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.

Thursday, 4 August 2016

Ways To Get Real-Time Event Feedback

Event management,Event organization,Event tips,Event guide,Event Planning,Feedback

Real-time feedback relies on effective reasoning – an immediate human emotional response to a given situation based on an individual’s perception of reality. This differs to reflective reasoning which is grounded in the activity of remembering the result of the activity. Reflective surveys do not capture the emotions of your event and often negatives are highlighted and positives downplayed as most attendees feel that they want to offer constructive criticism, rather than how you feel at a specific moment in time. It can also be more difficult to capture feedback from attendees once they have left your event.

The advantage of real-time feedback is that it can often capture the ‘buzz’ moments at your event, indicating the extent of the success of the experience you have designed. This post looks at ways in which feedback can be captured in real-time and offer event organizers an emotional reaction to the experience, rather than one based on memories. Events are emotive experiences and for feedback to be of real value an emotional response could underpin how you plan your next event and design the experience wave.

Real Time Sensory Feedback

Some event organizers have a lot of resources and can wheel out some fantastic technological innovations that record effective responses to an experience.

1.The Cup Cake Method

You may have been to a retail outlet, gone through airport security or been to a hotel where an electronic smiley terminal was present to measure customer satisfaction. The terminals are a great way to measure customer satisfaction right after a service experience. The smiley faces attract attention. As a conference organizers you could create large speech bubble graphics – asking a question – above smiley terminals dotted around the venue and wait for instant feedback.

To inject more fun into the conference, you can use cup cakes. These popular tasty treats could be offered at a morning coffee break, again at lunch time and again at the afternoon break of a conference. Ask your caterer to create small cup cakes decorated with a range of smiley faces on them denoting different moods – very happy, happy, unhappy and very unhappy – under each speech bubble. Make sure you replace the speech bubbles each time you use the method so that you are not doubling up on your data. count the amount of cup cakes you put out so you can do the math and arrive at a reliable number of varied responses to your questions. 

2.Interactive Polls

The polling method is becoming more and more popular at events, especially at conferences – through attendee engagement applications, such as speaker presentation apps and questionnaires embedded into event apps. You could also use interactive screens that are placed around your venue. These applications can provide immediate feedback based on particular moments in time of an event. But you need to be mindful of the time it’s going to take attendees to answer all the questions you really want to ask. It’s not a good idea to ask lots of questions, which could also distract attendees for far too long, so choose your moments. Coffee breaks, lunch time and even programming a 10 minute feedback session that incentivizes attendees to fill out the questionnaires would be a better strategy to get the responses you need for a good feedback sample.

3.The Post Card Method

I recently attended an event by an event technology supplier where they used a post card in a very creative way. The front of the post card was a graphic that had the company logo and a short marketing message on it. When I turned over the post card, it got very interesting. Firstly, where the stamp space appeared, they had put in their logo. On the left side of the post card was one very easy to answer question and space for 3 points ‘What 3 Things Did You Learn Today?’. This a great feedback because it gives an idea of the value attendees attach to the content of the event. Offer to post them the post cards after the event, and make sure you tell them their data is safe. Before you post the cards back, make an analysis if all the comments via learning themes and cross reference this with your event objectives to get a qualitative idea of how successful you programming of content was.

4.The Emoji Exit Strategy

Everyone loves Emojis and they can really express the way people feel. Similar to the Cup Cake Method, create giant sized Emoji graphics that signify various emotions and place them on the walls around the exits of an event. Give out dot stickers and give brief instructions asking them to place their dot on the Emoji that sums up their experience at your event. This is a general summation of the event but gives you – the event planner – a very good idea of exactly how people felt about the experience.

5.What Do I Do With The Attendee Badges?

Another way to collect attendee badges so they get thrown into the appropriate recycling bin is to have ‘comment bins’ at the exit to your event. Ideal for conferences, product launches and exhibitions, place two bins near corresponding speech bubbles. Ask a simple question about the event and wait for the badges to roll in. The positive bin signifies that those attendees could be useful advocates for your product or next event. The negative bin signifies that those attendees may need a follow up email asking them for further feedback on the experience so that you can improve in the future. Hopefully all the badges will end up in the positive bin!

Monday, 1 August 2016

CheckList To Minimize Your Event Cost To Minimal

Event management,Event organization,Event tips,Event guide,Event Planning,Event Cost,Minimize Event Cost
First of all, during your event planning stage decide on the amount you are wiling to spend in hosting your event. To get a fair idea on how much an event would cost, you can get a rough estimate from event companies on a no obligation basis. Get an indication of a basic minimum that you need to set aside, bearing in mind that the more items and programs you add, the more the price will increase.
It is a good idea to make a check list and as you know “better to check it twice”.

Some ideas for an item check list

Use the checklist feature in the application to know just how much your will spend on each item. Customize your checklist to include:

Head  Count

The number of “head” count you are expecting to attend your event. Each person attending is a cost in itself, so make an RSVP card to confirm attendance way before the event, this will help you to save on F&B costs especially if you are planning to have the event in a hotel or caterers are involved. It is also a good idea to send reminders about a week or more before the event as a last minute check on attendance so you still have time to reduce your order if there are any cancellations.

Date and Time

You might not think that picking a good date and time is crucial, but YES, it is. Avoid dates where there are public holidays, school holidays or other major celebrations unless of course if your event requires mass public attendance then these would be good dates. Chances of people showing up on eve or public holidays to attend a business event or a closed door launch event will be a little less as they are probably already in a holiday mood or have prior engagements with family and friends.


Before you even plan an event, make sure you choose everything about the event wisely. This includes deciding on the goals and reasons why you are hosting this event, especially for companies who plan to have several events a year. You do not want to run out of budget before the year is up.


Try to minimize on printing cost for items like letters, flyers, and banners because if you notice by real observation, pass a flyer to anyone on the street and what do they do? At least 50% will throw it a way after a brief look, if they look at all. Another percentage will stuff it into their pockets and in it goes to the washing machine. The smaller percentage will actually take note (then again if you are lucky). The best solution? Give them a freebie! A good percentage will keep it. With your brand printed on it, the item will probably sit on a shelf or desk and be a reminder of your product! With all the cost of printing combined, it may workout to be cheaper with a freebie.

These are just some of the pointers that you can make use of to plan your event. A good event solution checklist does not just stop here; there are loads more items to consider before you can even decide on hosting your event. The keyword is to be wise.

It is not difficult to minimize your costs and expenditures if you are well planned and have the best event management solution at your fingertips. If you choose to use event management system, remember to get hands-on on the system first. Choose the most versatile, user-friendly, highly mobile and most cost competitive system to help you. If you are reading this blog, then in most cases you need the extra help!