THE FORUM GROUP – Sydney Event Management Company

So you’re an event manager, and your client approaches you with this fabulous idea for their event – they have a vision – of theming, venue, entertainment ….and it all sounds fabulous…you ask them what the budget is…and all of a sudden the reality that there is no way they can afford this vision becomes evident, yet the client does not seem to understand this reality…

They want their vision – and you have to produce it – whatever that budget (or lack of) may be.

So what do you do? Besides go into panic mode and scream how!? Take the time to think logically about cheaper alternatives – that could possibly create a similar result!

Here a few ideas that TFG have used – and have worked!

1. Use student volunteers – never under estimate the skills of students that are passionate towards their areas of study. For example performing arts high schools are great for recruiting entertainment – whether it be dancers, singers, bands, or roving actors. They are at those schools for a reason – they have talent…that along with their passion, dedication and professional training, means that you won’t be disappointed. Eg. McDonald College – they are the performing arts stars of tomorrow, so why not recruit them while they are free…five years time you may be paying $20,000 for the same performance!

2. Use food for theming – regardless of your budget people still need to eat – so why not combine this with your theming to minimise cost! You can create simple yet stunning centrepieces with fruit, have a colour theme such as only orange desserts at a Halloween party, or serve only seafood at an under the sea themed dinner! Eg. Summer of Love Dockside party used succulent, refreshing berries in tall glasses which reflected summer, but also created a beautiful display.

3.Use lighting – strategically positioned lighting can add a professional touch to any event – simply adding coloured lighting can totally reinvent a space and create a dramatic ‘wow’ factor. Simple effects can make a significant impact! Ever heard of the saying ‘smoke and mirrors’?

These are just a few ideas of how you can create a grade A event with a grade C budget, but if you really think about it – the possibilities are endless. The bottom line is, if you are a truly professional event manager you can deliver an amazing effect for any budget!

Share your ideas here on how you’ve created a grade A event on a grade C budget.

When you plan an event, you want to make sure that everyone is going to attend it. You do not want to do all that work for nothing. It is important that you have your event planned out well.  Event Organisers will want to have your guests hear and learn about the event, so they have plenty of time to make arrangements so they can attend.

Here are some ways to get attendees to your events.

1. Save the Date email
Send email invitations to your database about attending your event. This is a good way to make sure that people hear about your event quickly. You can reach a lot of people by email in a matter of a few minutes.  Ensure they ‘save the date’.

2. Invitations with great first impression
The first way to get your attendees to your event is to make the invitations look great. You want your invitations to be exciting and bring some expectation as to what they can experience if they attend your event. You want them to get excited!

3. Advertise your event
Another way to get your guests to come is to advertise your event. You want to make sure that you are promoting all the details of the event.

4. Talk up the event
This means that you want to tell people what a great time this event is going to be and what they can expect. You want people to wonder. Keep the intrigue.

5. Spread the word
Tell your customers to tell their customers about the event. Make sure that you are telling everyone to share the word.

6. Use other industry events
Distribute flyers or postcards at other industry events. You may want to increase your database so you can target more people….you will need to develop marketing activities to drive people to your website and ask people to sign up. You can then invite them to your next event. You can have prizes available or a prize draw to encourage people to sign up. There are many ways to increase your current database!

Getting people to your event is not always easy.  One can’t always assume that guests will turn up just because there is free food and wine.  The competition for people’s time is tough out there.  So adopting some of these techniques into your communication plan will increase your chances of greater attendance rates at your events.

There are many other nuts and bolts of events to take into consideration when event planning to ensure your event goes unscathed.  To read more, download The Forum Group’s FREE 25 page EBook.  A must have guide for event organisers to add to their event planners.