Top 5 Reasons Why People Attend Events

For event organizers, one of the major challenges is to attract more attendees to their events. As an organizer, you are perhaps planning to distribute more leaflets, send more invitations, and make announcements on social media to promote your upcoming event. While these are great marketing tools, you should be able to use these tools the right way. You cannot plan an effective marketing campaign until you climb into the minds of your target audience. To begin with, you should try to find out why people attend events. It is true that no two events are the same, but the thumb rules for attendee engagement are more or less the same. Once you know what drives people to attend trade shows, corporate events, or training sessions, it would be easier for you to plan your event promotion accordingly. So here are the top reasons why people attend events.

1. Networking

People recognize the power of networking. Many attendees see trade shows and meetings as an opportunity to communicate with their colleagues and industry experts. As an event manager, you should be able to provide enough space and opportunity for people to network. To that end, you may want to be more selective about choosing the venue. When you rent training room, make sure there are all the facilities available.

2. Inspiration

Some people attend events to get inspired. If you are planning to rent classroom for a training session, you should try and find ways to make the session more motivating and inspiring for your target audience. One way to do that is by inviting an expert on the topic as your guest. You can also plan fun activities and games to encourage more people to attend your event.

3. Education

Education is another major driver. If you are planning to host a corporate event, know that a major percentage of your attendees will decide whether or not to attend your event based on the kind of learning opportunities you provide. Some people will never attend your event, if they do not see a chance to learn something new at your event. Professionals value their time and they do not miss a single opportunity to learn and grow.

4. New Business

Some people attend events with a mission to get new business. They will attend events where they get a chance to meet their potential clients. The idea is to approach the clients directly or indirectly for initiating a new business relationship. So how can you use this opportunity as an event organizer? Well, you can focus on one niche at a time, so that most people from that niche industry get interested to attend your event.

5. Location

Although often overlooked, location of an event can be a major attendance driver. If you are planning to rent classroom, consider choosing a venue that is not only conveniently located but has attractions for tourists as well. Believe it or not, some people may decide to attend your event solely for the location. You should mention the location and the tourist attractions around the place when promoting your events to your target audience.

5 Questions to Ask before Hiring an Event Planner

Organizing events is a time-consuming and resource-intensive task. That is exactly why most organizations seek professional help for event management. That way, they save a lot of their valuable time and energy. Event planners usually shoulder most of the load – from sending invitations to booking seminar room rental. While a competent event manager can help make your event a grand success, a bad manager can do more harm than good. So choosing the right person or company is important. Here are some questions you should ask when hiring an event planner or event management company.

1. What services do you provide?

Not all event management companies handle everything. Assuming that your event organizer will take care of everything would be a mistake. Ask your event planner to list down the services they provide. Will they book training room rental and catering services? Will they arrange transportation for your guests? You and your event organizer should be on the same page about these things to avoid any last-minute surprises.

2. What is included in your fee?

It is also important to know what’s included in the fee. Some event planners charge a flat fee, while others may charge hourly rates or cost per person. Whatever the fee structure, make sure to ask your event organizer what services are included in their fee. Is there any additional fee for anything? Tell them to clarify everything in the beginning. Some companies bill the transportation costs separately, but they’ll not tell you anything unless you ask specific questions.

3. What is your specialty?

Different event planners specialize in managing different types of events. You must make sure you are hiring someone who has experience and expertise in managing the type of events you are going to organize. Some common event types include corporate events, business meetings, corporate training sessions, and marriage and birthday parties. You can even go to the extent of checking whether they’ve expertise in the exact niche. For instance, if a company specializes in corporate event management, you can check what type of corporate events they organize – B2B or B2C.

4. How you manage safety or security?

Depending on the nature of your event and location, managing safety and security could be one of the greatest concerns. So ask them how they handle this. Do they have a plan for safety management? Do they comply with local safety regulations? Do they have liability insurance? All these things must be sorted out.

5. How do you use technology for event management?

Technology plays a major role in event management today. Different types of software products help automate different event management tasks, including project management, event promotion, ticket selling, and managing registrations. It is important that your event organizer utilizes the latest technologies for best results. Just ask them what type of software or digital tools they use to make event management easier and more organized.
Finally, you should also know about their cancellation and refund policy, how they usually manage finances, what modes of payment they accept, and how they regularly communicate with their clients.

How to Be a Trusted Leader

Most people today are judgmental; blame it on the high degree of mistrust prevalent in the society. Some of them may have grown up hearing stories of betrayal, while others may have firsthand experience dealing with unreasonable bosses. This makes it all the more difficult to gain the trust of people in this day and age.

As a team leader or manager, you should take some deliberate steps to be more trusted. If you want to create an environment of trust in your workplace, you should lead by examples. It is also important to organize training sessions on topics, such as, ‘how to build mutual trust and respect at the workplace’ and ‘the importance of being both trusted and trusting.’ For instance, you can book training room rental or classroom rental and ask your employees to say how much they trust their managers or what areas need to be improved. Here are some more tips on how to become a trusted leader.

Own up to your mistakes

Every leader makes mistakes, but not all of them admit their mistakes. By not admitting your mistakes, you give a wrong impression of yourself to your team members. They can see through your hypocrisy when you constantly pass the buck. On the other hand, if you can own up to your mistakes, it only shows that you are an honest leader and you don’t see mistakes as a weakness.

Foster a sense of safety at work

Great leaders know how to make others feel safe. Under your leadership, your employees should feel free to voice their opinions, give feedback, and ask for fair compensation. They should have a sense of job security and a feeling of confidence in their ability. They should not worry about their personal growth and skills development, as if it’s a natural process. There should not be any discrimination at work on the basis of anything. If you can foster a sense of safety at work, it will help you become a trusted leader.

Let go of control

One way to show that you trust your employees is by giving them more control. Some leaders simply cannot let go of control. Even when they delegate certain tasks to their employees, they’ll constantly watch and give instructions. This shows that you don’t trust your employees. As a leader, you should learn when to let go of control, when needed. You can monitor and evaluate their performance, but don’t interfere every time.

Put their interest above yours

As a leader, you should be able to prioritize the interests of your employees. For instance, a salesperson needs to focus only on his individual performance; while a sales manager often needs to help his team to sell more. Rather than focusing on his own clients, he should try and help others win more clients. It is also important for a leader to take a stand in the best interest of their team members, whenever required. People trust those who work selflessly for a cause. Set examples to show that trusting others is more important than working for your personal gains.

5 Lessons to Teach Your Sales Team for Better Performance

The need for training your sales team has never been so urgent! Now that your customers are more informed and they have many options to try, your sales team should adopt new selling techniques to be able to convince them well. This means you need to train your sales team well to set them up for success. Ideally, you should rent seminar room and organize a sales training program after every few months, so that your sales team can keep updated with the ever changing rules of sales. Whether you want to rent training room or train your salespeople through trial and error, here are five lessons to teach them to help them improve their sales performance.

1. The importance of feedback

Whatever your products or services, your salespeople should aim to provide your customers a great buying experience every time. It is important to ask for feedback from each of your past, existing, and prospective customers. When you receive feedback from your customers, you can get a chance to know what they are thinking about the quality of your products, your customer service and after sales support. Constructive criticism helps you identify your strengths and weaknesses and improve on your products and services accordingly. Also, when you listen to customer feedback, they feel important and come back to buy from you, again and again. This brings to the next lesson.

2. Listening resolves many problems

When you listen to your customers, it shows that you value their opinions and are sincerely trying to resolve their problems. Bragging or shouting your messages to everyone is an outdated sales technique. Customers today do not want to be guided from the beginning. They already know their options. All your sales team needs is to provide them exactly what they want – a personalized solution. Instead of talking more, your salespeople should listen more. Let the customers say what they want. Then you can tell them how your services can help them achieve their goals.

3. Identifying FUD

FUD stands for fear, uncertainty, and doubt. Almost every customer has some levels of doubt, uncertainty and fear about something. Your sales team should be able to identify the fear, uncertainty, and doubt of your customers. At times, your salespeople may even want to instigate a feeling of doubt and uncertainty in the minds of your customers. For instance, you can tell your customers that their competitors are already using your services and already getting great results. That way, you can bring about a sense of urgency in your customers’ mind.

4. Encouraging e-learning

It is also important to teach your sales team the importance of learning new skills and sales techniques. You can encourage them to enroll in e-learning programs, so that they can keep themselves updated.

5. Checking customer background is important

If your company is using CRM software, you should ask your salespeople to enter details of each customer they are dealing with, on a regular basis. This helps keep a record of your customers’ buying history, buying behaviors. Later, your sales team can access this information from the dashboard. Ask your salespeople to check the background of customers before selling to them. This will help them use the right sales technique for the right customer.

How Event Planners Should Keep Calm

As an event manager, you should always prepare for the unexpected during an event. Despite your best preparations, however, keeping your calm when things are not happening as planned could be difficult. Whether you are dealing with unreasonable clients, undisciplined attendees, or devious vendors, it is important to handle the situation judiciously. For instance, if your rent training room, but on the day of the event do not get the facilities as promised, you may lose you cool and make the situation even worse. Now think about it. Instead of blaming someone or wasting your time thinking how it happened, you should think about how you can resolve the issue now. If you still have enough time, you can contact another seminar room rental company and shift the venue there. Here are some more tips on how event planners should keep calm.

Believe yourself

When you face a sudden challenge, you should believe in your abilities. Say yourself, “I can handle this.” If you indulge in negative thinking, the situation can quickly go out of your control. Instead, you should think about past instances where you successfully dealt with any adverse situations. That way, you can convince your mind that you are strong enough to handle difficult situations.

Learn to handle criticism

During the course of an event, you may have to face criticism from your clients or attendees. Some complaints may be true, while some allegations could be absolutely baseless. If someone blames you for a mistake you’ve committed, accept it and move on. However, if the criticism is baseless, simply ignore it. Don’t try to respond to your critics immediately, no matter how unfair the allegations are. That way, you can focus more on solving the real problem Vs getting distracted.

Don’t cross the bridge until you come to it

Sometimes we complicate things unnecessarily by thinking ahead. If you often panic thinking about “what if” scenarios, it is time to learn how to live in the present. Don’t cross the bridge before you actually come to it. Sometimes you may be surrounded by people who will constantly warn you about a hypothetical situation. In that case, you should distance yourself from those people, because negative thoughts are infectious. Instead of thinking too much, focus on the present facts. It is all about having the right mindset. Think how you can deal with the present situation, rather than indulging in hypothetical thoughts.

Plan ahead

One way to reduce the chances of getting into unwanted situations is to plan ahead. Lack of planning is often the root of many problems. Have a backup plan for disaster management. You should be able to identify the risks and take precautions accordingly. Understand that things can go wrong anytime. So always try to have a plan B or an alternative way out.

Avoid perfection

Trying to be perfect is not always a good idea. You need to cut the coat according to the cloth. Keeping unrealistic expectations from your event may actually do more harm than good. You should plan as per your budget and timeframe. At times, it is okay to be good enough.

Common Marketing Mistakes Event Organizers Make

If you are planning to organize a corporate event, there are hundreds of things to plan. You need to select food suppliers, find and contact your guests and speakers, arrange funds, rent classroom, send invitations to attendees, and rent training room. Of all things, marketing your upcoming event could be the toughest challenge. Even seasoned marketers make some common mistakes in event marketing. Just printing some leaflets or brochures may not help promote your event to your target audience. You should avoid the following common mistakes to make your event marketing more effective.

Using only one marketing channel

Marketers today have the opportunity to use multiple marketing channels, including social media, local advertising, and email marketing. Not using any of these channels would be a mistake. Some marketers focus too much on only one marketing strategy. For more effective event marketing, you need to diversify your marketing efforts and use all the channels in the best possible way. For instance, you can use Facebook to let your followers know and create buzz around your upcoming event. At the same time, you can hand out leaflets to your local customers, while also running an email campaign to have more people interested to know about your event. It is always a good idea to use multiple channels, so that you can reach out a wider audience.

Not having a unique marketing proposition

As an event planner, you should be able to tell what sets your event apart from others. Most marketers today focus only on their products and services. They know their products inside out, but have a little or no idea about the unique selling proposition of their products. Unless you know why your products are better than that of your competitor or what value it is likely to bring to your customers, you’ll not be able to develop a unique marketing proposition. As a result, your marketing campaign may not be effective enough to attract more people to your event.

Targeting wider audience

It is very important to promote your event to the right audience. For best results, you should narrow down your focus based on demographic, purchase behavior, age, and other aspects. Once you can pinpoint your audience, it would be easy to plan your marketing campaign accordingly, and thus increase the response rate.

Inability to engage with your audience

Whether you are marketing through social media, leaflets or brochures, you should be able to engage your target audience. This is not a one-time task. You should interact with your audience on a regular basis. For instance, you can ask questions on social media. Let your followers respond to your questions. You too should answer any of their queries about event or product. Building a two-way communications helps strengthen the bonding between your brand and your audience. This eventually helps you keep your audience engaged and interested in your events.

While it is a good idea to use social media channels for event marketing, you should avoid overdoing it. Consider using only a few, selected social media platforms where you are likely to find most of your target customers.

5 Meetings to do for Event Success

Although some people believe meetings are a waste of time, it is not true always. In some situations, meetings are necessary. When it comes to event planning, a number of meetings need to be arranged before the event. As an event organizer, you should communicate with different groups of people at different times. Calling every stakeholder to one meeting may not work. For instance, the scope of your discussion varies considerably when your meet with suppliers Vs when your meet your clients. Here are 5 meetings you must do to make your next event successful.

1. Meeting for marketing strategy

You should arrange this meeting as early as possible, ideally as soon as you decide to host an event. In this meeting, you should invite your marketing staff along with anyone who you think should know about your marketing strategy. Discuss what marketing channels you want to use and how. Delegate the right tasks to the right people and set a clear marketing goal for your team.

2. Meeting for venue selection

It’s obvious. You need to rent seminar room for your event. Selecting the right venue, however, may involve more headache than you think. You need to look for a venue that provides all the necessary facilities, such as, water supply, projection room, and WiFi. Choosing the right location is also important. Make sure the venue is strategically located, so that your guests can reach easily. Once you find a suitable venue, you need to sit with the venue manager. Ask questions until you’re completely convinced. For instance, if you are booking a training venue, check the background and reputation of the training room rental company.

3. Meeting with suppliers

Depending on the nature of your event, you may need to arrange food supplies, flowers, and other stationery items from outside vendors. Select your suppliers and call them all to a meeting. Make sure all important members of your internal team are also present in the meeting. The idea is to have everyone on the same page. Assign tasks and set a deadline for every task. This meeting will also help initiate communication between your internal team members and outside vendors, fostering teamwork and coordination.

4. Meeting with sponsors

If you are looking for sponsors, you may need to meet many potential parties face to face. Build a team exclusively for this purpose. The team should have representatives from your marketing, sales, and design teams. Also, make a plan on how to convince someone to sponsor your event. You may need to arrange multiple meetings with different parties.

5. Meeting for speaker selection

To decide on which speakers to invite to your event, you need to arrange a meeting with your internal team members. Once you finalize the list of speakers to invite, you still have some meetings to do. You need to contact each selected speaker and brief them your topic of discussion, target audience, purpose, and expectations.

You will also need to arrange a quick meeting with all members of your team on the day before the actual event. Post event team meetings may also be a necessity.

How to Avoid Information Overload at Your Corporate Event

Human brains are designed to handle less than four tasks at a time. This is something that you must keep in mind before booking training room rental or classroom rental for your next corporate event. And the reason is simple! If you overload your attendees with too much information at a time, they may fail to digest it properly. What you should do, instead, is to try and provide a fun and exciting learning experience to your attendees. Here are some useful tips.

Provide a clear and brief overview

You can hand out a leaflet or brochure to each attendee at the start of your event. The leaflet or brochure should outline the agenda of your event, including name of speakers and the key areas of focus. This is a great way to let your attendees know what to expect from the event. They can even prepare themselves mentally before the speech or presentation starts.

Plan enough short breaks

Avoid back to back sessions, so that your attendees can take a break between two sessions. If it is a long session, you can even break it into multiple small units and allow multiple short breaks within one session. The duration of the break should be neither too short nor too long. One 10-minute break after every half an hour is a good rule of thumb. However, you can extend or shorten the duration of the break, depending on factors, such as, complexity of the subject.

Encourage conversation between attendees

When two or more attendees talk about what they just learnt, it helps them digest the information more easily. So you should actually encourage them to initiate a conversation with each other. This will definitely help them rehash and have more clarity on the topic.

Change the setting

You can also help your participants digest the information by changing the setting frequently. Look for a training room rental that has multiple meeting rooms or conference halls, so you can move to a different room or setting after every few hours. The change in visual keeps an element of surprise and helps your attendees concentrate on the topic.

Limit the number of speakers

It is never a good idea to invite more than three speakers on the same day. In fact, some organizers do not even want to invite two speakers on the same day. If you think, more speakers are required to cover all angles of the topic; you should extend the number of days rather than squeezing more speakers into a single day. Leave your attendees wanting for more rather than tiring them out with too much information.

Bring variety in the way you provide information

The same information can be given many ways. For instance, you can use images and videos to put the message across. Bringing variety in the way you present your information is a great way to keep your audience engaged and have then digest information more easily.

Another good idea would be to arrange games for your attendees, so that they can recall the information in a fun way.

How to Get more Sponsors for Your Event

One common concern of most event organizers is how to arrange the funding. No matter how brilliantly you’ve planned your event, you need money to execute your plans. It all boils down to how many sponsors you have and how much they are funding. From booking seminar room rental to arranging foods and accommodation for guests and to rent training room, everything needs to be planned ahead and you should arrange enough funds for everything.

However, getting more sponsors for your event is easier said than done. It’s like applying for new jobs. The employer can accept, decline, and choose not to even respond to your application. You should keep trying, but make sure you know how to impress prospective sponsors with your proposal. Here are some useful tips.

Give them enough information about your attendees

Your prospective sponsors want to know details about your attendees, including their age, contact details, gender, profession, likes and dislikes. This information helps them decide whether they should advertise on your event. For instance, if you are expecting more participants in their 20s, sports goods selling brands that mainly target youngsters may be interested to sponsor your event. You can collect details about your audience at the time of registration. Have them fill out a registration form with some mandatory fields, such as, name, age, address, and occupation. It is also important to organize the collected data before presenting it to your prospective sponsors.

Ask for money

Your sponsor proposal should mention an amount you are looking for. Some event organizers think asking for money in the proposal is not a nice thing to do. They fear that the prospective sponsor may turn down their application, if they ask for an amount. On the contrary, a pitch without a definite amount may give an impression that you are confused and have lack of confidence. Also, don’t sell yourself short. Ask for an amount that you think you deserve. Often, sponsors judge your confidence from the price you charge. If you can charge a handsome amount, this shows you are confident about your capabilities and about the effectiveness of your event.

Tell a story

Don’t make your proposal sound boring. Feel free to make it interesting, after all you are taking to human beings. One good idea would be to tell a story. It could be about your past achievements or future plans. Just make sure it has a human touch. Remember, stirring a little emotion in your proposal helps sell the idea well.

Approach the right person

A big part of the game is to find out the right person in the company who you should approach. He or she could be someone from the company’s marketing department, public relations office, head office, or sales department. Do your own research and find out the influential person in the organization, who often makes important decisions regarding sponsorship.

In addition, you should try and improve your online presence. If your prospective sponsors look for your company online, they should find many positive reviews of your company.

How to Overcome Event Management Challenges

Organizing events is a good way to promote your business to your target audience. However, successfully planning and executing an event is no easy feat. There are some common challenges that most organizers face. Knowing about these challenges would be your first step towards countering them. Here are some useful tips on how to overcome those challenges.

Being memorable

Attendees should remember your event weeks after the event is over. Otherwise, there’s no point spending time and money on organizing an event. Anyone can contact a training room rental company or rent seminar room to organize an event. But, if the event leaves no impact on your attendees, it would be a failed effort. After all, every event has a purpose. Maybe you are trying to promote your products or train your employees. Whatever the purpose, you should find a way to make your event memorable. For instance, you can have your attendees participate in an interesting activity. People usually enjoy the fun and excitement of group activities and remember the experience for months. Another good idea would be to have enough snapshots at your event and post them on your company’s social media account. That way, you can have your attendees revisit the enjoyable experience they had at your event. It is also a chance for you send your message across all over again.

Choosing the Right Venue

If you rent seminar room at a location that is not easily reachable or do not have adequate parking space, your attendees can have a negative perception of your brand. Also, make sure the venue is equipped with all the necessary elements, including free Wi-Fi, projectors, comfortable chairs and desks. It may not be easy to get the right venue, especially if you are organizing an event at pick times. However, you can overcome this challenge by planning ahead. You should choose and book your training room rental at least one month ahead of the event date.

Managing expenses

If you don’t have a budget for everything, you can run out of funds in the middle of your event. From printing leaflets to renting an event venue, there are many expenses associated with event management. You should list down everything and stick to your budget. This easier said than done – but you can handle your expenses better with the assistance of a trusted accountant. Consider employing someone for this task.

Managing time

Seasoned event organizers always move ahead of time, which means they always set a deadline and complete the job within the stipulated time. For instance, you should complete all arrangements at your event venue for before your guests arrive. Ask your team members to reach the venue early. Assign tasks and constantly monitor them to see whether things are happening as planned. For instance, you can tell one member of your team to deal with external vendors like the florist and food vendor, while another member can look after the guests. Allocating tasks and setting a time limit for every task always help manage time well.