FORUM GROUP EVENTS - Sydney Event Management Company

Event Management: Why Hiring an Events Planner Can Benefit Your Business

Chris — Sun, 13 May 2012 13:36:07 +0000

Planning conferences, business meetings, celebrations, or special events can be time consuming. After all, one has to find the perfect venue, accommodations, catering, and needs to consider the schedule and how to advertise this event. This doesn’t even include collecting RSVPs, helping with transfers, and answering questions about the special event.

This is why professional event management is an important investment. Experts understand how to plan, organize, and execute successful events of all sizes and types. This saves the company a lot of time, money, and stress.

Save Time

Arranging an event takes a lot of time. Not only does one have to decide on the guest list, venue, and schedule but there are RSVPs to take, questions to be answered, and communications with different vendors and groups to deal with. This is why it pays to invest in a professional planner.

Such experts can accomplish all of this in half the time it would take the average employee. This is because event specialists are familiar with the odds and ends associated with all types of events. The saved time can be spent on programming or daily operations. The old saying that time is money is especially true when it comes to business.

Save Money

Professionals in the event planning world have contacts and connections that are unparalleled. Thus, if a business hires such a manager for a conference or special event, it can be assured that they will save money on everything from catering and linens to the venue and theming.

Event specialists understand what industry rates are like and are experienced with negotiation. And of course, many professionals in the industry have contracts with vendors to lower prices.

Creative and Unique Ideas

An event expert has a lot of experience and understands the industry. Thus, they will have some creative ideas about how to spice things up at a holiday party, conference, or some other type of business. This could mean that a business uses a theme, that the planner suggests different entertainment options, and that the best favors are given out. The details matter as much as the large details and a planner knows how to make an event something special.

Get a Business Noticed

A successful event means that participants had fun, felt like this was worth their time, and will get the business noticed. In turn, this further refines the group’s brand and image, can hook in staff members, and can increase profits. Event planners make sure that a company is noticed after it throws a conference or special event.

Word of mouth buzz is just as valuable as an increase in profits. The right events management team or expert understands how to generate both.

It is important to work with professionals who know what they are doing. The best planner is someone who has many years experience working with businesses and individuals alike. When hiring such an expert, it is appropriate to ask about past events, testimonials, and for some basic ideas.

This will help a business decide which planners offer the most bang for their buck. Investing in experts means investing in the brand, image, and future of the company. After all, this is a great way to treat employees and to get buzz generated about a business.

Event Management: Why Hiring an Events Planner Can Benefit Your Business is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

Why Event Planners Recommend Exhibiting at Trade Shows

Chris — Wed, 09 May 2012 06:56:20 +0000

The recent economic downturn has made a number of companies in Australia more cautious when it comes to spending money on trade show exhibits. Budgets are getting tighter and the goal in companies all over the country becomes finding ways to do more with less.

In such environments, it can become difficult for companies to justify spending money on different costs, such as developing giveaways and handouts, spending time in the field rather than in the office, or even putting the funds together for a booth. All of these factors can easily seem not worth the time and effort they require from companies and staff. However, event planners tend to think that the time and effort required to set up exhibits at trade shows are good investments. Here’s why!

1. The vast potential for returns on investments.

It is a fact of business that one of the most effective ways of generating leads, conversions, and direct sales is through trade shows. They put you in front of an audience that is already interested in what you have to offer. Getting this time in front of clients is the first step toward convincing them that you are the company to choose.

It is true, of course, that there is an initial entry fee and cost of setting up your materials, but the chances of lead generation when you spend a full day at a trade show are quite high.

In most cases, you can more than make up your time and money through any leads and conversions you set up. In comparison, you might have to spend a full week back at the office pitching calls to clients all over the state with no more success.

One is a vastly more efficient use of your time, which is why event planners typically recommend choosing trade shows for exhibits whenever you have the opportunity to attend one.

2. The chance to suss out your competitors.

Getting ahead and staying ahead depend in great deal on how much you know about what your competitors are doing, and how well you can take advantage of that knowledge. Trade shows are excellent ways to figure out just what your competitors have planned for the coming year.

You can look at their displays, their messages, and even talk to their representatives and find out what things they are doing well.

You can use the opportunities of attending and exhibiting at trade shows to learn of novel marketing strategies that may be generating leads for other booths and companies.

Once you figure out what seems to be working for the competition, you can take it back to your company and implement or integrate it in a way that makes sense for your goals and objectives.

3. New employee training grounds.

A third benefit of exhibiting at trade shows is the ability to show your employees what the market is like. It is essentially a training ground for new employees in how to work with customers. They can also learn about the terms and products and services that are currently used throughout the industry, and what specific services and products your company has to offer.

Perhaps just as importantly, your new employees can start to cultivate relationships with other people in the industry as well as with their teams, which is essential for smooth and effective sales performance.

4. Make friendships with the press

As described in the above point, relationships are everything. This doesn’t just apply to your new employees; it applies to your entire company.

If you can make friends with people you see wearing press badges and lanyards, you might find your time at a trade show well spent. Event planners know the importance of cultivating relationships with insiders in the industry, and talking to the press is a great way to generate publicity for your company.

Why Event Planners Recommend Exhibiting at Trade Shows is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

mypost

Chris — Wed, 09 May 2012 04:13:59 +0000

mypost is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

Event Management Companies: Helping You Host the Perfect Event

forumgro — Tue, 08 May 2012 11:59:09 +0000

Have you ever been to some event hosted by a formal organisation and just marveled at how well put together it was? This is a common sentiment among those who attend certain events – formal or informal – that they have been invited to.

It is a wonder how things end up running so smoothly when there are so many variables to consider. The truth is that the companies behind the events are not usually the ones who are also setting them up. They have professionals event management companies that work with them to make sure their events run smoothly.

Why would someone hire an outside company to run an event for their own organization? The reason is because most of these organizations whether they are public or private do not have the people to make these events happen. In other words, they do not hire specially trained individuals who know how to make these events as picture perfect as they end up being.

Having staff on the payroll whose only job was to make this happen would be a huge waste of money throughout the year. However, if there is an outside company that can be hired for the job, then why wouldn’t an organization do this?

If you are going to put on an event and want to hire a company to help you get it done, you need to first consider a few things.

The first thing on that agenda is to think about the type of event you want to stage. Is it going to be a small and intimate gathering or something much larger and more public?

These kind of questions matter, since the event coordinators will need to know what kind of scale they are working with. Anything from corporate board meetings to office parties can be potentially planned events worthy of hiring an outside company.

Although you may not realize it, many of the events that you have attended in the past have probably been professionally coordinated events. Behind the scenes these things are happening to make sure that everyone has a wonderful experience.

A well-run event can make an excellent impression for any business. Thus, you might want to start considering hiring a professional company of your own to start taking care of your events. A professionally managed event will give a much better impression for your business than when your inexperienced in-house staff attempt to do it.

Event management companies do not charge outrageous fees for their services – on the contrary, they are generally kept within reason, and their excellent repeat business means they can often negotiate much better rates for you with their providers than you could get if you went to each provider directly.

Besides that, what you are paying for are appearances – and those can have quite a high perceived value to them by your potential and future clients, when you think about it. It really just depends on how much you value your corporate image. Most likely, this is something you do care about; and as such, you should be willing to invest in a professional and well-run event that will present your company in a positive light.

Think about all of the events that you could (and probably should) be holding right now. There are gold plate dinners, product launch parties, end of year parties, fundraising dinners, product launches, earnings announcements, team building events, and more.

If these things are going to be remembered, they might as well be marked by holding an event to celebrate them. If you are not currently putting on regular events already, then this is really something you should start thinking about.

Internal events are one of the things that keeps morale high – if not through the roof. Events held for the public and for potential clients can be incredibly valuable marketing opportunities.

Just make sure you get professional event management companies to help you out with your events, to ensure you run an event your company can be proud of, and that your clients will remember for a long time.

Event Management Companies: Helping You Host the Perfect Event is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

How Can An Event Management Company Help You Save On Travel Costs?

forumgro — Tue, 08 May 2012 11:27:18 +0000

The global financial crisis has affected just about every industry in Australia. Recent surveys have suggested that many exhibit managers will not provide nearly as much to staff in travel reimbursement and accommodation in order to save costs. However, business still needs to take place regardless of the state of the economy, and an event management company is an essential component of a sound exhibition strategy.

Here are several reasons why you might want to hire an event management company while looking to cut the costs of travel and accommodation in your business.

1. Inside information on local options for recruiting.

A great way to minimise the amount you are spending when it comes to airfare, freight, and accommodation, is to work locally. Event management firms can help you in the process of recruiting staff and products in your region, due to their varied connections to industry insiders.

As a result, if you want to stick to a budget that seems to become more limited every year, it might be to your advantage to go local and take advantage of any resources you can find in your area instead of looking internationally.

You can still maintain a global perspective when it comes to recruiting and the general goals of your enterprise while continuing to think and act locally.

Working locally also means your enterprise’s efforts have a lower impact on the environment, which is becoming increasingly important as we recognize the limits of the earth’s natural resources.

2. Recommendations on hotels with good accommodation.

Inside information is always helpful, especially when it helps you save money on hotel rates. When money is tight in your company’s budget, you can save a significant amount by booking hotels that include bonuses such as transfers and complimentary breakfasts.

Eating out can really eat into your budget, so finding ways to cut down on the amount your staff spend re-energizing themselves can quickly pay off.

If you have staff who need accommodation for the duration of travel to your next exhibition, contact your event management firm for suggestions on hotels that provide these bonuses.

Alternatively, you might be able to get in on any partnerships with recommended vendors or suppliers, which might also lead to your receiving discounted rates for your staff.

3. Consult your event management firm for car rental information.

While the standard way of getting around in a new venue is often travel through taxis and transfers from hotels, these costs can quickly add up if you are in a major city or if you need to transport a lot of people to a lot of different places during your exhibit.

Many businesses accept this as a necessary, if unpleasant expense. However, the truth is that you do have other options, such as car rental.

Car rental can save you a good amount of money while also offering you the advantage of increased comfort, peace of mind, and convenience. Rather than wondering when you’re going to get your taxi or if it will arrive on time or how much it will cost, it might make more sense to simply rent a vehicle for the duration of your exhibition.

You can often rent them online in advance or over the phone before you set foot in your exhibition’s city, which saves both time and stress. Having a car at your disposal also means you are better equipped to take care of any emergency situations that may potentially occur, such as if you arrive at your exhibition and realize you need more supplies or materials in a hurry.

Travel to exhibitions is stressful and expensive in good economic times, and it can become even more difficult in the midst of a financial crisis.

However, following the tips above can help make the process smoother and more efficient for everyone.

How Can An Event Management Company Help You Save On Travel Costs? is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

Which Areas Of Expertise Are Important In Events Management?

forumgro — Tue, 08 May 2012 11:24:31 +0000

Choosing a client to take care of your events management needs can be a daunting experience.

After all, there are so many companies and firms out there that claim to be experts in event management and are willing to promise you the moon if you choose them. It is important to look to a firm’s records to make sure they are right for you and that they have the skills and resources to meet your needs in a timely, friendly, and professional manner.

Here are some of the areas of expertise that are important to consider when choosing an events management team.

1. Conferences and Executive Meetings

The first area of expertise to consider when choosing a firm to help manage your events is conferences and executive meetings. Look for a firm that is capable of helping you through every element of staging the conferences and executive meetings you might need to manage, from the design stage all the way through to the execution stage.

Also make sure the firm you hire is one that has experience managing executive meetings and conferences of all sizes, from those that are small and intimate with only a few key players to large scale events that may host thousands of delegates. A high quality event management team will also have the flexibility to scale up or scale down their management of your events, depending on the resources you already have available and your specific requirements.

Naturally, an event management team will be a stronger candidate if they have experience managing a wide range of conferences and gatherings, including symposiums, corporate training sessions, roadshows, annual general meetings, congresses, summits, and the meetings and conferences mentioned above.

Look for case studies; ask the firm for them if you have not already reviewed them, and check to make sure they have performed good work not just in the past but recently as well.

2. Sponsorships and Exhibitions

When selecting an event management team, a second area of expertise to consider is sponsorships and exhibitions. Look for teams that view these areas as strengths instead of as weaknesses. A good event management team will be able to take care of every part related to the staging of an exhibition. This does not include simply being there on the date of the exhibition.

Rather, it includes a number of factors that must be executed flawlessly long before the exhibition in order for the exhibition itself to work without interruption. This means the teams you consider should be capable of handling the planning of the exhibition, the budgeting, marketing, and logistics onsite as well as liaisons with exhibitors.

Similarly, when it comes to sponsorship, be sure the team you select has the skill, knowledge, and networking competence to maximize sponsorship opportunities and relationships. This might mean helping you work effectively when it comes to profiling your sponsors in some scenarios.

In others, it might mean being able to increase the sales of your enterprise or having the skills necessary to cultivate leads that lead to business opportunities.

3. Incentives

Finally, incentive trips are an essential element of business in many circles, and treating delegates to a good time can be crucial in making headway in a number of industries. Do not leave such golden opportunities to chance. Look for an events management team that is capable of project managing every part of a trip with incentives.

This might involve managing weekends to Sydney or fully paid trips across the Pacific to Europe or North America. Regardless of whatever incentives you may have planned, a good team will be able to meet your needs and give your delegates an experience they will never forget.

Look for a team that has expertise in the industry and the necessary contacts to make themselves useful when you plan your incentives.

Which Areas Of Expertise Are Important In Events Management? is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

What is Event Management?

forumgro — Tue, 08 May 2012 11:21:06 +0000

When your company or organization needs to have an event, it can result in a lot of work on your part. Depending on the size of the event, you may have to spend countless hours making reservations, sending out invitations, booking contractors and doing other things to get the event done.

In some cases, a better option is to hire an event management company to handle this for you. What exactly does this type of service provide to you when planning an event?

Event Planning Help

One of the biggest services that an event management company can provide is planning out the event itself. Many businesses and organizations do not know the first thing about planning a successful event for a large group of people.

By hiring a qualified event planner to help you with this, you can focus on what you do best and leave the rest up to the pros. An event planner will be able to find out exactly what you want the event to accomplish and then make the necessary plans to get it done.

This could include finding a venue, creating the layout of the event and planning out the activities for the event itself.

Booking Contractors

For most events, you’ll need to book some contractors in order to get the event done. For example, you may need to book a caterer, a DJ or band, and other professionals to help give your event what it needs.

The process of calling all of these contractors, making reservations, paying deposits and giving them the information they need can be very time-consuming.

With an event planning company, you can simply leave this up to them to handle. You won’t have to worry about the constant back and forth that typically comes with this type of work.

Making Reservations

In addition to booking the contractors for the event, the event planner will also be able to book the venue for you. The event planner will look at the size of the event and how many people are probably going to be coming. Then the planner can call a few potential venue sites to get prices and to make a reservation. If something comes up and the venue is not going to be available at the chosen time, the event planner can come up with a contingency plan to find another venue to work with.

Finding Sponsors

When it comes to hosting an event, the costs can add up quickly. If you don’t want to pay for the entire event out of your own pocket, a good event management company will be able to help you find sponsors to offset some of the costs.

For big events, there will probably be many companies in your area who would like to sponsor and get some advertising for their businesses. The event planning company will call around to various companies who may be interested in the event to see about sponsorship opportunities.

This can make a big difference for your bottom line and help guarantee the success of the event.

Registration

Part of planning an event is knowing who is going to come. A good event planning company will be able to send out invitations to the right people and then handle the registration as well. This makes it possible for the planners and the company to know how many people to expect at the event.

If a fee for registration is required, the event planning company can collect this fee and use it to pay for some of the expenses of the event itself.

If you don’t want to take on the massive responsibility that comes with planning an event, hiring a good event planning company can make your life a lot easier.

You won’t have to worry about all of the headaches that come with this process and you can rest easy knowing that a great event will take place.

What is Event Management? is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

The Soft Benefits of Employing an Event Organiser

forumgro — Tue, 08 May 2012 11:15:27 +0000

Creativity, industry expertise and budget-consciousness are just a few of the incalculable soft benefits of utilizing an event organiser. Honed negotiating skills and marketing know-how are two more essential perks.

Coordinators who specialize in events management are trained to take your initial concept and turn it into something wonderful for both you and your guests. A qualified planner takes each program and strives to make it personalized based on your stated goals. They use their creativity to make it a one-of-a-kind production to bring about long-lasting memories for years to come.

Industry Experts in Event Planning

The best types of event management companies employ organisers that take pride in delivering results—regardless of an event’s size. For example, managing an annual conference where thousands attend or harmonizing a small meeting for less than one hundred attendees, matters equally.

Your staffing requirements and how event inquiries are handled are important aspects that a professional takes care of with ease too. If either one of these tasks are neglected, an otherwise well-planned event may falter. Experienced organisers hold a special interest in doing what’s required to make sure your event runs smoothly.

Other details, such as tickets, packets, pamphlets, posters and catalogs are always remembered by a planning expert. As multi-tasking designers, planners effectively look at the entire scope of your event to properly assess it. Each tiny detail is handled with the utmost professionalism and care.

Helps You to Stay on Budget

Budgeting for your upcoming event may pose a challenge for some; however, for the experienced planner, it’s a honed skill that comes second nature. A talented professional takes care to avoid financial over-budget surprises. They strive to make your event memorable, all while effectively adhering to your cost expectations. You get the best of both worlds–unrestrained imagination and cost accountability–all rolled into one.

Negotiating Professionals

Often referred to as negotiating professionals, event organisers have contacts saved from years of liaison practices. Since new contacts are continually added to the list, they pull from their vast, ever-growing resources to help them get the job done. Their collection of the best caterers, contractors, speakers and venues are accessible, giving you a high-value outcome.

Media and Marketing Experts

Knowledge of effective professional media and marketing techniques, including associated media connections are also important. Public relations and timely marketing won’t be overlooked when you work with a planning professional. This is because the best coordinators know that getting the word out helps to ensure your event’s success. As a clear-spoken communicator, an event management specialist becomes your effortless voice in making certain that your event’s marketing requirements are fulfilled.

Values and Sustainability

Organisers of events are mindful of our environment and makes every effort to reduce waste. The top planners regularly practice sustainability methods and tactfully mention viable ways to ‘go green.’ Recycle paper, for example, may be green enough to suit your needs.

On the other hand, a large stage built entirely of sustainable materials may better meet your requirements. You remain in control; You’re always able to select an option based on your level of comfort and budget.

A Variety of Event Management Services

Organising event specialists design all types of programs. Workshops, award and gala luncheons and dinners, including managing the submission and judging methods are a few examples. Product launches, guest transportation and accommodation management are some more service offerings that many planners provide.

For your next special occasion, consider harnessing the skills of a professional event organiser. The time you’ll save by not having to conduct research yourself is well worth the investment. With a planner’s assistance, the most valuable of all of the soft benefits are the unforgettable moments that await those who attend your special event.

The Soft Benefits of Employing an Event Organiser is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

Top 5 Innovative Event Professionals

forumgro — Mon, 23 May 2011 00:44:47 +0000

From catering to lighting, design to social media and marketing – Event Professionals are constantly looking for new and innovative ways to create that ‘wow’ moment at an event. It is because of this innovation and creative thinking, that the event’s industry is one of the most exciting and fast moving industries around.

BizBash (an events publication from the US), recently released their list of The 68 Most Innovative Event Professionals. These are the faces who are changing the events industry through an influx of new ideas, technologies, and engagement strategies.

We’ve listed below a summary on our Top 5 Event professionals.

1. Brian Aaron (Catering)

President, Aaron’s Catering, Miami, 30, Twitter: @Aarons_Catering

Innovation: Aaron experiments with molecular gastronomy throughout his entire catering operation. He recently served 8000 people with edible capsules of orange juice and ginger at the 2011 Food Network South beach Wine & Food Festival. He is also creates cutting edge and unique dishes such as mac-and-cheese lollipops and juices frozen with liquid nitrogen.

2. Ira Levy (Lighting)

President, Levy Lighting, New York, 47, Twitter: @LevyLighting

Innovation: Levy combines artistic lighting designs with cutting edge technology. He experiments with motion-triggered projections and is the brains behind iShadow – interactive tabletops, interactive dance floors and walls that come alive.

3. David Stark (Theming and Design)

President and creative director, David Stark Design and Production, New York, 42

Innovation: David creates colourful, jaw-dropping, larger-than-life installations. The difference is, he has a strong reputation for using recycled materials. In 2008 he made large sculptures made of $1 million of donated office supplies, clothing, and food for the Robin Hood Foundation benefit.

4. Adrian Segar (Conferences and Presentations)

President, Conferences That Work, Brattleboro, Vermont, Twitter: @ASegar

Innovation: The author of Conferences That Work: Creating Events That People Love, created “participant-driven” conferences. Gone are the days of long lectures, but rather short attendee presentations on topics of the group’s choosing. He designed and facilitated EventCamp East Coast.

5. Marlo Fogelman (Social Media and Marketing)

Principal, Marlo Marketing/Communications, Boston, 39

Innovation: Marlo’s social media-savvy firm has created strategic, integrated PR and marketing campaigns for clients such as Starbucks Coffee, Kimpton Hotels, and the James Beard Foundation. They recognised the need and value of what would become mainstream social media.

Do you know of any other event innovations or event professionals that you would like to share? Leave a comment below.

Top 5 Innovative Event Professionals is a post from: FORUM GROUP EVENTS - Sydney Event Management Company

5 Inexpensive Tips to Enjoy this Easter

forumgro — Wed, 20 Apr 2011 23:20:26 +0000

With Easter just around the corner, we thought it would be a great opportunity to share with you some simple and inexpensive tips to help you make the most of your holiday.

1. When making drinks for your guests – (both young and old), why not try a few of these Easter themed beverages. Click here.

2. Don’t have a lot of space to hide Easter eggs? Try placing eggs in small, homemade baskets or grass patches, and placing them strategically around your flat. Have a lot of plants? Use the pots as hiding spots for your Easter eggs. Wherever your kids or guests find their eggs, simply finding them is sure to put a smile on their faces.

3. Jellybeans – in the appropriate Easter colour palette always make a nice statement. Try this: get a clear bowl and fill it with yellow, green, white, pink, grey and purple – a simple yet effective look.

4. Having family and friends over for dinner? Why not give each a personalised Easter egg with their initials? They won’t forget it and it is sure to add that extra something special to their holiday.

5. Bring on the trivia - Test your guests knowledge of Easter with a short, fun quiz. Could be a great option to have around should the weather turn sour. Here’s a really fun quiz we found on Martha Stewart.com

What are some other inexpensive tips and ideas for celebrating Easter this year? We’d love to hear your thoughts. Leave a comment below.

5 Inexpensive Tips to Enjoy this Easter is a post from: FORUM GROUP EVENTS - Sydney Event Management Company