10 Ways to Be a Better Event Manager

Event Management Company Bangalore, Eventsource

Event Management Company Bangalore, Eventsource

1. Practice Makes Perfect

The simple fact is that the best way to become a better Event Professional is to gain more experience. In ‘Outliers’ Malcolm Gladwell explains the concept that it takes 10,000 hours of practice to make you skilled or an expert in any field. Volunteer, take paid work, run your own events.

Seize every opportunity to hone your skills, work on a wide variety of events, large and small, and experience every role within the events team. Every event is unique and unfortunately there is no magic formula. You need experience to intuitively know and plan every detail.

2. Read Widely

From theoretical event planning text books and industry magazines to eBooks and blogs there is a plethora of current information available about every element of the industry. Dedicate time each month to keeping up to date, identifying trends and learning about new technologies.

3. Reflect

After every event project ensure you reflect, analyse feedback and discuss with your team and the client how to improve. Enjoy the praise but look most closely at any negativity or areas rated average. Share anything that didn’t go to plan with the wider team, along with how the situation was dealt with and lessons learnt. Don’t sit back and be complacent, no matter how big a success the event was. Every small detail can make a difference and there is always room for improvement!

4. Use Technology Wisely

Keep yourself sane by making the most of tools and technology which can make your job easier. Steer well clear of technology that takes up too much of your valuable time for little reward or clear purpose. Understand the process behind the technology too so you can understand better why it is important and the value it is adding.

5. Engage with Thought Leaders

Social media breaks down barriers and is a great way to keep up to date and connect with influencers that can challenge your way of thinking and working. Take part in Twitter chats, join and contribute to LinkedIn groups, watch thought leaders on YouTube to see new perspectives and trigger new ideas.
Go to industry events and hear from some of the top speakers in the world of events. Feel inspired by the fast-paced and exciting industry you are a part of.

6. Find Solutions Not Problems

We make it our mission to find a solution to any problem a client throws at us. If we are asked to do something that we know from experience will be a bad idea we will of course explain our reasons for why we have reservations. Importantly though we then try to find a workable solution for the client which will deliver their vision but in an achievable and practical way.

7. Attend Events

As an Event Organizer I find it hard not to be silently critical of other people’s events, constantly thinking ‘why have they done that?’ and ‘I wouldn’t have done it that way!’ It can however also be enlightening to see how another Event Planner has brought their vision to life and to think about the thought process behind every decision made. Marvel at the things that have been done well and enjoy having time to immerse yourself in the event experience rather than being the person working tirelessly behind the scenes!

8. Think and Question

Involve every member of the event team and brainstorm ideas on a regular basis. What would the ideal event look like? If time/money/resources were no barrier what changes would we like to implement? How do we improve the attendee experience? How can we overcome this challenge/problem? Why do we always do it that way – is there a better way?

When planning an event try to think through the journey of every person attending the event and their different needs – e.g. delegate, speaker, exhibitor, VIP, media, wheelchair user.

9. Take Care of Yourself

To be your best and give 100% you have to take time out, switch off and recharge. All work and no play is not a recipe for success. Sleep is also essential! Take time away from your computer screen, zone out from your to do list and get some fresh air at regular intervals so you can come back to your desk refreshed and positive.

This post gives some helpful advice and tips from expert Dani Stevens: The Event Planner Lifestyle Boost: Take Care of Yourself While Planning Successful Events.

10. Love your Job

I believe that the best way to be the best Event Manager you can possibly be is to ensure that you remain passionate about your job. Planning events is often cited as one of the top 10 most stressful careers and it is not something that can be done by halves.

If you don’t love what you do then I would urge you to find a more peaceful alternative to earn a living that doesn’t demand such long hours and high blood pressure! When you truly enjoy your job a simple natural smile and your enjoyment for your work really shines through. Believe me – it makes a difference!

In Conclusion

This post has explored 10 of the ways I strive to be a better Event Manager. What are your top tips for being a better Event Planner in 2015? How can you ensure that you are the best Event Professional you can be? Can you identify with these tips and will you be putting them into practice going into the New Year? I would welcome your thoughts in the comments below.
Read more at http://www.eventmanagerblog.com/better-event-manager#8RAbumKfYy6ejukW.99

A Series of Unconventional Events – Six Ideas You Can Steal

Eventsource Bangalore

A Series of Unconventional Events – Six Ideas You Can Steal

Here are some of my favorite ideas for unconventional events. Please feel free to steal – just remember where you got them. They all follow the Four Rules of Unconventional Events and will help fuel your imagination.

1. Parking Lots

There is always a parking lot near the biggest, most expensive venues. Park food trucks in a circle to define the area. Put a live band in the middle and you have a party. Add tents and you can handle even more people.

Here’s a twist on the parking lot. Contact local classic and antique car clubs. Arrange the cars in lines or at an angle and it’s a car show that gives a new twist to an informal social activity. Or, arrange them in rows, and it’s a drive-in theater. The audience sits in the cars for a structured session. A large, inflatable screen completes the picture. (Inflatable screens are fast to set up and look different.)

2. Parking Garages

The top level of most metro parking garages is open and often has the best view of the skyline. Take the same ideas you could use for a parking lot and do them on the top. An added bonus is attendees can park below, eliminating that problem.

3. Hot Nightclubs in the Daytime

Most of the hottest nightclubs sit empty during the day. All the lighting, sound and food facilities are there – plus loads of ambience. Hey, if people are going to be stuck sitting in stack chairs, at least give them an exciting locale. Transform your presenters into content DJs and deliver an “idea mix.” Add a real DJ and you can transform a simple luncheon into a spectacular event.

4. Airport Tarmacs & Hangars

If you want to launch a product, program or division, forget a ballroom – use an airport tarmac. Many small, suburban or commuter airports close at dusk. So you can stage the event right next to the runway. Define the environment with planes. Then use an inflatable screen for the media projections. Now you have the setting for a real launch. For some extra excitement, contact a local, radio-controlled airplane club and you can have your own miniature airshow. All you have to do is dress the key presenters in flight jackets and your event is going to take off! If weather is a concern, you can do the same event in a hangar.

5. Art Galleries Are Good – Art Schools Are Better

In galleries, the art is static – finished and on the wall. But art schools are dynamic – active – works in progress. In this venue, put your meeting’s key content points on canvasses and let the audience physically move from idea to idea. (Thanks to Photoshop, you can take anything you can put on PowerPoint and make it look like art.) Have local art students create instant masterpieces during the event, with the subjects tied to the theme. Suddenly, what would have been a conventional session is now an unconventional collection of attention-grabbing messages that will really get attendees buzzing.

6. Urban Graffiti Party

This works wonderfully in vacant buildings, warehouses or converted spaces. Ask local graffiti artists to decorate some of the walls with the theme, company name, product, etc., to define the space and the character of the meeting. Then the attendees can try their own hands at urban art as they paint on the rest of the walls. Have your graffiti artists nearby to start each wall and then invite people to have fun finishing them. At the end of the event, photograph everything.

Budget, Budget, Budget

Of course, the moment you start contemplating nontraditional venues, the “big budget assumption” always kicks in. Clearly, budget is always a concern. But so is value. Here’s how to calculate your return on investment. Ask: What will the audience gain versus the production cost? You may find that planning an event in a unique space takes more time and effort, but might not cost any more than using a hotel or conference facility – and can deliver a much bigger bang for the buck. You never know until you price it out.

Your Takeaway

Your goal is to create a valuable, memorable experience. Once you know your audience and their preferences, search for the venues that suit them. Just follow the Four Rules of Unconventional Events.

I think there will always be a need and a demand for traditional event venues. There are practical and communication benefits to keeping everyone together. Still, your attendees could learn and remember more if you can break away even for just a part – one session or afternoon.

Suddenly, the context of the entire day changes. The attendees are viewing everything through new eyes. Paying more attention to what’s happening around them. Thinking. Talking. Getting involved … and taking your messages back home. In the end, you’ll likely find that you can generate better-than-traditional results from a series of truly unconventional events.

True experiential marketing has evolved

“It’s the difference between telling people about features of a product or services and letting them experience the benefits for themselves. When done right, its the most powerful tool out there to win brand loyalty.”


Experiential marketing

A great experiential marketing or experience marketing campaign triggers and indulges the senses, transporting brands from a collection of one dimensional value to a full 4D experience.

Consumers no longer want the mundane, they want something which gets them interacting with the brand and rewarded for their loyalty. Experiential marketing and experience marketing is increasingly becoming the back bone to many marketing plans, evoking memorable feelings and creating an emotional connection with the consumer. It could be said that in many instances it has been and is more effective in changing behavior and opinions – over any other form of marketing.

Tips on Marketing Your Musical Event

Enrique Iglesias and Jennifer Lopez Tour Opener - Montreal - Rehearsals

The core of promoting any event is the Marketing Plan. Before you have signed the talent contract, if you are working with a major agency, the talent agent is likely to ask you for a Marketing Plan. They want to know that you are spending adequately to promote their act and that your media mix makes sense and shows you are professional. This does not need to be an ad agency quality prepared book, just an overview of how you intend to promote the show using the 3 components of marketing: advertising , promotions and public relations.

Make sure you include a document title, the intended artists, performance date, intended venue(s) and your contact information up top. Always date all documents. Use a standard font and margins should be between .7 and 1″. Fill up the page and don’t leave huge gaps between paragraphs. Use paragraph headings or page subtitles to guide the reader though an easily digestible flow of information and ideas. This is no place for fluff, your theories or opinionated commentary. Don’t be artsy here. No art at all is OK, unless you have a logo for the event you want to display. Most one-off concerts do not use logos because it’s just not necessary. In concerts the marketing emphasis is on your headliner. For a festival, a professionally designed logo is definitely necessary and the emphasis is on the overall festival not one act. Due to the larger budget for a festival, the Marketing Plan should be longer and be more complicated, as the enclosed plans show.

Any sponsors on hand or anticipated should be mentioned and what that sponsor’s interaction with the marketing will be. If you already have a sponsor committed, it will add credibility to your plan if you show their logo(s). Do you have future plans for this event? The intention to make it annual shoudl also be stated in the Overview or in the Summation.

The Marketing Plan should be factual starting with an Overview paragraph explaining briefly what’s inside and why you are going to primarily use these methods. Is your market unique, with special methods necessary to get to the target demographic? You should have done your due diligence by now and researched all of your marketing alternatives. Now is your chance to boil it all down to a medley of media, promotions and PR, how much and when it will be implemented. Use this plan as your template to promote the event filling in the details and making adjustments along the way. This document is to impress the agent with your promoting powers. Be careful not to state anything you really can’t accomplish or afford. These should be the components of your Marketing Plan.

  1. Overview
  2. Marketing Budget (listed on a marketing calendar) and Media Mix
  3. Marketing Radius
  4. Marketing Schedule
  5. Establish Demographic and where your target can most efficiently be found
  6. Types of Advertising you have chosen
  7. Principal media chosen, which radio stations, newspapers
  8. Ideas and abbreviated proposed ideas for promotions
    (with radio stations, web sites, newspapers- ticket giveaways, etc.)
  9. Press Release topics, release schedule and possible titles
  10. Possible co-sponsors, strategic media partners
  11. Summation

Your marketing plan has a finite number of media options. There are only so many ways to break up the marketing budget. What is the most effective means of getting to your target demographic in the your target market?

Here are the marketing mix media pie alternatives:

Network or local affiliate TV

Web site
Newsgroups, Blogs, Forums, YouTube, MySpace
Email blasts
Viral Marketing

Bus boards
Aerial banners

Media/ Products Promotions

Field Promotions
(Remote, street promoters)
Flyers, posters, cards


Direct Mail

Source : http://www.concert-promotions.com

Event management behind the scene opportunity

Splendid set ups, gracious guests, warm reception and everything to perfection at grand events like ‘Filmfare’ or the ‘Miss India Contest’ or the likes of them leave us amazed especially when we know that it’s all live and there is no scope for a retake. The realisation of the fact, that a small malfunctioning as we have witnessed in some of the fashion shows can play havoc, makes the people who are behind them, all the more important. Yes, it’s the people behind the scene who control the strings and assure the success of an event.

A few years back no one in India would have bothered about something called ‘event management’ and there were sufficient reasons for it. People had limited work, precise needs, very little to think beyond happy meals and daily chores and when it came to celebration time, they used to manage it on their own as that used to be their rare occasion of having some action in their life. Remember the village ladies joining in a month before to lend help for sifting pulses, rice or barley to prepare for the grand feast? Compare it with the present day when man is so busy that sparing a single day to attend the wedding of even a close friend has become a challenge, forget about helping buddies. Now, that’s where event management companies come in.

Opportunity at your doorstep

The over busy schedules of not only the upper strata of society but also the burgeoning middle class, render them with very little time to make arrangements for special occasions that consume lots of time and require meticulous planning. On the other hand, show biz today is in such a boom that whether it is a family function, a farewell or a product launch, leave aside a music concert or a fashion show-everything has to be grand. So, events could range from concerts, fashion shows, press conferences, star nights, product launches, annual day celebrations, promotions, jubilee celebrations and television based events to farewells, wedding or parties.


Before starting an event management company it is a must to do the ground work well. Research may mean making sure there’s a demand for the types of events you can manage in your neighbouring areas (which can act as your launching pad) by conducting surveys, interviews or discussions. A beginner needs a thorough research plan to locate vendors and suppliers who can provide the best services (catering, printing, transportation tent, lighting, sound, performers, stage, etc.) at the minimum possible cost. It would be helpful if you consult a few other event planners to familiarise yourself with the basic know- how of the trade. You may read a few good books to learn more about the variations in the etiquettes and customs in relation to various types of events. It would be a good idea to arrange a few events at your office or home to gather public response.

Start up essentials

Personal party or wedding experiences or those viewed on screen clubbed with your creativity and imagination, besides an understanding of the importance of your role are the perfect combo required to start an event management company. Dharmendra Arora, Head Operations, Empower Events believes, “One has to be passionate about every single detail in the event business. Besides that, a sharp focus on quality and an unparallel stress on customer service are the prime requisites to be an event manager.”

Broadly, events can be personal, social or corporate. While planning an event one needs to be careful that it should be able to convey the motive with which it has been conducted. A corporate event should reflect the ethics of the company and also the status of your client. Since it’s not only his reputation which is at stake but yours too, you have to be doubly sure of your arrangements.

On the other hand, a family function or a wedding should display the culture and customs of your client. Everything-right from invites, stage, food, décor to music should be customised. Variety is a surely must, but you should be able to understand what to highlight. A Punjabi wedding would sound dull without Bhangra. Similarly bland food wouldn’t gel with the taste of these spice lovers. You should not forget that food and folk bring along with them a flavour of the culture

Source : http://www.entrepreneurindia.com

Welcome to the World of Events!!

Eventsource is an experiential marketing, Corporate, live events and special projects agency, made up from a collective of industry experts, with a wealth of knowledge working in the corporate, luxury lifestyle, experiential marketing and charitable sectors.

We work closely with our clients in order to ensure their strategy and message is aligned, from business objectives and brand values, to target audience and event format. We challenge thinking, perception and message; only then do we start developing and conceptualizing a bespoke event strategy and creative treatment , At EventSource we believe an event is more than just a moment in time, it has a before, a during and an after. We focus on delivering first class projects, collaborations and long term partnerships with measurable success criteria’s that consider all three elements. The result enables you to build longer, more meaningful relationships with your audience.

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