Thursday, 17 November 2016

How to Plan a Event for Generation Z

Here 5 specific tips for designing meetings and events that are effective and engaging for Generation Z participants.

1.Design collaborative, project-based, interactive learning, especially those that provide the opportunity to use technology and social media.

 Generation Z classrooms emphasize mainstreaming, collaboration, and win-win outcomes

2.Use general sessions to provide executive summaries of breakouts where deeper dives that are "hands-on," focusing on "real-time" challenges and opportunities can be explored.

 With shorter attention spans when in passive listening mode and the ability to filter a high volume of information, this approach will help participants determine what's most relevant and how they want to allocate their time.

3.Leverage online and computer-based learning components.

  • 25.2% of teens reported using computers for 3 or more hours daily
  • 34.7% of teens reported watching TV for 3 or more hours daily


4.Embrace gamification to attract Generation Z male attendees.

  •    51% of teen males and 66% of 6-11 year olds reported that gaming is their main entertainment


5.Incorporate CSR initiatives.

The opportunity to give back in a meaningful way is an important Generation Z value. •The U.S. Department of Labor reported that 26% of 16 - 19 year olds volunteer  studies reported that Generation Z respondents in 4 countries had a high level of concern about social issues:
  •   hunger (78%)
  •   children dying from preventable diseases (77%)
  •   human impact on the planet (76%)

Monday, 14 November 2016

How to Design Multi-Generational Meetings and Conferences

bookmystall, Conferences, event guide, event management, event organization, Event Planner Skills, Event Planning, event tips, Multi-Generational Meetings,

It is important to design conferences and learning programs with the recognition that participants may be in various phases of their careers and lives. An emerging professional is not going to have the same needs as someone who is nearing retirement. Employees with young children won't have the same priorities as empty nesters.

The fastest way to alienate any audience is to deliver generic content that is not customized or relevant to their needs.

Here are 6 strategies for designing more relevant multi-generational meetings.

1.To ensure that content is relevant and targeted, customize the following questions and include them on registration forms or participant profiles:

  • What specific challenges are you facing in taking your career to the next level? (Alternatives: What specific challenges are you facing in growing your business? or What specific challenges are you facing as a single parent?)
  • What roadblocks and obstacles are you facing in advancing your career (or growing your business)?
  • What support or feedback would be helpful?
  • What other programs have you attended with a similar focus and what were the key take-aways?

2.Offer parallel, multi-track sessions. 

For example, offer a senior professionals roundtable and a session on launching a career for emerging professionals. 

3.Transform basic content for experienced participants:

  • Career Development: Definitely, individuals can face challenges at any stage of their career. Instead of just covering career planning basics, offer a targeted session for experienced participants focusing on career stallers and stoppers and how to overcome them.
  • Networking: Don't waste time by covering the basics of how to network. Instead, design a high powered networking session that gives participants access to key influencers in their field.
Life-long learning is important and there is value in refreshers, however, one way to alienate boomers is to make basic, introductory sessions mandatory.

4.Provide opportunities for practice and feedback from experts.

5.Use the experienced professionals as coaches.

6.Give Millennials or Generation Z an opportunity to hone their leadership skills through reverse mentoring or acting as coaches in areas in which they are strong (e.g. social media, the use of apps.)

Carefully analyzing who will be attending a meeting or conference and delivering targeted content has always represented "best practices." With workforces increasingly consisting of multiple generations, it's more important than ever to remember that one s

Tuesday, 1 November 2016

7 Tips for Effective Content Marketing

bookmystall, event guide, event management, event organization, Event Planning, event tips, Content Marketing,

Content marketing is a powerful tool for event planners, corporations and associations. It has many benefits and can be used to:

  • Stay in touch with prospective and existing clients, members, sponsors, and donors
  • Establish yourself or your organization as an expert
  • Convey expertise
  • Reinforce branding
  • Underscore key marketing messages  and, ultimately, generate leads or attract new members,     sponsors, and donors.

Content marketing works by delivering highly valued information (content) to specific target audiences. Here are 7 tips for effective content marketing.

Content Marketing Tips

To design an effective content marketing strategy, it is important to:

1.Identify your target market.

2.Clarify their needs, opportunities, obstacles, and even areas of pain with laser precision.

3.Analyze the demographics of your target market

4.Uncover the needs of your target market including opportunities, challenges, questions, concerns, and burning issues: A SWOT Analysis will give you a clear picture.

5.Keep your eyes and ears open for relevant content both offline and online: I am often asked how, as a blogger who writes at least 5 times a week, I come up with so many ideas. Ideas are everywhere. If you're alert, just take a walk around the block or down any city street, and ideas that are relevant to your target audience will pop out at you. It's a matter of keeping your antennae finely tuned.
 Here are some tips:
  • Capture ideas you spot on-line on a Pinterest board.
  • Keep a notebook in your pocket or purse at all times (or start a note page on your smart phone.)
  • Keep a notepad to record ideas beside your bed. It's amazing how often people wake up with ideas that are forgotten by the morning if they don't jot them down
  • Keep a master "bright ideas" file on your computer or tablet desktop and regularly transfer to it the ideas you've picked up "on the fly."
  • Use brainstorming tools to build on your ideas and generate new ones.

6.Select the right medium based on the preferences of your target audience.
 When people hear the words "content marketing", blogs are often the first medium that comes to mind, but content marketing can take many forms. Think:

  • CDs
  • DVDs
  • videos
  • books
  • e-books
  • podcasts
  • blog posts
  • magazine articles
  • YouTube pre-roll
  • webinars
  • seminars and workshops
7.Select the right channel.

 One of the important keys to successful target marketing is to match the medium to the target audience, and market your content on the channel(s) that are frequented by their demographic.
Offline (including face-to-face):
  • Courses
  • Seminars
  • Workshops
  • Trade Shows
  • Conferences
  • Networking Events
  • Association Meetings

  • LinkedIn
  • Twitter
  • Facebook
  • Google+
  • YouTube
  • Google Hangouts
  • Skype Group Calls
  • National Public Radio

Wednesday, 19 October 2016

Unwritten Rules of Event Sponsorship Success

bookmystall, event guide, event management, event organization, Event Planning, event sponsorship, event tips, Rules for event sponsorship success,

Securing sponsors for an event can be complicated — especially with shrinking marketing budgets and heightened competition.

Rule #1: Sponsorship is a numbers game

One of the biggest mistakes you can make is being focused on that one “perfect” sponsor for your event.

If you run a large, established, and well-respected event, you might be able to start getting a little choosier about working only with your dream sponsors. But if you’re just starting out and looking for sponsors to make your event viable, then you shouldn’t be too picky.

Create a long list of potential sponsors, and move through them one by one
Wherever possible, be direct. Yes, you are looking for ‘partners’ to help make your event a success, but you are also looking for financial support. Try to make that clear as early as possible. Confusing brands and setting out expectations that no sponsorship fee will be involved isn’t a good strategy, particularly if you’re on a deadline and don’t have months to develop a relationship.

Remember this: “no” is the second best answer after “yes.” What you want to avoid is a long, drawn-out process where a potential sponsor never commits. This ultimately wastes your time, because the longer it goes on for, the less likely it is to close. This is especially true if you’re talking relatively small money. Of course, if you’re asking for six or seven figures then negotiations are likely to take longer. But if your ask is relatively small, they’ll likely know if they can (and will) sponsor or not pretty quickly.

So push for a “no” if you can’t get a “yes,” don’t take it personally, and move on until you get the answer you’re looking for. Sponsorship is a numbers game.

Rule #2: Understand value before talking price

Another common mistake with pitching sponsorships is that organizers treat them, and present them, as commodities.

Sponsorships shouldn’t be sold like fast food, asking potential sponsors to pick off a pre-set menu. Instead, you should think about each sponsorship as a custom, specially tailored chance for a brand to enjoy high-engagement, long-form interaction with pre-qualified prospects.

As such, don’t send a pre-written sponsorship rate card to potential sponsors; this will earn you a lot more “nos” than necessary.

Instead, once a potential sponsor has shown interest in your event, insist on having a call with them to understand their objectives.

Establish what it is they want from the event, what kind of deal size they would get from winning customers there, and try to gain insight into their budget and decision-making process. Once you’re armed with this information, you can write a completely bespoke proposal for them.

This type of proposal makes you look more professional — and gives them something they’re much more likely to say “yes” to.

Rule #3: Find out if your potential sponsors are driven by ego or ROI

During that initial conversion, try to establish if their interest in sponsoring is being driven by ego or ROI.
Some companies will sponsor an event — oftentimes a sporting or cultural event — just because they want their name associated with it. This type of sponsorship is a way of showing the world that their company is doing well. It’s primarily driven by ego, with less of a focus on ROI.

When negotiating a sponsorship driven by ego, you should focus on imagery: how their brand will look at and around the event; how often it will be seen and heard, and how being associated with your event will elevate them in the eyes of their peers (and potential customers).

To help close these deals faster, play on scarcity, and the fact their closest competitors are also interested.

But more and more, sponsorship decisions are driven by ROI — and determined by the budget holder’s ability to prove the economic value of that sponsorship to their boss. When negotiating a more ROI-driven sponsorship, you’ll want to focus more on metrics, how you’ll help them measure their return, and what you’ll do to help them achieve their goals.

To help close these deals faster, explain that the value of their sponsorship compounds over time — so the earlier they commit, the better the ROI they’ll enjoy.

Rule #4: Understand the message

It’s important to remember that sponsors want to convey a message. Find out what it is, and how you can help them tell it without being disruptive to the attendee experience.

If a sponsor can’t quickly explain what message they want to convey, this should set off alarm bells. If they have nothing to say, it’s unlikely they’re going to pay you for the privilege of not saying it!
Sponsorships are often easier to clinch with companies that have recently rebranded, launched a new product, got new senior leadership, or have some other significant shift in brand/strategy they want to show to the world.

Once you understand what it is they want to tell the world, shape your sponsorship proposal around that core message, and how it will be articulated to your audience.

Rule #5: Don’t forget about those “no’s” you accumulated

Too often, organizers take a short-term view of their events.

But if you’re in it for the long-haul, and plan on running your event again in the future, then it’s worth keeping all of your potential sponsors engaged — even if they said “no” to you this time.
In fact, you shouldn’t just forget about them until you’re planning your next event. You should actively encourage them to attend your upcoming event, and wow them with what a great job you’ve done.

There’s no better proof that you can deliver on your promises (and that they’re missing out) than by having them there to witness it.

Of course, you don’t want them to think they can attend all of your events for free and reap the benefits; But as a one-time offer, it could be the key to sealing a deal for your next event.

Wednesday, 12 October 2016

How to Use Facebook Live at Your Event

bookmystall, event guide, event management, event organization, Event Planning, event tips, Facebook Usage

What is Facebook Live?

Facebook Live lets you broadcast video in real-time to your followers, as well as directly to an event page or group—all from your mobile phone (or tablet). As you broadcast, people tune in and engage with you through comments and likes.

For you and your events, Facebook Live is an opportunity to grow.

The Benefits of “Going Live”

A common myth about live video is that it’s expensive but  “live video is a worthy investment for many types and sizes of events.”

1. Live Video is Extremely Engaging:

According to Facebook Live, users spend more than 3x more time and comment 10x more when the video is live.

2. Live Video Grows Attendance:

30% of people who watch a livestream of an event will attend the same event the following year.

3. Live Video is Cost Effective:

It’s a common misconception that live video is costly, but thanks to tools like Facebook Live, anyone can leverage the technology and see a positive return on investment.

Facebook Live is easily accessible from your iOS or Android device via the Facebook app. The way it works is simple: just head to your Facebook page, event, or group and instead of typing in text, look for the “Live Video” button. From there, you’ll be prompted to enter a description.

But before you “Go Live!” consider the limitations of your mobile device.
As with all video content, production value is crucial to success. If people can’t see and hear what’s happening, they’re likely to tune out. So refrain from using a mobile device to capture the action on stage. Instead, mobile devices are better suited for giving your audience a sneak peek of your event setup or the behind-the-scenes action backstage

Here are some tips Facebook gives for getting the most out of Facebook Live:

1. Make an Announcement:

Build anticipation by letting your audience know when you’ll be broadcasting. Facebook finds that a 24-hour advanced notices gets the best results.

2. Check Your Signal:

If you have a weak cellular or wifi signal, your live video will be unavailable. So don’t go live until you have a strong signal.

3. Don’t Skip the Description:

Facebook Live asks you to create a description before hitting the “Go Live” button. Be sure to write a description that grabs your audience’s attention and lets them know what to expect.

4. Engage With Commenters:

After your live video is wrapped, don’t forget to go back through and respond to commenters.

5. Longer is Better:

If your broadcast is too short, you won’t give people enough time to tune in. Facebook recommends being live for at least 10 minutes.

Friday, 30 September 2016

Small Business Event Planning Guide-IV

bookmystall, event guide, event management, event organization, Event Planning, event tips, Small Business Event Planning

Always underestimate turnout, for sponsors.

If you think you can get 100 attendees, base your sponsorship pitch on a lower estimate — especially if this is your first event. It’s better to give sponsors a pleasant surprise than a disappointing one.

Ask people what they think, and be ready for feedback good or bad.

Ask for critiques. If you’ve done half a decent job, you’ll get lots of kudos. Say thanks, but then ask for the CRITIQUE and be ready for it.

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 familiar with small business culture. Look for vendors who work with small businesses frequently or who would get involved on a bigger level than their role.

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.

Attitude is contagious.

Your guests in large part will play off your attitude and dynamics during the event. Lead by example and have a good time.

Let crowd reaction be your barometer.

Read the audience during the event. Ask people how they are doing. If things are going great, and 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.

Look your best.

Look the part… be comfortable but fashion forward. Even if you are an accountant or lawyer, choose your most distinctive suit or tie. People remember how comfortable you are in your own skin.

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 bails. 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.

Small Business Event Planning Guide-III

bookmystall, event guide, event management, event organization, Event Planning, event tips, Small Business Event Planning

Get local bloggers involved.

Be smart with bloggers. Involving local bloggers to participate at the event is usually a great strategy to gain audience before, during and after the event. Bloggers usually count on a wide reach and do not usually follow traditional media rules.

Leverage event registration platforms like Meetup.

Use existing platforms. Use online registration. The easier way to scare people away is by having analog registration (faxes, bank draft or at the door only). Offer online registration to secure as many attendees as soon as possible, that will help to forecast numbers and release budget soon.

Get listed on sites catering to your group.

Once you know who you want to attend, the next step is to put yourself in front of them. There are websites that specialize in listing events nationally and locally so start there and research which are the most appropriate to get listed on.

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. They get exposure at your event in return for publicizing it. If they don’t want to get involved at that level, approach them with the idea of running a competition for their readers to win tickets.

Make it easy on your speakers to publicize to their followers.

If you have any experts/speakers attending,  encourage them to publicize their attendance to their social media followers/email subscribers.

Give early bird incentives.

Early bird tickets at a cheaper rate are a great way to get early sign ups by giving people an incentive to act now rather than wait and forget.

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.

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.

Sponsors are royalty – make sure they feel like it.

 If you have sponsors — treat them like kings. They fund your event and enable you to do it (if that’s your business model). Be very clear before the event what they will get as sponsors

Tuesday, 27 September 2016

Small Business Event Planning Guide-II

bookmystall, event guide, event management, event organization, Event Planning, event tips, Small Business Event Planning

You’ll need a DETAILED marketing plan.
Create a marketing plan for the event. The more organized you are, the more professional your event will be.

Be tireless in your efforts or your event will fail. 

If you don’t want to be at your event alone … then market, market, market, market … and market some more.

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 why you want this particular audience clamoring to get in.

Lay out in writing why your target market should attend

When promoting an event be sure to tell your target market what they will learn, who they will meet and why they should be there. Don’t assume your friends will tell their friends. If you are using speakers, give them advertising copy so that they can promote the event to their audiences.

Learn how to talk to the media.

Journalists are very busy and always on deadline … they don’t have time to hear a sales pitch. Let them know that the information exists and — for future stories — that you are an expert in that field. Include that information when you reach out.
Use Twitter hashtags.

Twitter is terrific for promoting events and for creating a sense of online community around an event. Set up a unique hashtag early on. Search Twitter first to make sure it’s not already in use. Put the hashtag right on the event website, and if you use the Tweet button for sharing on the site, work the hashtag right into the premade verbiage. When people tweet, it promotes the event automatically on Twitter.

Use online social pre-events to promote the main event.

 To build interest in your event, trying holding a Google Hangout or a Twitter chat a few weeks before the main event. Invite a few of your speakers to participate in the online social event. Give a preview of what’s to come at the main event, by doing some discussion of what speakers will cover, or highlight the activities. It generates anticipation.

Buy advertising on social media networks. 

 Buying advertising on social networks is often overlooked by small events. Social advertising platforms (Facebook, LinkedIn and Twitter above all) offer in depth targeting options that can significantly help to reach our target audience in our geographical location. The good news is that no large budgets are required and ticket sales can be easily measured.

Use YouTube to promote your event.

YouTube is the second search engine worldwide after Google. Uploading videos from our previous events or interviews with our speakers/performers is a great way to convince prospective attendees to click on buy. Video provides significant visual cues thus impacting heavily on our decision making process. With events we always feel the risk of not knowing what will happen, video eases that tension.

Create an awesome low-budget promotional video.

A little creativity with some poster board, a royalty-free music clip, and a good smartphone video camera will create a fun video to help publicize what’s to come.

Thursday, 22 September 2016

Small Business Event Planning Guide-1

bookmystall,event guide, event management, event organization,,Event Planning, event tips, Small Business Event Planning

Memorable events don’t just happen.  Organizing and holding an event takes planning. Whether it’s a conference, seminar or a customer appreciation day, and whether you have three weeks to plan or an entire year, your event’s success is in the details.

Decide upon your target audience before anything else.

 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. This structured approach will also help you to stay focused on achieving specific goals and not allowing the scope to become too broad or watered down.

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.

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.

Know your limitations.

We all know the goal is to throw a great live event. To that end, we also have to be aware of what we can or cannot realistically do — be it budget … or time-wise. If you decide to throw a live event in a week’s time, plan for a more intimate affair. If it’s a big event, prepare several months ahead. If the budget is small, you may have to counterbalance with creativity and a lot of do-it-yourself work.

Create SMART goals.

 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.

Develop a “financing plan” for your event, and estimate the numbers.

Know how you are going to pay for the event. Most events are funded by sponsorships, 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 the average small business owner thinks — primarily in regards to the venue and food and beverage. Remember to price out all the permits and licenses you will need as well. Make a comprehensive list of all the expenses 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.

Consider crowdfunding as a new option to raise money for an event.

 If this is your first time running events, use crowdfunding platforms to ease the risk. By publishing your events on these platforms attendees will need to pledge for tickets for the event to take place. If the minimum number of attendees required is not met the event does not take place.

Thursday, 8 September 2016

How High Emotional Intelligence helps Event Planners

bookmystall., event guide, event management, event organization, Event Planner Skills, Event Planning, event tips, Emotional Intelligence

Emotional Intelligence can be described as that special talent some people have to be in tune with other people. The most successful leaders and event planners have high emotional intelligence.
Emotional Intelligence is the concept of being aware of, understanding, managing, and even harnessing your own emotions, as well as the emotions of others.

Emotional Intelligence Matter?

Measuring emotional intelligence consists of your ability to identify and regulate your own emotions and the emotions of others, as well as focus your emotions to help you be more productive. When you are able to successfully manage and understand emotions, you can better navigate situations and relationships throughout your personal and professional life.

High Emotional Intelligence helps ?

If you have a high level of emotional intelligence, you have the ability to manage your own emotions effectively, keeping yourself and your team calm in stressful situations, or even motivating when necessary. As this skill comes naturally for many great leaders, it is debated as to whether or not this “skill” in inherent or can be learned.

Identifying and Controlling Your Own Emotions

Your emotional intelligence is strongly related to how well you are able to handle these changes and situations. Once you are able to control your emotions, you can begin to identify the cause behind them. Whether it is fear, happiness, nervousness, anxiety, frustration, annoyance, concern, or even excitement, controlling that emotion is often necessary to be successful.

Focusing Your Emotions

By accurately identifying your emotions, you can make better decisions on how to handle them. If you are overwhelmed, it would be wise to delegate some tasks. If you are tired, a short nap or walk may be the best solution.

If you are unfocused, and can’t seem to “get in the groove”, start by determining why you are distracted instead of unsuccessfully fighting it all day. Whether it is because you are sleepy, unmotivated, excited, or even nervous, figure out the reason and focus on resolving that issue. Once you can identify and act on your emotions, you may just find

Identifying and Controlling Other People’s Emotions

Everyone interprets things differently. The goal is to obviously have everyone on the same page,  but if your team or client is reacting in a way that you did not expect, it is crucial that you accurately determine why that response is occurring. Everyone is motivated in different ways. By being in tune with how your team and colleagues are feeling, you are able to provide multiple solutions to keep everyone happy and motivated.

Great planners actually use this intelligence when they create amazing events! By understanding what your attendees are delegates are looking for in an event, #eventprofs can proactively begin to create meaningful experiences.

Reacting to the Intelligence

Planners with high emotional intelligence can effectively gauge how a meeting or event is progressing, and can pivot accordingly if needed. By successfully identifying that a client is not excited about your idea, you are able to immediately act and find other ways to motivate them. If you working on a project with a colleague, and you are aware that one of you is getting frustrated, you can quickly change the strategies being used before the frustrated feeling becomes overwhelming. Planners with high emotional intelligence can even gauge attendees at an event, making any necessary changes on the fly.

It is critical to be able to gauge the overall feeling of the group. By being aware of smaller changes in attitude and emotion, you can effectively steer the group to keep them motivated and excited. Planners with high emotional intelligence are empathetic enough to understand how their colleagues or guests are feeling, and can solve any concerns that arise quickly, before they have a chance to escalate.

While it may be seem silly to think about, monitoring the emotional level of your team, as well as yourself, is important for long-term success. A happy and healthy workplace environment is always talked about, but many leaders do not understand how to actually achieve this atmosphere.
While a good work/play balance is necessary, ultimately, it is about the underlying feelings and emotions that each person has with the daily aspects of the job and how the leaders can react to those emotions. Are people overwhelmed? Underwhelmed? Happy? Excited? Motivated? Bored? Content?

How to Improve Your Emotional Intelligence

Begin by looking at your own emotions. Reflect on the fact that while you may not be able to control what you feel, you can control how it effects your life. Keep a journal, taking note of your feelings and how you it affected your day. Were you more productive? Less productive? Distracted? Focused? Excited? Motivated? If possible, try to include what caused that emotion. You can also expand your research by monitoring your colleagues, and asking them how they are feeling to see if your observations were accurate. For this to be beneficial, though, you must have a good and trusting work environment to ensure that you actually get the truth.

Sunday, 4 September 2016

List of Skills to Succeed as an Event Planner

Event management,Event organization,Event tips,Event guide,Event Planning,Event Planner Skills,bookmystall.


Be Versatile and Flexible:

Flexibility and versatility are about being able to move freely and confidently from work to work, from task to task, from role to role, changing the way you think, you act and you behave, without any adherence to a set of internal or external rules. Versatility is about using your skills to maximum effect wherever you happen to be working.

Whether you plan to engage in a full service planning or specializing in a particular aspect of event planning , it necessary to get accounting/auditing skills, customer service skills, negotiation and interpersonal skills and yes, first aid skills too. Also, be acquitted with your vendors, competitors, location and clients. This will help you determine the type of event you wish to specialize in.


This is a vital importance aspect for all categories of event planners. See every event you attend as an opportunity to market yourself and your business. Talk to people about your job and don’t forget to get their contacts. As regards to the nature of your business, you need to have an effective communication skill, of course planning and organizing skill, a welcoming manner of approach and a warm smile. The main goal of your events should be to create a formidable relationship with your clients and, why not, ask them referrals!.

Particular aspect of event planning , it necessary to get accounting/auditing skills, customer service skills, negotiation and interpersonal skills and yes, first aid skills too. Also, be acquitted with your vendors, competitors, location and clients. This will help you determine the type of event you wish to specialize in.

Understand your Duty:

Know your responsibilities as an event planner; it starts from the invite list down to event decoration, catering, entertainments etc. You really need to be up and doing as an event planner, so don’t look out for drinks and goodies. Unlike the invited guests, you are there to work and not party, so don’t mess up business with pleasure, don’t be carried out by the event. You need to stay focused and be professional all the time.

Work as a team:

Strong teamwork is an extra credit for anyone working for an event management. When working together towards the actualization of a particular goal, it is much likely to be successful. Teamwork enhances creativity, improve job satisfaction, offers a strong network, and increase productivity.


Try to thoroughly review/audit your financial account monthly, this will reveal how you are performing. After each audit make budgets for the next month, prepare financial forecasts. Employ the services of an accountant to help reduce the stress, but if you want to get it done yourself, there are many apps and software that can make the work easier for you.

Be passionate about your job:

Passion is the driving force of every business. It keeps you going against all odds especially when you have every reason to give up. Being passionate can be spirit lifting; it gives you a sense of satisfaction, fulfillment and contentment. Learn to be free and happy with what you do, let it flow from inside to the outside. Learn to forge ahead and smile at every new challenge that comes. Do not relent in backing up your dreams with hard work, because it makes you stronger, smarter and better.

Emergency Kit:

Guests and host of events will approach you to meet their needs and some emergencies. Most hosts can be good at mounting pressure on their event planners/managers; they expect everything to be in place without excuses, so they will likely come running to you in emergency cases. Include first aid kit as one of your planning kit. In line with being versatile, you might want to take basic first aid classes: this choice makes you appear very customer-oriented and well organized.

Thursday, 1 September 2016

Social Media Marketing Ideas For Event Management Company

Event management,Event organization,Event tips,Event guide,Event Planning,Social Media Marketing Ideas,bookmystall.

The market place is fast becoming more competitive, every business is affected and staying on the forefront of business has now become even more challenging.

Create a blogging campaign

A niche is something you are very good at, for example your company has an unusual flair for event planning in wedding designs that sets you apart from others.Once you have identified your particular niche, think about telling people what you think. Offer ideas as freebies such as consultations where people can read about and interact with you. The best way is to blog about it. Start a blog and be interactive with your fans and do not neglect your postings. The more people know about you, the more likely they will one day require your services. It is like a pay it forward concept but in many instances it works!

Create a social site market

Be a social creature and spend some time on the social sites. Create a social site page account like on Facebook or a blog site like Blogger or WordPress. Within all these sites you can include “Like” and “Share” buttons. Offer simple freebies from your services which you can create with Facebook Offers. Or just make an announcement on your post and pin it to the top for 7 days, this is a free option. All it will cost you is just a little effort to create a post on your part. Many of these options are available when you create a Facebook Page account. You can also opt for pay-per-click marketing campaigns to target audiences through their advertisement campaigns.

Create a Causes event

Use the Event option in the Facebook account creatively. You can start a cause for charity or an awareness program. Link this back to your event company and create some great visuals of your cause. It could be a campaign to donate clothes to the needy and if your services are hired, you add on to the donation drive. You can even announce your role in the charity drive. People like it when you give something back to society. You can encourage people to share your Causes event to their friends. A cause can be a great event solution even for some of your clients.

Be creative and out of the box by making use of the many options available to you on the worldwide web. Currently trending off course are the social sites and blogging. Leverage on these to create killer marketing campaigns of your own!

Monday, 29 August 2016

How to Measure Event Effectiveness

Event management,Event organization,Event tips,Event guide,Event Planning,Measuring Event Effectiveness,bookmystall

The importance of events as an integral part of a marketing campaign is hard to deny: they can drive leads for sales, help you establish professional partnerships and create a personal connection with audiences and clients. The difficult part is justifying the associated expenses and measuring the event effectiveness. It is paramount to come up with a reliable set of metrics, in order to measure the event effectiveness and determine whether it is valuable or not.

Social media

social media platforms have become ubiquitous, and they can be easily used at any stage of the process. Pr-event buzz allows you to do last-minute adjustments, while post-event comments are very good for optimizing your future events and solidifying your newly established relationships with partners and clients. Additionally, you can monitor social media engagement as the event is happening, to get a real-time feedback and instant indication of success.

Market surveys

Still have their important place as reliable tools for measuring the event effectiveness. To make surveys as effective as possible, you should clearly define your main objectives and gather pre-event comparison data.

Always keep an eye on hard data, including your sales growth, revenue, and total attendance. While these may not reliably tell you the whole story when looked at in isolation, they are very important pieces of a large puzzle. Your job is to put all these pieces together and observe the clear final picture they will present to you.

Monday, 22 August 2016

Tips to Get More Sleep the Night Before Your Event

Event management,Event organization,Event tips,Event guide,Event Planning,Tips to get more sleep

Preparing for an event is often exhausting and stressful, and sleepless nights are unfortunately all too common for event profs in the days leading up to big events.
Sleep is essential for productivity and awareness. Stop thinking about sleep as a waste of time and understand it is a necessary way to fuel yourself up.


Caffeine remains in your system for 4-6 hours so don’t drink any coffee or other energy drinks in the hours leading up to your bedtime. Consider swapping to herbal teas and smoothies which can give a short term boost to your energy levels without stopping you sleeping.


Alcohol is a major sleep disrupter and will wake you up regularly during the night. Just sleeping is not enough for you to be productive the next day: you need quality and heavy sleep, so avoid any disruptive substances before bed.

Heavy Meals

Like alcohol, you might think that a heavy meal will make you go to sleep faster, but it will actually have bad consequences on your sleep quality. Your body will work harder to digest heavy food and will not get the rest it needs. Spicy or acidic food produce similar consequences.

Cut Off Point

Give a clear cut off point to your clients, speakers, performers so they know that you will have unplugged by a certain time. If necessary chase up any outstanding last minute information again throughout the day and let them know that you have to have it by say 4pm (a deadline a couple of hours ahead of your real actual cut off time).

Then put your out of office response on and turn off your computer. If there is a real emergency people should have your mobile contact number and for peace of mind you can check your messages via your mobile. Without clear guidelines boundaries can be pushed and clients emailing at midnight asking you to print things and speakers sending through a new version of their presentation at 6am is not conducive to a calm mind.

Focus on the Event at Hand

On the live event day it is important to focus wholeheartedly at the project to hand. Try to banish your other event projects from your mind to give 100% to the day ahead. This dedication is only fair to yourself, the event, your boss and client.

Last Minute Organization

There is nothing worse than having urgent things to do at the last minute before your event. A stress-free evening should ideally be part of your preparation leading up to the event, to ensure you are ready to focus and give your best. Strive to clear anything you still have to do before a set time, such as 8pm. After that, draw a line under everything, try to cut off from work and carve some time for yourself to clear your mind and wind down

But I’m Not Done!

If something isn’t done at this stage you have to realize that you are out of time and live with it or come up with a contingency plan. Perfectionists we may be but if we are honest a lot of the small detail we put into the event isn’t always noticed by our guests anyway. Hopefully everything critical will have been completed in good time and although you want to little finishing touches to be perfect, sleep becomes a more important goal.

Blue-Light Devices

Once you are done with work, or at least 2 hours before going to bed, turn off any blue-light electronic devices that might surround you. This includes cell phones, tablets, TVs and computer screens. The blue light emitted by these devices blocks your melatonin production, which is essential to your sleep.


Exercising will help clear your mind and get you ready for bed. It is important to exercise at least 6 hours before going to sleep, as your body temperature will be high and it needs to be low to promote sleep. Energetic activities are great to let off steam and tire your body ready for bed. Slow-paced exercise such as Pilates might however give you too many opportunities to over think and not enough to unwind.

Reading/Listening to Music

Once you’re all prepared for the event ahead, try to clear your mind by focusing on something more soothing or entertaining to divert your thoughts. Grabbing a light, entertaining book or listening to relaxing music might calm you and allow you to let off steam.

Choose the Right Time to Wake Up

Don’t wake up too early if you are already on site. Being there too early is not always a good idea, as you will be fidgeting waiting for people to show up which can be frustrating and make you nervous. The best way to choose the right time to wake up is by working back your schedule, adding in some extra-time for security.

Leave Plenty of Travel Time

Always add in plenty of extra travel time to account for any unplanned disruption to your journey. Think about what would happen if the route was blocked, your car broke down or public transport wasn’t running. Make sure your team are not all coming from the same direction in case there is some major catastrophe you couldn’t anticipate.

Waking Up

Have you ever had trouble sleeping and slept fitfully because you feared missing your alarm clock? Make sure your mind is at rest by setting two (or more!) different alarm clocks. Place one at the other end of your bedroom so you have to go up to turn it off, and avoid falling into the snooze trap. If you need extra motivation, consider investing in a coffee maker alarm clock, which will brew fresh coffee as soon as your alarm goes off!

Getting Ready

Be your own assistant and do everything in advance to avoid thinking about anything in the morning. Set your clothes aside, make sure everything is charged up, prepare your breakfast, pack your folder and bag, double check you have all the essentials and make a list of whatever needs to be done before you go out the door.

Emergency Thinking

Despite implementing all these tips, you’re only human and might wake up in the middle of the night thinking about stuff that you omitted or that you’re afraid of forgetting the next day. Make sure you have a notepad and pen on your bedside table so you can write down any thoughts that pop up and get back to sleep again.

Worrying Thoughts

Take time to consider if you have any niggles that are bothering you. If you are worried about a specific element of the event think through how it will play out or what could possibly go wrong and how you would deal with it. This exercise can help calm and prepare you for the test ahead.

Wednesday, 17 August 2016

List of Event Categories

Event management,Event organization,Event tips,Event guide,Event Planning,Event Categories

Deciding on the category of events that you would like to delve into, you would need to know your experience level. You would have to distinguish your area of specialty. You would also have to consider the business prospect of the event type you are considering and is it in demand. Once you have that worked out, focus on a particular core competency. Decide on what you can or cannot do and will you have the supporting team to manage what you are not able to do.

Event planning is basically using your creativity and interpersonal skills to organize occasions for a specific purpose or celebration and at the same time provide a service for a fee. It is both exciting and yet can be a hectic business as everything will be based on a dateline.

Bridal events 

To organize weddings and bridal showers. It requires skills in venue setups, arranging dinners, lunches or tea as well as floral, gift and dealing with a guest list. You would have to be creative in venue design, floral arrangements, color co-coordinating, music selection and have a knack for knowing what would make the occasion a truly memorable one for the wedded couple and guest. This is a once in a lifetime occasion for them!

Educational conferencing

Arranging seminars, online webinars, debates and forums. This is a highly specialized field as it can involve international guest speakers and attendees depending on the size of the event. You would have to know how to arrange presentation materials, handle international or high ranking officials (their protocols). Knowledge about how conferencing events are organized as some of the larger events may require more complicated setups that involve hotel accommodation arrangements, transport and par services for the spouses or their delegation.

Commemorative events

Public events for promotions of civil or non-government persons or even memorials. If it is a celebrative event, you will need skills in theme planning, entertainment and catering. On the other hand if it is a memorial, you would have to be familiar with ethnic customs and have a special touch of sympathetic skills to lessen the burden of loss for the bereaved.

Product launch events

Normally are big events organized for the launching of new products or services. You will require exceptional task management skills, good theme and color sense, an eye for detail into co-ordination, people skills as well as good marketing knowledge. This is one of the most lucrative events to hold and also the most complicated and stressful. You will require a really cool and level head to manage the number of people under you, not to mention the client and the attendees for the event!

Sunday, 14 August 2016

Event Troubleshooting Guide

Event management,Event organization,Event tips,Event guide,Event Planning,Event Troubleshooting guide

Whenever there is an event, it is already expected that some things might become problems thus; proper planning and contingency plans are made in order that each problem can be solved easily when it comes. In many events, certain problems pops up in any time such as problems in audio devices, instrument troubles, guests and speakers are delayed, program flows interrupted, riot, accidents and many more thus this should be taken into consideration.

For a planner and organizer of the said event it puts the person into blame as to the success or the failure of such events therefore you can say that is really difficult, stressful and at times frustrating. What you really need is to maintain that smooth pace of the program until it ends thus there are tips that you could do to solve such problems. Giving the ample time to plan for contingency plans, stage set-up and many others should be done.

Tips in Solving Event Issues during the event


Calm down

Nothing good will happen if you start to panic yourself and also if your people sees you out of control then this might also affect your people and even the feelings of the crowd. Calming down can let you focus on the problem and find a solution rather than being blown away by emotions during a problem.

Determine the problem itself

The next tip to calming down is to determine the problem itself one by one especially if there are many problems existing.A defective microphone or instrument can easily be replaced especially when it is in the back-up devices thus the importance of contingency plans. Each problem should be solved as said one at time so that your thoughts would not also be disorganized on what to do and how to do it


Third is to always have within you your contacts of people such as the catering service, the speakers or bands, the labor force and many others. When problems are not in the contingency plan do not be pessimistic but be positive and take each step of solutions at a time.
People who were successful as organizers cannot say that they have been 110 percent successful as there is no perfect event management. But they were great in handling event management issues that come along in their way because they are able to handle great stress in a positive and calm way

Thursday, 11 August 2016

How To Avoid Danger Zones Leading To Event Management Mistakes

Event management,Event organization,Event tips,Event guide,Event Planning,Danger Zones,Management Mistakes

Have you ever attended an event that made you ask yourself ‘why am I here?’ You’re silently sitting in your assigned seat or mindlessly wandering around the location because your mind has already drifted somewhere. you could not bring yourself to focus on the event itself; until you realize that it’s time to take action – you decide to stealthily step out because you are convinced that it’s pointless to stay, an utter waste of your precious time!

Let’s turn the tables around. If you were the event organizer and saw your attendees sneaking out, you’d most likely ask yourself, “what seems to be the problem?” Now there, you just answered your own question. You don’t know what your audience’s problem is, thus, you don’t know what and how your event can address their problem/s.


Yes, in the same manner how advertisers and marketing strategists offer a product that could address the consumers’ need, an event should be able to give its audience a compelling reason to attend, sit through the event, gain helpful insights or be satisfied with the experience.

As an event organizer, skills of observation, analysis, and organization are called for. This is the part where you are needed to ask the right questions and find the right problems so that you could properly offer the appropriate solutions. Your event’s objective should be precisely aligned with the needs of your audience.

Event managers or organizers are deemed to be one of the most efficient multi-taskers in the workforce. They are involved every step of the way – from planning to execution to post-event. With a multitude of tasks being juggled around on a day to day basis, it is really a big boost in efficiency and effective to be aided with task management tools. These days, a pen and paper checklist just doesn’t cut anymore. Computers and the internet have really worked wonders in terms of task management

Monday, 8 August 2016

How to Organize the World’s Best Startup Party

Event management,Event organization,Event tips,Event guide,Event Planning,Startup Party

Organize a party for the launch of your startup is a fundamental part of your marketing activities. That’s why the best thing to do would be rely on qualified and competent people. It is likely, however, that, like the great deal of start-uppers, you could have some budgeting problems. Therefore, here you are the useful free suggestions you were looking for!

4.Choose the Perfect Venue

Before you select venue, ask yourself the following questions: how many guests am I planning to invite? Which is the atmosphere I want to create? Should I choose a venue that provide a professional catering service? What about Wi-Fi, bathrooms and security? Can I bring external food?
Last but not the least, be original and astonish your guests, choosing a venue out of the ordinary. Have you ever thought about a coffee shop, a party bus or a converted church? Your startup party will surely be remembered!

3.Find the Sponsor

 if you are a small startup, probably the right choice is to look for a service provider able to provide valuable assets and services. Your sponsor is surely willing to supply you beverages, gadgets and technical services, because he will receive promotion and you will get all these things for free! This will help you keep down the costs and also establish a good working relationship with your sponsors, which could be useful for the future.

2.Determine your Budget

Most of startup parties are free. This mean that you have to charge all the related expenses on your back. However, how can you determine your party budget? And how can you measure the success of the event? There are few simple ways to do it. You can see how many of your attendees download your app, sign up or subscribe to your newsletter after the event; you can use referral links to track lead and sales generation; you can measure the level of engagement on your social media pages; you can take a look at the new emails generated from RSVP confirmations and so on.
Probably you are wondering about the way to find financial resources for your party. And you already know the answer: sponsor!

1.Why a Professional Event Planner can be so Important?

During the party, you must be at the center of attention, representing your startup and doing public relations, in order to generate as many leads as possible. You main goal is to gather business cards and schedule meetings for the following week. So, you need to focus all your attention on the attendees and you can’t allow yourself to use your energies taking care of the catering, the technicians and other stuff. If you can’t afford to hire professional event planners, you should assign specific tasks to the members of your team and assure that they will accomplish them with accuracy and professionalism.

Saturday, 6 August 2016

Tips to check Mindset as an Exceptional Event Planner

Event management, Event organization, Event tips, Event guide, Event Planning, Exceptional Event Planner, Mindset


Ready to Challenge and Probe

An exceptional event planner asks a lot of questions and never ever settles for the first answer they are given. Instead they will probe and push further to get to the real crux of the matter, often revealing things the client or supplier didn’t even realize himself! They will ask questions and demand a level of detail about things to which previously no thought had been given. Your client may think he or she knows their objectives and what will determine the success of the event but a brilliant event planner pushes past the fluff to get to the true nitty gritty.

The same goes for negotiating the best deal for their clients. Like a friendly rottweiler, exceptional event planners simply don’t give up. If you are a venue or supplier be prepared to compromise and concede to a talented event planner. Rest assured, they will have researched, digested, compared and contrasted multiple quotations and know exactly the outcome they have in mind, as well as the areas where noughts can be saved.

Constantly Championing Event Projects and Clients

An exceptional event planner has a fierce loyalty to their clients. They will big up the organizations they work with at every opportunity, not to show off their client list, but simply because they believe in their customers brilliance and want good things to happen. Their brains work overtime computing the connections they can instigate and the potential magic that a synergy could bring about.

When in a networking situation super event managers are as keen to listen and connect their network as they are to promote themselves. Even on the live event day the brains of top event planners are working overtime thinking about suitable introductions between attendees, exhibitors, speakers and VIPs.

Nothing is Too Much Trouble

An exceptional event planner aims to please and will bend over backwards to exceed expectations. Things happen, things change, deadlines are missed and it is up to the event planner to pick up the pieces and seamlessly fit them back together again, and all with a big smile. In these circumstances it is not the time to quibble about the excessive amount of hours already worked on the project. 

Exceptional event planners recognize this and focus immediately on the task at hand to get it done.Exceptional event planners have a “can-do” attitude. It is extremely rare that you will hear the word “no”. If something isn’t possible they will find another, better, safer way to do it.

Constantly Think about

Exceptional event planners are always looking for ways to do things better, faster, smarter and more cost effectively than ever before. Living an easy life, simply repeating what has gone before at an event doesn’t interest them, they want the best outcome.

They are knowledgeable about the newest trends and hottest event technology in the industry, but most importantly they can honestly advise whether or not it is a good potential fit for the specific event. 

The status quo and standing still is not the way to delight attendees and sponsors. Continuous improvements and surprises ensure the respect and loyalty of participants and that they listen to their participants. 

Analytical Thinking

The best event planners are well prepared and will have thought about every eventuality. They think through contingency plans, worst case scenarios and workarounds. They have a mental plan of action to a catalogue of issues so that they can respond quickly if things start to go awry and get things back on track. 

They also inspire their team to think like them and are assured that their staff will know what to do in these situations, with a few simple instructions, rather than panic and confusion.

Superhuman Energy

Exceptional event planners never stop. The event deadline is immovable so they do what it takes to make sure everything is in place on time, be it late nights, early mornings and seven-day weeks. On event days, high on adrenaline they just keep going, you are lucky if you even see them sit down for lunch and you wouldn’t ever guess they have been on site since 5am for the load in! 

This superhuman energy is more than just a dedication to work long hours and endure long, grueling event days though. Have you ever noticed the boundless energy and enthusiasm that exudes from many successful people? It is particularly noticeable in entrepreneurs, but it is also a trait of many event managers too.

You Care About the Event More than Your Client Does

Exceptional event planners don’t need to be asked to do things, they intuitively know what needs doing and when and where things need tweaking or changing. Never known for doing things in half measures they know that there is no room for shoddiness, they will always do a task to the best of their ability.

 They know how to save time and cut corners if they really have to but they never want to produce an average event. To wow everyone brilliant event managers strive to surpass everyone’s expectations with every single event. 

Onwards and Upwards

Exceptional event planners are focused on growth. Whether it is growing the event audience, reaching new exhibitors, developing sponsorship synergy, expanding to new areas or simply making an event more profit driven they never forget the core event objective(s).

Brilliant event planners also like to pay it forward, passing on good deeds and expertise to others. Sharing and caring is second nature to them, to the benefit of the whole event planning community. Confident in their own ability they are confident that there are plenty of opportunities for everyone.