Creating an extraordinary experience for attendees is your goal for any event, and event staff plays a big part in that. So, once you’ve planned your event, you need to hire the right people to run it. Sometimes, a hotel or conference center will have their own personnel for coat check, food and beverage, etc., leaving you to fill only a few jobs. Other events, however, require an entire staff. And not just anyone — you want experienced professionals who understand your goal and how to bring it to life.
No matter what positions you’re hiring, here are five tips to make sure your event goes off without a hitch.
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Imagine an event without music, visuals, or food and drink. It doesn’t sound very captivating, does it? That’s because events are better — not only more captivating but more memorable — when they appeal to all your senses.
Skip a sense, and you’ve omitted 20% of the way attendees experience your event. That won’t do these days when attendees expect an immersive experience. But fear not. There are ways to turn virtually any event into a multi-sensory wonderland. No deprivation, no overload. Everything just right.
Sight and sound are no-brainers. Every event includes things for people to see and hear. (And we’ll assume you plan to work closely with your AV pros to ensure every audiovisual aspect of your event is flawlessly presented.) But why stop with the obvious? Here are some ways to create an event that appeals to the senses.
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Interactive touchscreens are gaining traction in the event world, and for good reason. They are versatile, functional, and just plain fun. You can use them to enhance your event and inspire audience engagement, to provide a more sensory, immersive experience. How? That depends on the type and size of your event.
Here are some examples of ways to use interactive touchscreens at your next event.
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Video is key for any event whether you’re enticing attendees with an introduction video or live streaming to remote locations. But if you plan to use video at your next event, you must decide whether to use front or rear projection.
Simply put, front projection reflects light off of a screen whereas rear projection diffuses light through the screen. They cost about the same and take similar time and effort to load in and load out. So, what makes one better for an event than another? Here are several factors to consider.
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Video has become a common feature in many successful and engaging events, and most of these videos are displayed on an LED screen. But, if your formatting is off, your display may fail to fill the screen, or it will look squished, stretched, or worse. No one wants that! To ensure your event video has maximum impact, here are some tips on formatting for a large LED screen.
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You’re planning an event for 500 people. You find the perfect venue that claims to comfortably seat 550. Perfect! Except you didn’t account for the stage, soundboard, sign-in table, photo booth, buffet, or bar. Oops! You quickly learn — the hard way — that venue capacity is about more than just body count.
Besides, just because the fire marshal assigns a capacity figure to a venue, doesn’t mean you want to fill it to the max. There is a lot to be said for comfort, too. Feeling crammed into a space isn’t conducive to relaxation, learning, or enjoyment. Here’s why it’s important to pay close attention to venue capacity for your event.
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You have a large corporate event coming up and you need to find a location that works for everyone. Do you want to be close to the office for convenience or further away for a retreat feel? And just as important, if you have entertainment or a big speaker planned, how will the venue work for your show? Here are some key factors to consider when looking for an event location.
Every event has a purpose, whether it’s training, entertainment, a major announcement, or something else. You can be creative when it comes to corporate event locations (and your attendees will probably thank you for that), but the venue you choose must be conducive to your overall goals. Remember that workarounds, whether for audio-visual or any other set-up, will cost more and may not deliver quite the experience you envision.
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It takes an entire team of dedicated individuals to create a large-scale event that draws big crowds and goes off without a hitch. But with a lot of people working on one event, it can be a bit chaotic if you don’t know how to manage them well, so delegation and communication are just as important here as they are with any other aspect of your business.
Having a “dream team” to help plan and run your event not only makes everything go off more smoothly, it brings a lot more brainpower and varied perspectives to the project. That can elevate the entire experience – for you and for your attendees.
Here are some of our top tips for managing your event planning team from day one. Continue reading “5 Tips for Managing Your Event Planning Team”