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What Tools Do You Need To Plan An Event?

February 12, 2011 By admin
Tools For Business Events

Tools For Business Events

What tools do you need to manage an event? Well, the main tool you need is an Event Organiser who is good at what they do, is well organised, works well with their events team and knows how to use all the resources at their disposal. As well as their personnel tools there are an increasing number of software packages that can be used as tools for planning events.

Good content management and customer relationship management systems can be invaluable event management tools when having a large number of repeat attendees or clients that need regular communications about upcoming events. Some event management tools and CRM systems will also include the ability to log all communications with delegates (for example, records of emails sent with confirmation details of the event booking) which is extremely useful to keep track of what delegates have been sent in advance and to re-issue information if delegates have mislaid details such as attendee reference numbers etc. 

There are a number of specific event planning tools available which can further aid event planning and enable clear record keeping, Event management software includes Online registration and delegate management, which could include online payment. This helps keep track of exactly how many attendees are expected.

Other useful software tools for planning events include packages for venue selection – databases which may be linked to large venue companies with details of locations, venue sizes etc. Software is also available for Exhibition Management and these packages can manage all aspects of planning, booking and billing – especially useful for event management companies regularly planning large and complex exhibitions. Further tools also aid on-site requirements for such large events, such as registration and badge production. 

Increasingly, event management tools are available as online resources, which enables staff working remotely to access them and can avoid limitations on the number of users and required licences. With the increase in use of laptops, smart phones etc, -these web-based tools for planning events can only make event planning easier – not just for the organisation planning the event but for attendees too, and anything which makes it easier for attendees and delegates to book and confirm attendance at an event can only be a good thing!

Filed Under: Event Planning, How To Do Business Tagged With: , ,

The Importance Of Event Insurance?

January 27, 2011 By admin
Business Insurance

Business Insurance

Why do I need liabilities insurance? Well, every business requires liability insurance and events management is no exception in needing events insurance as there are potential risks involved in any kind of event, from a simple catered meeting to a large-scale live entertainment event. Every person at an event may potentially trip and fall and every piece of equipment used or brought onto site for the event runs the risk of getting damaged. If an unforeseen accident happens at your event, who pays?
As we all become increasingly aware of our legal rights, and with access to legal services become more widely available, more and more individuals and companies will resort to legal action to address any losses incurred either to property or as a result of personal injury. Such cases can be expensive so liability insurance is a practical necessity to anyone looking to hold an entertainment event.
Not only will event insurance cover the required Public Liability which is a requirement from either the local authority or venue (check first as they may have a specific minimum level of cover required) but also damage to property or equipment. This can become particularly essential if you become embroiled in action with a supplier for example and there are disputes over damage for expensive equipment.
Your liabilities insurance should also include Employers liability, which will cover any damages or claims incurred by staff employed for the event. Even if you are not paying anyone for helping out at the event, Employers Liability is a legal requirement as you have a responsibility to anyone working at such an event. Equally, there is also specific liability insurance available to non-profit organisations such as clubs and community groups who operate differently to commercial organisations.

Should you have to cancel or postpone your event, you may incur a number of irretrievable costs and liability insurance can cover you for this if the cancellation or postponement is due to reasons beyond your control (such as extreme weather conditions). This could run into thousands of pounds so good and comprehensive liability and events insurance will ensure your business is not damaged irreparably should you need to pay to cover any unfortunate events.

Filed Under: Event Insurance, How To Do Business, Setting Up A Business Tagged With: , ,

Find Solutions To Marketing/Promoting Your Event

January 24, 2011 By admin

Once you have decided to create and manage a live event, you will need to let people know it exists – marketing and event promotion is essential to actually get people there!
When considering an event initially, you should also be looking at marketing an event. This isn’t just about advertising and booking a few slots in the local newspaper but you will need to consider all aspects of the following: within the initial event proposal, you should include details of the strategy behind the event so any further promotion is clear (What is this event? Who is it for?). You may also wish to conduct any appropriate market research to help shape who your event is aimed at. Then you can consider sending invitations, budgeting for and buying any advertising and issuing press releases. You may also have to consider any merchandising and sales promotions, so discussions with suppliers will be essential at this point too.

There are PR and Event Management companies who specialise in promoting events and will be able to manage all aspects of the marketing and promotion of your event. If your event is expected to be large, or you are looking to make a particular kind of impression but aren’t quite sure how to get this across then using their expertise in promoting events may be worth the additional expenditure. This is particularly true when considering a PR strategy, looking at new methods of promotion such as online advertising, use of social networks, creation of artwork and content for promotion and so on.
If you have a very small budget for your event promotion however there are things you can do yourself that just require some preparation, research and possibly some legwork! Making use of free listings magazines, newspapers and websites as well as social networking sites is easy to do. As are basic flyers or leaflets, which can be handed, out or posted. You can also work with the Royal Mail to distribute to specific postcodes, which is relatively low-cost. You may wish to consider placing adverts in larger newspapers or magazines, but this can be expensive so choose your publications appropriate to your target audience. Additionally tube/underground/bus/taxi advertising is not as expensive as you may think but you will need some artwork and text already prepared. Outdoor poster and bus-shelter sites can also be useful for location-specific promotion (outside colleges and universities can be very successful for example) but this will push your costs up.

Whichever methods you choose, please don’t forget to include time, date and location and spell check, read and re-read (and get a second or third pair of eyes too!) – nothing worse than forgetting essential details or seeing a major spelling error in an advert or leaflet after it has gone out. Don’t expect the designer or printer to change it because they won’t!

Filed Under: How To Do Business, Marketing an Event, Promoting Events Tagged With: , ,