Things To Remember When Planning A Charity Event

One of the things that tend to pop up more often throughout the festive season are charity and fundraising events. These are not only wonderful opportunities for the public and private sectors to support wonderful causes across the globe, but also a good opportunity, as someone organising the event, to get buy-in and support from the wider community in promoting and assisting these organisations.

Still, the thought of organising an event like this, whether large or small, can be overwhelming. Which is why we’ve come together and provided some of our favourite tips and tricks to deploy when you’re planning everything out.

Decide On The Type Of Event

When doing events for charities, you can decide on several formats. Usually, there is a fundraising element to most charity events — whether by virtue of guests buying tables, or there being some sort of auction for nice treats and trips. Defining how precisely your event is going to look will make it much easier to establish how you’re going to make it happen.

Decide On Which Cause To Support

Once you’ve settled on which cause to support, you can easily determine how to market and promote your event. Choosing a cause to support requires thought and consideration, ensuring that the cause aligns with the company or brand’s values and that it is appropriate within your events context.

Marshal Your Resources

Getting your resources together is important. Whether that’s securing a team of experts to help you, or ensuring that you have items to auction, or even rustling up your sponsors. Whatever you need to do, make sure that you’ve got all your resources handled and planned out, so that there’s no mistakes on the night of the event.

Collaborate With Others

One of the best things about hosting a charity event is that you can collaborate with other brands and companies. When it comes to charitable events, there’s plenty of goodwill to be found in your industry, so you should draw on that to increase the impact and, ultimate success, of your event.

Promotion Is Key

As with any shindig, marketing and promoting your event is key. This is particularly important when it comes to any charity event — you want to get the word out and ensure that the world knows about what you’re doing. For this, you can mix traditional and digital marketing, to create the widest range to spread your message. It’s also good to get in touch with the press, to ensure coverage of your event, and its longevity past the actual day.

Pick A Venue

Deciding on where your event is going to be is possibly one of the most important decisions you make. You need to consider what you need from your venue, whether there needs to be a stage, how big the space should be, and what other elements of your event need to be planned for. Choose your space with care, and ensure that it has all the required accessibility for your guests.

Themes Are The Way

The truth is, charity events need something a little extra to get everyone into the swing of things. A theme is a great way to up the ante on your event and add a little glitz and glam to it. Coming up with a theme, and it can be as simple as ‘wear black and white’ is a good way to get the guests and donors involved and having the best time.

Plan Every Little Detail

We’re sure nobody needs to hear that you should plan out every single aspect of your event, but this goes double for any charity event you’re hosting. The key to a smooth and successful event is to make sure that everything goes according to plan, and planning out all of it, down to the very last minute and the tiniest of details.


Finally, when your event is done, it’s important to follow up with your guests and donors. Send a thank you to everyone, and make sure you show your appreciation for their attendance. Not only does this leave a great impression, but also means you remind your guests of the party long after it is over!

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

Seven Tips For A Delightful End Of Year Staff Party

As we approach the end of the year, the infamous staff party looms large on the horizon. If we look at movies and television, there are tons of tropes and stereotypes about the end of year, Christmas party, not least of which is that someone always breaks down at some point and there are tears. This is something, in particular, we’d like to avoid, since the end of the year and the coming Christmas should be a happy time for everyone.

Which is why we’re here to help — we’ve taken all of the best event guidelines that we have, turned them inward, and compiled a list of things you should remember, and that you can do, when you’re planning your staff Christmas party!

Book Your Date Early

When it comes to business, the end of the year can sometimes be some of the busiest times. There’s plenty to wrap-up, so when you begin planning your staff christmas party, keep in mind that there are probably tons of meetings and lengthy to-do lists to navigate. So not only should reserve the date as soon as possible, but also perhaps do a preliminary investigation, providing a host of dates as options for the staff body to choose from.

Also decide when you want to have the party — whether you want to have an extended lunch, and afternoon event that leads into sundowners, or an evening party.

Be Clear About Your Budget

Crucial to having a successful staff party is to be sure of what you’re working with. So before you start planning out all the details, you should be really clear about what your budget is. You definitely need to involve senior management in this conversation (plus, they’ll be able to call off work if your party is during working hours), as buy-in from them is crucial to achieving a great event for everyone.

Theme Negotiable

A lot of the time, there’s the instinctive urge to ask everyone to dress up. And sure, fancy dress is really a great way to get everyone into the mood, but sometimes, folks don’t really have the resources or the time to put too much attention into an entire outfit. Themes, however, are great and they add a little special something to a staff party — it allows everyone to get out of their heads and out of the work mood. So you could choose a theme that just makes everything a little consistent and is fun to do. Maybe everyone could wear something red? Or Christmas hats? Either way, incorporating a simple theme into the party could be a ton of fun.

Make Sure There’s Enough, But Not Too Much

Everyone knows the horror stories associated with drinking too much at the staff party. And that is certainly not the aim here. But you do want to make sure that your event is well-catered — with enough food for everyone present — as well as enough to drink (without going overboard with liquor).

Splurge A Little On Entertainment

Since it’s the end of year party, there’s plenty of reason to go a little beyond the usual when it comes to entertainment. Hiring a band, or even a DJ to play a couple of favourite songs for the party is a great way to set a festive mood, particularly if you have decided to have your party at the end of the week, and everyone is letting their hair down a little bit.

Make Time To Show Appreciation

The most important function of the end of year party is to show the staff how much they are appreciated. This can get lost in all the decorations and excitement, so be sure that you set aside a specific time that you can dedicate purely to ensuring everyone knows they are appreciated and valued. It adds a nice shine of positivity and goodwill to what promises to be a great evening.

Document Everything

Finally, make sure you get pictures of everything and everyone! Nights designed for good times and great memories deserve to be immortalised, so be sure that you’ve got a designated photographer, and then you get everyone involved to send you any photos they take!

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

5 Ways To Set Up An Employee Wellness Program – Part 2

Previously, we provided some tips to help you kick off an employee wellness program within your company. Looking after the health and happiness of employees not only makes the working environment one everyone wants to be in, but it also ensures high levels of productivity and achievement, which is always good for company growth and progress.

But you shouldn’t simply focus on the program. A great way to boost involvement, and ensure that everyone is participating, is to host employee wellness days, or fairs, that are not only a little bit of time off from the daily hustle and bustle of work, but also gives everyone an opportunity to focus on their wellness, entrenching it further into company culture.

Here are some of our best tips for hosting an employee wellness event.

Plan Plan Plan

Just because it’s internal, and focusing on something many consider intangible, doesn’t mean that a wellness event needs less planning that any other event. If anything, this one requires just that little bit more attention, simply because we’re dealing with things like health and happiness, which looks different for everyone and needs to be handled tactfully. In this respect, you should use all the feedback and information you’ve received on your wellness program as a guide for how to proceed.

Get In Touch With Wellness Vendors

In this very specific instance, you should gather to yourself a pool of expertise that can offer employees and everyone participating in the event the right kind of advice and provide them with real, tried and tested solutions. There are many different companies out there that cater to all aspects of wellness, and inviting the right vendors to your event is crucial to ensuring that everyone has a good, valuable time.

Handle Your Decisions Thoughtfully

When planning a wellness event, you want to pay extra attention to decisions like when you host the event, where you decide to host it, and what you want to achieve with it. All of these decisions factor into how people will be feeling on the day — so you don’t want to pick a day when people are not feeling particularly up to socialising (a Monday, for example), or host your event in a space that isn’t conducive to a good mood and a smile. Which is, after all, your focus.

Make It Interactive

Not only do you want to make your event worth company time, you also want to make it worth everyone’s time. Which means that you don’t want people to be bored, or disengaged throughout your event. Ensure that the activities you have planned encourage people to interact, not only with their own wellness, but also with each other. Employees should also enjoy the event — activities should be engaging, stimulating, and fun, and not simply an extension of the standard work day.

Incentivise Everyone

Now, this doesn’t necessarily mean paying folks to be healthy. But everyone likes to know they’re going to be rewarded for their work, in whatever capacity they are providing it. Prizes are a perfect way to fulfill this desire — particularly if the prices are specifically tailored to encourage physical, emotional, or mental wellness. Raffle, anyone?

Finally, Thank All Involved

This is also not just restricted to the people who assisted with the planning — though they deserve much, much gratitude because planning any kind of event is a huge amount of work. But it’s also important to recognise the participation and efforts of all the employees who have taken part in the wellness program, and made steady gains in their health and happiness! So, when everything has come to a close, be sure to thank everyone for contributing to the growing wellness culture within your company.

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

5 Ways To Set Up An Employee Wellness Program

Everyone in business knows that happy, healthy employees perform well and deliver high quality work, which in turn ensures a thriving and growing business. Over the last few years, the concept of employee wellness, and making that a central focus of any company, has become more and more important. And in our industry, with its driving deadlines and its high targets, maintaining employee wellness becomes even more crucial, not only to the success of the business, but the success of employees and colleagues.

An employee wellness program is something that should be implemented in as many working environments as possible, including yours. Here are our top tips to remember when you’re trying to get a wellness program off the ground.

Get Management’s Support

As with any initiative you want to start in the workplace, support from your leadership team is crucial to its success. Not only because it ensures that you will be provided with the necessary authority and resources to implement your wellness program, but also because people learn from behaviour they observe, and for employees to see their managers and team leaders getting behind the idea of wellness will foster and engender support from the rest of the office too. It’s important that not only does senior leadership demonstrate their commitment to employee wellness, but lead by example as well.

Ask For Input

Once you’ve got the leadership team on board, it’s important to talk to your colleagues. There’s no point implementing a wellness program if you don’t know what you need to be focusing on. And you’re certainly not going to get any buy-in from your peers if you focus on the wrong things. Gather all your colleagues, or send out a request for some feedback, and figure out what the major wellness areas are, and where they would like to see more attention being paid.

Be Intentional

Successful wellness programs require deliberate intent. If you’ve decided to spearhead wellness efforts within your company, know that it is a culture that has to be created. First and foremost, you should set goals and objectives that you would like to achieve with your program — not only does it make it easier to communicate what you’re trying to achieve to your colleagues and management, but it also means you can establish what kind of budget you’ll need to work with, and just which resources you’ll need to be working with.

Find A Management Tool

These days, with how attached we are to our phones and devices, implementing a wellness program becomes much easier when you have a management tool that goes along with it. And there are so many different kinds of tools you can use, which are able to track all of the work employees put in, and which everyone participating can use to set their targets and bring wellness into the digital age.

Set Up A Wellness Policy & Team

Once you’ve set everything up, it’s important to have a written wellness policy, a set of guidelines that participants can use throughout their wellness journey. It’s just as important to have a team on hand to help you implement that policy, and assist anyone taking part with their queries, and help you plan and execute various wellness activities. Not only does it formalise your efforts within the workplace, but also lends support and structure to your entire program.

Promote Your Wellness Efforts

Finally, once you’ve set up your program, you’ve got to promote it! Regular mailers to employees, posters around the workplace that inform them of all their options and choices, as well as regular employee wellness events. Making wellness part of your corporate culture, by incentivising employees to participate, incorporate activity clubs, and dedicate a part of your office space to wellness efforts are just some ways you can incorporate health, and happiness, into your office environment.  

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

Catching The Elusive Buzz

So you’ve organised your event. You’ve negotiated with suppliers, located a venue, decided on the event’s theme, contacted the caterers, and put together your guest list. Everything is basically ready to go. Now it’s time to turn and focus on the more intangible aspects of hosting a successful event in your industry or for your brand: creating buzz.

For most organisers of events, the impact and value of their time and efforts can be measured by the impact of the event, who is talking about it, which websites and publications report on it. A fair amount of legwork needs to go into laying the foundations for this to happen. Which is where our helpful guide comes in, because sometimes, creating buzz can be a test of your mettle.

Get In Touch With The Press

This is your first port of call, particularly if you want your industry and others to know what you’re up to and the direction your brand/company is headed. It might seem old-school, but drafting a press release and sending it to journalists in the area is a surefire way to get eyes on your prize. Make sure your release is concise, not too long, and clearly communicates the motive behind your event, what you’re trying to accomplish, as well as all the details — time, place, location, etc.

When you’re sending your press releases out, however, do your research. It won’t get you anywhere, if you’re hosting a tech product launch, to contact the crime reporters in the area. Make sure you’re getting in touch with the right people, who have the audience you’re looking for.

Don’t Discount Social Media

It must get incredibly tiresome to see the same advice about social media coming from all directions, but in this case, it’s that way because it’s tried and trusted advice. Social media is one of the quickest ways to generate interest around your event. Even something as simple as creating a hashtag can help broaden the scope of your reach, and doing a fully-fledged campaign only amplifies that.

Another good idea for social media is to invite influencers to your event. These are people with large followings, who generate buzz all on their own, and can be incredibly advantageous to your efforts. But like with the journalists, make sure you’re contacting the right people, who are knowledgeable about your industry and won’t stick out like a sore thumb. Unless that’s your MO, in which case, invite the beauty blogger to your branding and networking event — it works, sort of. Just make sure everyone knows your angle and what you’re up to.

Give Some Sneak Peeks

There’s something truly addictive about behind the scenes, real-life moments. One way to generate buzz around your event in the days leading up to it, is to let people have a little look into what goes into setting up something like this. It helps arouse curiosity, and there are so many ways to give insight — whether that be through little videos, Instagram stories, pre-event interviews and brand pushes. These also help maintain interest, as they tend to be a bit more compelling than a couple of tweets or some posters.

Online Works With Offline

The growing tendency these days is so marketing for events solely online. And while we all have a phone in our pocket, it isn’t quite time to dismiss offline possibilities and opportunities yet. There’s something quite charming about seeing an online campaign manifesting in real time, so if there are creative, innovative ways to get the public involved both on- and offline, they should not be overlooked.

If It’s Awesome, Buzz Will Come

At the end of the day, it’s still about how good your event was. There are countless examples of events with amazing marketing and activation and hype, all of which were not realised come event day. You don’t want to fall into that category, so above all, ensure your event is awesome. If it is, everyone who is there will create the buzz for you, and help make your event memorable and buzz-worthy long after it’s over.

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

5 Tips For Hosting A Memorable Event

When you’re planning an event, and it’s not for a handful of your dearly beloveds, creating an impact is altogether a different kettle of fish. When you’re organising a corporate event for two hundred of your peers and professional colleagues, creating meaning and a long-lasting memory. There a number of focal things you can do to ensure that all your guests leave with a smile on their faces (and that they come to your next event!).

Harness The Internet

To make sure your event is a memorable success, you need to start early. One of the ways to ensure that everyone knows to pop by is to harness the power of social media. It’s the perfect platform for you to create awareness around your event, inspiring interest and attention. This can be done on multiple channels, including Twitter, Facebook, and Instagram. You can also use a number of different mediums, from simple text, to images and videos. Facebook is also particularly useful in this case, because you can use the event organisation function to increase the reach of your efforts, and to provide a way of keeping track of who is coming and who isn’t, and to update all the attendees on any developments or changes.

Once the big night arrives, social media is also a great way to share with your industry (and the world at large). You can take pictures, upload videos, and immortalise the night’s best moments on the internet. The great thing about this is that it extends your event long past its actual end — after all, a retweet is timeless.

Make A Good First Impression

Everyone has been told, at some point, that first impressions don’t count. And that’s mostly true, except for those moments when they absolutely do. When you’re organizing  corporate event, you better believe that first impressions can make or break your guests’ experience. Which means you should be pulling out as many of the stops as you can when your guests arrive. That includes ensuring they have someone to greet them, are offered some form of refreshment, and can easily access a member of staff should they have any requests.

Strike The Right Decor Balance

When hosting a professional event, there’s not that much wriggle-room. Every single element of the event will be under scrutiny and appraisal, which means that you definitely want to be sending the right message with your decor and the venue you choose. This means understanding exactly why the event is being put together, and what the overall objectives of the host are. It’s also about knowing the guest list, and the tastes and aesthetic preferences of those who are attending, and ensuring you strike the right balance between what the guest wants to see, and what the host wants to see. Always remember you want to create an event that is professional, elegant, and slick, while at the same time seem welcoming, warm, and absent the very specific formality of the work environment.

Be Realistic With Budget & Resources

There are those events that are memorable for all the wrong reasons — malfunctioning tech, dwindling refreshments and snacks, a boring host, and bland decoration. Take your needs and requirements into consideration when you’re budgeting, and ensure that you are realistic about your figures and quotes. A well-run, well-executed event definitely enhances the quality of the experience, and is one thing that truly sticks out to guests, so ensure you are realistic about what you can deliver, and what you want to provide.

Thank Your Guests

And by this, we don’t mean at the end of the event, though you should do that as well. But a good idea is to get in touch with your guests a few days after the event, and thank them for their attendance. If there are pictures from the evening, then it is a good idea to provide those as well. Not only is this just good form, but it will also reignite memories of the event once it’s over, reminding the of their experience which, if you have followed all the tips above, will be well worth remembering!

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

5 Things To Remember When Planning A Large Event

Summer is certainly the highlight of any events calendar, and hosting parties becomes the order of the day when the days seem to go on forever. But throwing large summer celebrations is easier said than done, and whatever the reason for you hosting the latest one, there’s no question that a couple of helpful insights into how this whole process works will certainly be useful.

Choose Dates And Guests Well In Advance

When planning a private party, deciding on the guest list and deciding on a date go hand in hand. Co-ordinating around individual schedules can be complicated and finicky, which is precisely why you should planning these elements way in advance. Give yourself as much time as you can to draw up your list and send out your invitations. Ensure that guests also RSVP so you have an updated idea of how many people will be attending.

Organise Your Venue

Securing a venue for your event, particularly when the season is in full swing and everyone has the same idea, can sometimes be complicated. You also want to ensure that your location is appropriate for the number of guests, and has all the requisite facilities, including bathrooms, and an area where event food and drinks can be stored.

Put Together A Team

Large events are difficult to manage on your own. Putting together a team that can handle all aspects of the event — including safety and security — is critical to the success of your party. Bartenders, waiters, and a catering team to handle the menu are all necessary elements required to ensure guests have a good time. In some cases, you may need a photographer who will document the event, and additional staff to handle other logistics.

Decide On Decor

Whether your party has a theme or not, decor is obviously a strong factor in whether you pull it off or not. Not only decor, but how the space is laid out, and whether everyone there will be comfortable and at ease throughout the duration of the event. Ensuring the environment is pleasant and compelling through decor and layout is just another way of making your event enjoyable and memorable.

Be Prepared For Anything

Large events are, in many ways, no walk in the park. They can at times be stressful and need a lot of planning. Part of the planning includes recognising that anything could happen on the night, and to be ready for whatever happens. With a solid team, there’s nothing that can really rock the boat.

As leaders in events management, Planit are Ireland’s go-to team for planning and running large scale events. Our most recent event was the Crumlin Sparkle Ball. Chat to us about how we can bring the best of events planning to you.

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

The Benefits of Live-Streaming, and Going Global

The Benefits of Live-Streaming, and Going Global

There is something magical about those events that only come around once every few years. There are so many: world cups, Olympics, epic music festivals, royal weddings, and elections. Once upon a time, all you had to remember these moments in history are photographs in the newspapers the next day, and stories from the people who were there. But it’s 2018 now, and with the dramatic and innovative evolution of technology, major, international, events that were once just distant happenings are now closer than they have ever been.

Live-streaming has revolutionised the way we engage with major events, and the way event organisers and participants engage with an audience that reaches far beyond the boundaries of what they can see. With the advance of mobile and streaming technologies, a music festival that was once limited to the people who had access, is now accessible by fans and supporters all over the world.

And the benefits of streaming your event right into someone’s cell phone on the other side of the world are numerous.

Everything In Real Time

Streaming your events offers the audience an opportunity to engage meaningfully, as the event is happening. This is particularly evident in the world of sports, where live-streamed finals are some of the most enthusiastic and interactive events across the globe. There’s certainly something special about the tension of watching a board of points update in real time.

More recently, the song competition Eurovision was broadcast live, across every platform, including your mobile. Anyone could tune in for the reading of the final scores, from anywhere (including the bath, and who wouldn’t want that?). Making events accessible is a great way to expand the reach, and live-streaming into someone’s pocket increases the size of the audience exponentially.

Angles Make The Shot

If you’re a fan of live music, you’ll know that key to your enjoyment of the performance is finding the perfect place to stand, and dance, and watch the show. If you manage to find a good spot, everything is perfect. But if you don’t find a good spot, you’ll spend more time being elbowed by people walking past, looking for a better spot.

With streaming though, there’s none of that, plus a dozen angles and close-ups nobody in the audience is getting. And if you’re one of those people who have to count their pennies and don’t make it to the actual event, you won’t be missing out any longer. This year’s best example of that is the extraordinary filming job done on Coachella, and particularly Beyoncé’s performance — the truth of that performance is that the best view was from right at the front, or from in your kitchen. A tremendous amount of work goes into filming and streaming a live performance, but it pays-off in an experience that makes all of the audience breathless with the same excitement.

See All Of It

One of the joys of live-streaming is that it expands the scope of what the audience can engage with. This comes in handy with events where there is a lot happening, like at the Olympics, or a massive music festival like Download. There’s always lots to see, but the realities of two legs and time constraints (and, in some cases, ticket prices) cannot be ignored and sometimes, you end up missing things. Streaming all of these events means that audiences at home have much more variety to choose from. You can watch as many track and field events, and live performances, as you like when the entire events is the click of a button away.

Everyone Was There

Perhaps the most incredible benefit of live-streaming is its ability to make whoever is watching feel like they are right at the event.  It’s another way to make memories, to bring iconic moments of the modern age home. It’s a way of leaving an impression on the global consciousness.

The most memorable event of the last few years, the royal wedding between Prince Harry and his partner Meghan Markle. There’s something really special about this particular event, and something equally special about feeling like you were there, and watching all the fabulously-dressed guests walk onto the carpet, and the happy couple as they said “I do”. Live-streaming has the ability to capture collective imaginations and attentions of an international audience, and make them remember it for years to come.

Sometimes, folks want to attend their favourite event, but life comes along and stops you from doing that. Outside of its multiple benefits when it comes to the quality and impression of the experience, live-streaming means that nobody is missing out anymore, whether you’re watching the event from the comfort of your couch, or you’re filming the event and sending it right into the audience’s lounge.

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

How to manage the unpredictable

Planning for the unpredictable: safeguarding your events

There’s a good reason why event management was named one of the five most stressful jobs on the planet. With multiple variables, vendors and stakeholders involved, things can – and do – go awry. The good news is, an unforeseen issue doesn’t have to spell doom for your entire event – if you know how to handle it, that is.

With a little bit of ingenuity and a hefty dose of determination, you can ensure that unexpected hiccups don’t spiral out into a full-blown event disaster. Here’s how to handle bumps in the event management road:

Compile a Disaster Management Plan according to the unique characteristics of each event.

It goes without saying that an end-to-end Disaster Management Plan is crucial. But what many event managers fail to take into account is that every single event is different, with unique requirements. As such, your Disaster Management Plan should be tailored to these particular components. For example, a Disaster Management Plan for a conference comprising thousands of attendees in multiple venues throughout a foreign city will look very different to that of an exclusive product launch for a select few VIPs in a nearby locale.

Work in unison with venue staff.

Many potential event hiccups can be quickly resolved when your team works hand in hand with venue personnel. The majority of venues have their own contingency plans in place, so meet with them before compiling the Disaster Management Plan. They’ll also be able to advise on alternative arrangements and will be able to contact the relevant authorities should you require additional assistance in the event of an emergency.

Know when to outsource help.

Some crises can be dealt with internally, but should the safety of guests be compromised by events such as a security threat or a natural disaster, ensure that you’ve got a direct line to the relevant authorities who’re adequately equipped to handle precarious situations. As mentioned earlier, your event team should be aware of all emergency contacts well before the event, as should your guest-facing staff.

Invest in insurance.

Safeguard against costly cancellations by investing in cancellation insurance. It’s crucial that your contingency plan includes a force majeure clause (unforeseen, external and unavoidable incidents; also referred to as ‘Acts of God’, such as a hurricane or armed conflict). This should be included in all Service Level Agreements with vendors and contractors to protect all parties involved.

Have a dedicated team to handle guests queries and concerns.

In the event of a crisis, guests look to your event management team for information, and more importantly, reassurance. A convenient way to distribute emergency plans of action and information to your event team is via an encrypted messaging app or network, where alerts and instructions can be posted and received instantly. Having a sole information source goes a long way in saving precious time by mitigating against conflicting information or a breakdown in communication. If guests are yet to arrive, make use of an dedicated social media manager who can post updates and inform guests of changes to the agenda.

Offer discounts or gratuity items if guests are inconvenienced.

If the date or time of an event changes drastically, ensure that guests are incentivised to attend by offering them a discount or upgrades on travel or accommodation. Alternatively, complimentary meals, tickets to local attraction and the like can go a long way in placating guests who’ve been inconvenienced.

When it comes to event planning, the stakes are high. Make sure your events are handled by the professionals. We have extensive experience in planning and managing events that go off without a hitch. Send an enquiry, or reach out on Facebook or Twitter.

2018 Event Trends Loading…

With the goal of setting the bar in event experiences even higher, these are our top five trends in eventing for 2018.

#1 Video killed the radio star

Since the introduction of drones and GoPro’s, videography has started to edge toward the realm of virtual reality. The best and most recent example was from the 2018 Winter Olympics in South Korea where Intel created a VR drone performance like no other. Known as the Intel Shooting Star drones, some 1200 of them when combined formed an aerial vehicle (UAV) specifically designed for entertainment purposes and controlled by a pilot. LED lights on the vehicle created holographic colour combinations in the form of the Olympic rings as well as an animated snowboarder and dove. Not only was it a spectacular experience to watch but is an indication of what is to come with the mind-bending possibilities of drone and VR technology.

Photo source: Intel

From wedding videos to live social media footage, the use of these technologies create the feeling of ‘really being there’ and enhance the all important maxim of an authentic experience, or as it were, an authentic experience of the experience. The impact that live video is having on social media is profound. Facebook Live videos for example are not only watched 3x longer than other videos but users comment on Facebook Live videos at 10 x the rate of normal videos .

The implications of this for event engagement and exposure are obvious in that the live streaming allows for an uncensored take on an event without any editing. There is also the potential for tighter security with evolving video technologies that are coming to the fore.

#2 Everyone’s invited

One of the biggest trends to continue its upward trajectory is that of the family friendly event where every age group and family member is catered for. This is particularly the case with weddings and weekend or multi-day festivals. Think a kid’s play or entertainment area, or an open-air cinema complete with popcorn machines for tweens (or adults depending on the PG of the movie) or a poker and cigar lounge for more seasoned event goers.

This trend isn’t just about entertainment or how to keep guests busy but also filters into their needs and therefore how to make the experience more enjoyable. For example: a noise-free peaceful space for young children to retreat to when it’s past their bed time, or a pamper parlour for every member of the family to enjoy a time-out, whether it’s a manicure, massage, makeover, or place to charge your phone.

#3 Let tech be thy teacher

Aside from the apps available today to help event personnel stay organized and on top of their A-game, the use of technology in event management is getting more and more intelligent and complex.

Crowd-shaping is a term that’s gained much cadence in the industry in the last while and shows no sign of abating. Essentially it’s used to refer to event organizers manipulating elements of an event in real time based on guests interactive feedback. Lighting to bright? With a quick double-tap the lighting rig adjusts. Music too soft? Same thing.

Taking it a step further where guests don’t have to engage at all, bots or interactive devices can sense if the crowd starts to dimish, organizers then figure out why and start adjusting the music, atmosphere, lighting etc and so it becomes like a live experiment where guests are the subjects.

There is also gamification, which is according to EventMobi is the “the integration of game-like thinking in nongame environments to bolster engagement, loyalty, and fun.” This is an important element for brands that are either launching or introducing a new product or experience because virtual reality is the means to communicate in the most visceral way to potential consumers.

 #4 An all-sensory experience

Engaging the senses have always been fundamental to event management, doing this well can be the difference between a mediocre event and one that is unforgettable. But beautiful flower arrangements, delicious foods and OTT décor can go so far, these days creating an experience where all 6 senses are engaged, or cross-engaged, is where things are at. The more experiential the better

Think holographic glasses that turn the world around you into a montage of amazing visuals, or using scent and taste in interesting ways like blind food tastings. Engaging the linked senses of taste and smell is particularly impactful because it is believed that the olfactory centre in the brain is closely linked to the memory one which is why a certain smell can cause a slew of memories to flood back. The message here? If you want your event to be remembered for ages, engage the sense of smell.

At last year’s Coachella Music Festival in the Colorado Desert, festival goers were treated to a multi-sensory experience courtesy of tech brand HP. The 11 000 square food dome created by Obscura Digital and sponsored by HP was suggestively called Antarctica and provided a refreshing respite from the intense desert heat as it was blasted with aircon.

The dome itself was touted as the world’s biggest 360 degree projection dome ever and accommodated 500 people at a time.  The audiovisual display on offer was akin to an art installation and fluxed between panoramic settings in nature to travelling through the human blood stream and throughout space.

 #5 Ticket sales

Event organizers are making the purchase of tickets a lot more accessible thanks to online ticket resources now being implemented on social media platforms. So on an event’s Facebook page for example, there is the option to purchase tickets through the platform as opposed to going to a third party website.

But the buzzword in ticket sales is RFID wristbands (Radio Frequency Identification), an application that has been around for a year or two but is starting to gain increased popularity. As the name suggests, it’s a techie solution to guests waiting in queues, scratching in their wallets for cash, and being able to take part in fun, bespoke digital activations. With all the information that the guest needs when attending the event locked up safely in the wristband (identification, email, ticket an bank account info), RFID tech lets guests really immerse themselves in the experience.

Whatever these trends mean to event organizers, and how they implement them, the take home message here is that the success of an event is far less about about the numbers (quantity) and more about the impact of the experience (quality).