EVENT MANAGEMENT WWW.GALLUSEVENTS.CO.UK

PRACTICALLY PERFECT PA - ASSIST EVENTS

WHAT WE ARE GOING TO COVER TODAY1. IDENTIFY WHAT IS WRONG WITH OUR EVENTS 2. LEARN OR EMBED A STRUCTURED APPROACH TO RUN OUR

EVENTS 3. LEARN FROM OTHER EVENTS AND EVENT ORGANISERS 4. OPEN UP YOUR CREATIVITY 5. UNDERSTAND HOW TO MAKE CHANGES THAT STICK 6. ENSURE YOUR EVENTS ARE NOT BORING 7. ENSURE THAT OTHERS HELP MAKE YOUR EVENTS DIFFERENT

WHAT ARE YOUR OBJECTIVES FOR TODAY? AND WHO ARE YOU?

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“IF I GAVE PEOPLE WHAT THEY THOUGHT THEY WANTED, THEY WOULD HAVE SIMPLY HAD A FASTER HORSE”

Henry Ford

CREATE THE DEMAND

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ANY ADDITIONAL OBJECTIVES?

IDENTIFYING BARRIERS TO CHANGE 1. LACK OF TIME TO BE CREATIVITY 2. NO ONE IN THE BUILDING VALUING CREATIVITY 3. CLIENT OR STAKEHOLDERS NOT WANTING TO

TAKE ANY "RISK" 4. ATTENDEES, EXHIBITORS, SPEAKERS OR

SPONSORS NOT SUPPORTING CREATIVITY

WE WANT REASONS BEHIND EACH BARRIER.

BARRIERS TO CHANGE

IDENTIFYING BARRIERS TO CHANGE 1. LACK OF TIME TO BE CREATIVITY 2. NO ONE IN THE BUILDING VALUING CREATIVITY 3. CLIENT OR STAKEHOLDERS NOT WANTING TO

TAKE ANY "RISK" 4. ATTENDEES, EXHIBITORS, SPEAKERS OR

SPONSORS NOT SUPPORTING CREATIVITY

HOW DO YOU ORGANISE YOUR EVENTS? - WHAT ARE YOUR STEPS? AND HOW MANY ARE THERE?

OBJECTIVES

WHAT WILL A SUCCESSFUL EVENT LOOK LIKE TO YOUR CUSTOMERS / STAKEHOLDERS AND YOUR ORGANISATION?

HOW WILL YOU BE ABLE TO MEASURE THIS SUCCESS?

WHAT ARE THE OBJECTIVES OF EACH INDIVIDUAL SECTION OF THIS EVENT AND THE EVENT OVERALL?

OBJECTIVES

CASE STUDY: HONG KONG CONFERENCE

A STAFF AWAY DAY THAT WORKED

BUDGET AND ALLOCATION OF RESOURCES

EVENT BUDGET HEALTH CHECK

1. You have heard of such a thing as a budget?

2. Everyone involved in the event (who has some authority) has an input into the budget

3. Everyone (above) actually, physically, signs off on the budget

4. It is realistic and based on some knowledge or experience (avoiding wild guesses and SITD)

5. It is detailed, breaking down the elements as much as possible

6. It includes both income and expenditure

7. It has a clear breakeven point (if it’s for profit) or a maximum loss point

8. It shows the “actual” against the “projected”

9. It includes a contingency related to the level of risk of the event

10.You constantly refer to the budget using it to guide your decisions

INITIAL RESEARCH

REFRESHMENTS

LET’S JUST CHECK WHERE WE ARE

▸ You know what your customers and your organisations are expecting from this event

▸ You know how much money you can expect to earn / spend and who will be doing what

▸ You know that your expectations are realistic, as you have researched to some extent the event and the details

▸ So. The next step. What is the KEY FACTOR?

SECURE KEY FACTORS

MARKET AND TAILOR EVENT

SECURE REMAINING PARTS

GET INVOLVED IN THE DETAILS

RUN EVENT

TIE UP THE EVENT / DEBRIEF

THE DEBRIEF

▸ To avoid the debrief is to cement mistakes

▸ Without a debrief mistakes are seldom discussed and often hidden

▸ You have to make time for the debrief - ditch the debrief at your peril

▸ The 20min debrief!

“WORKING IN A CULTURE WHICH EMBRACES THE DEBRIEF IS A SIGN THAT A HIGH PERFORMANCE TEAM IS SURE TO FOLLOW.”

- SQUADRON LEADER, RED ARROWS

THE DEBRIEF

GETTING CREATIVE

SOMETHING CREATIVE I’VE DONE AT AN EVENT

SOMETHING CREATIVE I’VE SEEN AT ANOTHER EVENT

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WHERE YOUR CREATIVITY LIVES

▸ Displaying information

▸ Old school technology

▸ Using Social Media to amplify the event

▸ Smells and the five senses

▸ Interactive spaces

▸ Personalising the experience

▸ Having a “must share”

LUNCH

MEETING DESIGN

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UNIQUE NETWORKING OPPORTUNITIES

REFRESHMENTS

HOW TO TURN ATTENDEES INTO PARTICIPANTS

ADD SOME GAMIFICATION

HOW TO GAMIFY YOUR EVENT1. Ask a speaker to add a test. With a prize!

2. The more you tweet the bigger your face appears on the Twitter Wall

3. The old fashioned treasure hunt using old or new technology

4. Attendee search

5. Throughout the day mark off your progress on your objectives / social sharing your success

6. The busiest stand / The best question / The most popular photo / quote

7. Rate and share scores for speakers

8. Be a good delegate

SPEAKERS OR YOUR EXEC WHEN THEY SPEAK!

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SOME SPEAKER TIPS1. As the organiser you have to be brave!

2. Tell your speakers about “Meeting Design” send them a list of all the possible sessions

3. Ask them “What will make your session truly memorable for the attendees?”

4. Write a briefing document and make them at least read it!

5. Suggest they speak to your audience before the event

6. Tell them that even though they have given the session before they have to tailor it and they have to prepare!

7. Run a “Speaker Training Workshop”

8. Tell them that you will support their creativity!

9. Explain a few things. No one likes powerpoint. Images are MUCH stronger than bullet points. And anyway, only 30% - 40% of their session will ever be remembered

10.Suggest they have at least three key phrases that are easily remembered and as importantly easily shareable on social media

EXHIBITORS

TEXT

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CREATIVE SPACES

TEXT

EVENT TECHNOLOGY

ONLINE EVENTS

IDENTIFYING BARRIERS TO CHANGE 1. LACK OF TIME TO BE CREATIVITY 2. NO ONE IN THE BUILDING VALUING CREATIVITY 3. CLIENT OR STAKEHOLDERS NOT WANTING TO

TAKE ANY "RISK" 4. ATTENDEES, EXHIBITORS, SPEAKERS OR

SPONSORS NOT SUPPORTING CREATIVITY

TO CEMENT THE LEARNING ATTENDEES WILL WORK ON HOW TO MAKE THEIR EVENTS DIFFERENT AND HOW THEY WILL ENSURE THAT OTHERS HELP AND SUPPORT THOSE CHANGES.

EXERCISE

EVENT MANAGEMENT WWW.GALLUSEVENTS.CO.UK

PRACTICALLY PERFECT PA - ASSIST EVENTS