6 Safety Tips While Planning an Event

Do you remember the recent fire wreckage during the “Make in India” event in Mumbai? It’s a perfect example of how even the minutest of negligence of the part of the organisers while planning an event can lead to disastrous consequences! Here are 6 safety tips that will help you plan a safer event.

1. Make a List of Worst-Case Scenarios

It’s always better to be prepared for an accident rather than finding the right solution afterwards. This is why when you’re planning your next event, jot down a list of possible risks, threats, and hazards that will affect anyone on site, including the participants, attendees, special guests and staff.  Calculate your risks, taking into consideration the venue, region, date, attendee base, weather, industry type, and event type.

2. Chalk Out a Course of Action

After highlighting all the possible risks, note down the tactics and best practices you can implement to overcome each risk. Also document the potential actions in case of an emergency.

3. Train Your Staff and Volunteers

Throughout the event, any staff or volunteer can run into an emergency situation. Therefore, it’s always a recommended that you spend enough time to train your staff handle a crisis situation. This will ensure your event is safer and better equipped with solutions.

4. Practice, Practice, and Practice

Before the event day, your team should already know the action plan for every possible emergency situation. Practicing safety measures is a great way to ensure this. Also have Q&A sessions with them to weed out any doubts or questions they may have. Remember, the more questions you answer, the fewer questions they will have on the event day.

5. Have a Solid Communication Strategy

Only a good communication strategy will keep everyone in your team connected during the event.  Also, document how you are going to keep in contact with the dispersed groups of people, attendees, and speakers, etc. Many planners prefer sending individual SMS text messages to their set up crew, or manually relay a verbal message to their registration staff, use social media chat groups to contact their volunteers or walkie-talkies to communicate with their security officers.

However, it’s important to choose a medium that all your teams can use promptly and efficiently. For instance, social media might seem like a great way to stay connected but in case of network issues, it won’t be such a good idea.

6. Use the Right Technology

There are plenty of event tools in the market that cover various aspects of event planning—like scheduling, idea sharing, communicating etc. These and these are some event planning tools you can check out to make your event planning safer and smoother.

Follow these tips and be prepared to handle and mitigate any disaster that may happen during an event.

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Is Real Estate marketing running out of ideas?

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Real Estate Companies in Kolkata are spending heavily on advertisements, i.e. print, outdoor and radio, in order to promote their upcoming projects. Almost every day one can see a full page cover to cover print ads in the leading dailies like The Telegraph, The … Read More…

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Growing popularity of event management companies these days

Whether it is a private party, a wedding or a corporate exhibition event, the idea of it seems like fun till reality sinks in and logistics have to be worked out! Then starts the trauma and mismanagement of any kind can lead to a total disaster in the event. With the growing number of events these days, where everything needs to be perfect, it has become an imperative to hire an event management company that can make your life easier for you. Little wonder then that event planners have literally become omnipresent!

When you hire the services of an event management company you are able to focus on the event itself rather than being stressed out about how things are going to get done and on the day of the event you can save yourself the trouble of crisis management in case there is something amiss. Here are four compelling reasons for you to consider hiring a professional event planner for the next big thing you have lined up.

Expertise counts

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Like we mentioned before, an event seems like a great fun thing to do and there are too many volunteers at the mention of it, but when it comes down to brass tacks like contacts while booking the right venue etc, the enthusiasm starts fizzling out and the work allotted to the volunteers seems like a burden. But when you hire an event management company you can trust them to completely analyze all the challenging situations and come up with creative solutions to them. A professional event planner will have managed several events and will bring its expertise and best practices to the table when you engage the companies’ services.

Cost effective

 

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You may think that hiring an event management company is an expensive affair, but on the contrary, such companies end up saving costs for you! For example, being in business for a good number of years, they will have good working relationships with a variety of vendors and suppliers who offer them services at discounted rates. This means you stand to gain as a client when you are making use of their relationships with such people who are vital to the success of your event.

Time saving

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If you choose to take up all the perils of event planning on your head, you will be left with little or no time to do what you may have organized the event in the first place. The main objective of any event is to network and build your potential client or investor base. On the other hand, if you delegate the planning and execution of the event to a professionally managed event management company you can be assured that they will deliver quality services and you will be left free to do what you had in mind as an objective for organizing the event.

Risk management at its best

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You may have done better than your best in putting together the resources to make your event successful and have relied on a bunch of vendors to get things in place on D-day, but just as the event is about to begin, a crucial vendor drops out! What do you do under such circumstances? Well, you don’t have to worry about a thing if an event planner is handling the execution of the event on your behalf. They are professionals who have enough contacts and back up resources to fall back on, if something does indeed go wrong. There may be a minor delay in the course of the event, but these experts will ensure that things are restored to normalcy as soon as it is possible, without any feathers being ruffled.

Now that you have seen the advantages of hiring an event management company, we are sure you will not hesitate in hiring the services of an event management company for the next big event that you want to make a grand success of!.

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Five key things to make an exhibition event successful

In this day of intense competition, even the most successfully run businesses may find it nerve racking to organize an exhibition event. Let’s face it, even if you pay big bucks, there is no guarantee that visitors will throng to your stall. First things first, you need to engage the services of an exhibition management expert, ideally a company which has a track record of hosting successful exhibitions for its clients in the past.

Exhibition planning requires a lot of thought and research. One has to plan everything from the exhibition stand to the staff who will be handling the proceedings of the day. From our experience of exhibitions in Kolkata, here are five basic and key things that we think can make your exhibition event a major success.

Have a goal in sight 

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You would say that the goal of any business exhibition event is to sell. But as an exhibition planner would tell you, your objective has to be far more specific. For instance you need to ask yourself, why you are exhibiting in the first place? Do you want to launch a new product? Do you want to get a database of your target audience or is it an exercise to increase your brand awareness. This objective should be in sync with your business goals and clearly defined and communicated at the very outset.

Presentation is primary

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Exhibitions, as exhibition event management expert believes is not about having and spending huge money. Its about getting creative with the resources you have. You have decide on the right look and feel of your stand and can use anything from electronic presentations to lighting to attract visitors to your stand. The goal must be to showcase your objective and convey it in a clear and concise manner. You do not always need to pay big bucks to book a huge stand. A small and attractive stand can work just as well!

Involve the event organizer

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Just getting any exhibition stand is not good enough for you. Make sure you and the exhibition planner whose services you have engaged ave several meetings with the organizer of the event to explain the nature of your business and the purpose of your exhibition. You have to ensure that you get the right placement for your stand, at the best possible price. Your negotiation skills will come in handy along with the acumen of the exhibition planner’s ideas.

The right team 

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This is a crucial aspect of an exhibition too. You need to make a careful choice when it comes to the people who will be at your stall. Ideally exhibition planners recommend that you have a good mix of “hookers” or people who will hook the attention of your target audience and “spotters” or those who will spo potential customers and direct them towards your stall. For an exhibition event to be successful, you should ideally appeal to all the five senses of your attendees- see, hear, taste, touch and smell.

Spread the word

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After all the arrangements are done, make sure you inform all those who you would like to attend the event and visit your stall. These days it is imperative to make use of social media platforms to let your audience know about the latest in your business. Send out formal invitations to your existing clients and put a gentle reminder on email as well. Exhibition planners also recommend that you are in sync with the marketing efforts of the event organizers and work with them closely in order to get more publicity. If you can afford it, you may even considering linking your business name with the event itself.

Exhibiting is indeed hard work, but the results can be very satisfying and rewarding for your company. It is therefore a job that is best left to the experts!

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Why corporate giants need meeting planners these days

Even till about five years back or so, corporate events used to be drab and predictable with back to back sessions of about an hour each day with a lunch break in between and some standard entertainment in the evening as if it were some consolation prize for attending the day’s event! But today with all pervasive technology, corporate events too have gone through a sea change. Those who are hosting such events have make the attendees of the event comfortable, the sessions invigorating, most importantly facilitate networking, the number one reason why people choose attend corporate events these days.

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Conference management today is therefor no longer just booking a venue and getting a caterer in place. That is exactly the reason why it is a job that should be entrusted to an expert conference planner, a company that preferably has hosted events for companies across sectors, is on top of trends and has the access to the latest technology. A conference arranger or an event management company should be able to provide end to end solutions right from the registration of the guests to using social media aptly in a manner that the attendees can stay in touch with each other long after your event is over!

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A lot of thought and effort must go into the conference, the time or the expertise that you may want to outsource. Take for instance something as simple as seating! That’s not something you would have given a second thought to right and left it to the venue managers to get the seating done the way it suits them! But an event planner would think differently! They would think of strategic seating and arrange the seating in a manner that it would allow the guests to converse with each other when the conferences are in progress. Some would even walk the extra mile and inquire the registered guests about the connections they would like to make in the conference and use the information gathered intelligently while seating the participants.

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A successful corporate event is one in which there is enough scope for interaction. A conference planner will therefore design and arrange the content of the conference in a manner so that there is enough participation and interaction amongst the panelists and guests. This can be done by building in opportunities for Q&A and allowing enough room for the participants to create and shape the content of the event in a manner that they find useful.

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No event today is complete without the mention of technology and social media. Not only does state of the art technology be used in the broadcast of these events, social media must be used to its full potential to promote your event and keep it alive after its done. A popular trend is the use of event apps where the app becomes the hub of all the relevant information about your event. Things such as the profiles of the speakers, documents and presentations can be stored easily in this app and can be accessed by the delegates on their smart phones whenever they wish. Listed here are merely a few details that a good conference planner is likely to pay attention to. Large scale corporate events are big affairs that must be handled professionally and made to seem effortless and seamless. When you leave the job to event planners, they ensure that these details are taken care of amply so that you can go about earning a reputation as a great business event host yourself!

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