clicks and other recipient activity.

3. Resource management

Event software will come with a Resource Management Module which is where event managers can track and control all the resources needed to manage an event. External suppliers can be given access to this module so that they can keep track themselves, rather than dealing with the event manager directly. For example, caterers can be given access so they can easily see current, up-to-date information on delegate numbers and any specific dietary requirements. Giving them direct access to this module in the event software means that event managers can deal with one less person and one less phonecall! Mistakes are also reduced since a layer of communication has been removed.

Resource modules also contain multiple and powerful calendars enabling conference managers to manage numerous resources on these various calendars; this is all accessible from one central location ensuring all updates/amendments/additions are recorded in real time. From the information collated through this Resource Module, event mangers can run bespoke reports providing details such as the number of pods available, number of brochures etc. Event managers will no longer have to juggle multiple spreadsheets across multiple calendars which will ensure fewer errors.

4. Dealing with presenters and guest speakers

Event software can also manage this process. Emails can be scheduled automatically to remind guest speakers about the event and to request certain information such as a bio for the marketing collateral and presentation slides for delegates. Speakers can also be given direct access to the Resource Management Module, where they can manage and update their own profile, and upload materials and other items. Again, this takes away the involvement of the event manager, freeing them up to work on more strategic activities.

5. Taking registrations

A convenient way to take registrations is online. This suits both delegates and event managers. It is a fast, effective method and is increasingly becoming the standard method of event registration. But there are good and bad ways of taking registrations online. Ideally event managers should want to direct prospect delegates to their own website, where a specially created page, with the branding of the company and the event have been included. Taking registrations on your own website plays an important part in increasing delegate sign up rates – delegates will be more trusting and more likely to sign up if it’s on the same site, whereas taking them to an external site may cause trust issues. It’s also important to be able to amend the information requested at the point of registration. Some events will just require a name, telephone number and email address, whereas others may require more detailed information. Event software can easily handle these changes.

6. Taking payment

Having a registration and payment process that is easy, straightforward and efficient is vitally important if event managers want to ensure a high level of delegate attendance. Event software gives event managers the ability to take payments online, via a secure web portal – giving delegates an easy, trustworthy method of payment. Since the event management software can be integrated with the back end finance application, payment can be easily accepted, records updated and receipts sent out automatically, without any intervention from the event manager or accounts payable staff. If payment isn’t taken online, the event software can automatically sent out invoices to the delegate. For an even smoother payment transaction event solutions will include connectors allowing seamless integration with your internal finance system.

7. Sending reminders to delegates

The email marketing tool included in the event software can have emails created which can scheduled to automatically be sent to all delegates. These can be reminder emails, or emails with updates or event amendments. They can be created in advance and then forgotten about as the event software will manage the rest.

8. Printing badges

The production of delegate name badges is a small part of hosting a conference, but is one that can be extremely time consuming for event managers and can cause real issues on the day of the conference if any mistakes have been made. Event software packages will come with easy to use, effective badge production tools. Not only will the creation of custom badges be easier, but the section of delegate names will be done automatically since the event software will be integrated with the CRM – so it’ll know exactly what names and details to print.

9. Organising staff on the day

The effective Resource Management Module enables all staff to be accurately managed – it will be easy for event managers to delegate activities to individuals and log it in this Resource Module. Staff can access this module anytime and from any location (via the Internet) so they will always be aware of what their responsibilities are and where they need to be.

10. Managing the budget throughout

Event software is an excellent tool for managing finances and budget. All costs can be taken via the integration with the finance system. These can then be easily tracked and monitored, with alerts to warn the event manager if there are any issues or if costs are rising fast. Reports can be instantly created, with a click of a button – useful for event update meetings and if event managers need to compile any statistics for senior management.

So we can see how event software can revolutionise the stages of planning a conference. Without event management software, a lot of these tasks would be manually created, tracked and organised via huge spreadsheets. There would be high chances of errors and mistakes and the whole process would be time consuming, stressful and ineffective for the conference manager and those associated with the event.

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Event Management Scenario in the Capital City of Tamilnadu

Mon, 06 Nov 2017 19:05:31 +0000

TamilNadu has always been considered as a multicultural and diverse country, with multitudes of societies, each of which has a different shade of traditions, customs and colourful festivals. Some most popular festivals excitedly awaited throughout the year are the Pongal, Christmas, Eid and other such events.

The growing acceptance of event management services with increased events:

Chennai, being the capital city, has always been a happening place for hosting social, cultural, political, sports and charity events. With a sharp rise in the population of Chennai as well as the surrounding places, there has been an increased number of social and private celebrations held here. Thus, sometimes it becomes extremely difficult to get the services of good event management companies for hosting shows, during the peak seasons. In fact, people in Chennai who are keen to have the best services, book the companies much before the event actually takes place. Even people in Chennai, particularly the youths of colleges and universities are actively participating in event management activities for hosting rock shows, concerts, gigs and musical nights for their institutes.

Changing trends in the Industry:

Event management industry has witnessed a significant growth in TamilNadu as it is now catering to all kinds of events and has become a multi-billion rupees industry. Whether it is the Commonwealth Games hosted by the Sports Authority of TamilNadu, a wedding ceremony held by a particular community, a product/ service launch party hosted for brand promotion of the company, a big budget film premiere party for promotion or a charity show organized for a particular NGO, for supporting a noble cause such as AIDs awareness, the companies have always assisted in making the events, successful. In other words, the entire process of managing events can actually be compared to practical project management, where profit-making motives are obvious.

Also the promotional techniques and the registration process are changing drastically. The companies now have realized the advantages of using the social media platforms and the online registration solution for reaching out to millions of peoples, primarily when the distance becomes a barrier and it is impossible for attendees to visit the venue for registering.

Event planners in Chennai:

Chennai is full of talented and skilled event planners, who are hosting unique and memorable shows and concerts, using their creative and innovative ideas. They take the entire responsibility of planning and implementation and are involved in every stage of the process. Right from the site inspection, budget planning and scheduling to logistics arrangements and crowd management, everything is taken care of, by the planners.

Thus, with the mushrooming number of event management companies in Chennai, there are better scopes of development in this particular arena in the near future.

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Tips on Corporate Event Planning

Sun, 05 Nov 2017 07:59:24 +0000

Corporate event planning must be done well from start to finish to avoid any last minute issues. Here, you will learn easy and effective ways to effectively plan corporate events.

All businesses run on certain strategies and planning. If certain guidelines aren’t followed, the company won’t reach their goals and targets. Thus, let us discuss why corporate meeting planning is an important aspect of every business.

Meetings are very important in the corporate world and are usually held to communicate and discuss significant points and objectives. If they are not planned properly, people may get a bad impression of the company. It is imperative that these meetings are organized in such a way that all possible bad situations are avoided.

Nowadays, companies hold business meetings and events for various reasons. They might want to hold a meeting to recap their success of the year, hold an annual holiday gathering, discuss important decisions, have a sales meeting, or many other reasons. Some companies even hold such events to launch new products, go over social networking and press releases, or for product promotion. With corporate meeting planning, you will be able to carry out any event flawlessly.

Corporate events may have a touch of humour and entertainment. A common misconception that people have is that because these events are official gathering, the event needs to be strict and formal. However, this is not the case. The corporate event planner should add fun and entertaining activities to break up the monotony of the normal, boring work day. Successful meetings are those that make the employees appreciative of the people they work with and also give the feeling that they are working for a good organization.

Professionals who manage every aspect of corporate meetings and events are known as corporate event planners. They have been trained as specialists in the meeting or event planning field and are equipped to carry out the supervision of this process. Corporate event planners discuss all of the client’s necessities regarding the corporate meeting and organize the details accordingly. They are responsible for suggesting the most appropriate venue for the event, managing the staff needed for the event, and ensuring quality and sufficient food for the guests. Professional corporate event planners are especially proficient in multitasking, including time management as a key factor. Other requirements for event planners are interpersonal, organizational and communication skills. A planner knows best on suggesting which clients that are the best option according to the budget. Every event planner also needs a clear understanding of how the venue has to be arranged.

Nowadays, it’s easy to find a list of corporate event planners to help in executing a successful corporate event or meeting, even on a tighter budget. Corporate event planning must be done well from start to finish to avoid any last minute issues. Here, you will learn easy and effective ways to effectively plan corporate events.

Nowadays, it’s easy to find a list of corporate event planners to help in executing a successful corporate event or meeting, even on a tighter budget.

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Corporate Event Managers – Why You Need One

Sun, 05 Nov 2017 07:52:57 +0000

Corporate events are a showcase for your products and services. You will expect thousands of current as well as prospective customers and clients to show up. For a corporate event to be a success, you need a well planned, well organized, and a well-executed event. For this, you need the services of a professional Corporate Event Managers. Whether the corporate event is a business or a social one, a large or a small one, a formal or an informal one; regardless of the objective, it requires to be planned well with the help of professional and experienced corporate event managers.

With your company hosting the corporate event, you would have decided whether to plan the event yourself or to hire the services of professional Corporate Event Managers. Of course, you may feel that most of you have planned some event or the other; a meeting with your business associates, a get-together with friends and family, and so organizing a corporate event would be the same. A corporate event is not similar to organizing get-togethers and meetings. The role of corporate is not small and any mistake on this front could cost you dearly.

There are many advantages in hiring Corporate Event Managers. They bring in a number of assets, skills, services, and economical advantages that only with the experience and expertise of professional Corporate Event Managers.

Corporate Event Managers- Adding Value to Corporate Events

Whatever the objective of your corporate event, they require some value additions that are dependent on Corporate Event Managers:

o Corporate Event Managers are adept in visualizing what type of event will suit your objective. They have extensive experience in presenting creative suggestions and various alternatives, as well as having a vision of what the event should look like. A professional event manager also has the ability to execute, successfully, the vision of the client, and alternatively present a vision that will meet the desires of the client.

o Implementation of the vision involves coordination of goods and services. Corporate Event Managers have the experience and knowledge of all the goods and services that will be required to implement the vision, including location, registration, food and beverage, food service, entertainment, interactive games, audio/visual support, speakers, decoration, complimentary gifts, security, insurance, ushers, transportation, parking arrangements, – the list is endless.

o Corporate Event Managers are very adept in planning and coordination of the efforts of a large number of people who are involved in organizing your corporate event.

Corporate event managers make sure that you fully enjoy the event without bothering about the implementation side of the corporate events!

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Spaceup Events How Well Do Your Trade Show Exhibits Inform Your Visitors?

Sun, 05 Nov 2017 07:50:40 +0000

When it comes to maximizing efforts at trade show exhibits, there are a lot of planning and executional facts to consider in order to consistently deliver tangible, measurable results. What’s one of the biggest obstacles that marketers need to overcome with their banners stands, trade show exhibit and other promotional resources distributed throughout the event? Successfully determining exactly how much information to display and offer during the course of the trade show exhibit.

Business Owners Struggle With Too Much/Not Enough Information In Trade Show Exhibits

With the onset of the Internet enabling consumers to obtain copious amounts of data in a nanosecond, entrepreneurs now find themselves struggling with effectively determining just how much they need to offer in order to inform and compel visitors stopping into the trade show exhibits for a closer look at their services and offerings. Entrepreneurs in every industry find themselves wondering “How much is too much?” and “How much is not enough?”

Tips For Keeping Your Trade Show Exhibit Compelling

While there is never a “one size fits all” marketing technique that will perfectly resonate with every attendee at a marketing exhibit, there are some specific tactics to use within your booth and banner stands to effectively engage and communicate with the majority of the expo’s guests wandering by. Keep the following tips in mind to help your business inform and compel the crowds at the next event and to help guarantee that you’ve successfully created a “one size fits most” promotional approach.

Use updated brand information: Chances are, the guests at any particular event are already familiar with your organization and have checked out your website. It’s critical to reinforce the impression that they already have of your brand; that’s why it’s imperative to ensure that your website image, as well as the image presented in your business exhibit and banner stands, is one and the same.

Convey a consistent message at all times: Beyond brand image, it’s important to always maintain a consistent marketing message with your corporate exhibits and banner stands. Marketing consistency both online and on a face-to-face level is one of the best ways to build consumer trust. Whether your website is your only online initiative, or you have an extensive litany of SEO content and campaigns designed specifically to target your specific demographics, it’s vital to ensure that your message is the same throughout.

Use your staff to your advantage: Finally, it’s crucial to remember that your banner stands and trade show exhibits aren’t the only resources you can use to your advantage when trying to effectively communicate information to visiting guests. The staff members chosen to represent your organization at the convention should all be well-trained on how to quickly identify the informative needs of each guest visiting the booth. Once they’ve determined how much is just enough, they should be ready to pitch appropriately with the intent to garner leads and, ultimately, close.

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