Tag Archive for: event management

Why the value of face-to-face meetings shouldn’t be ignored

Now more than ever before, businesses are relying on the use of long distance communication to run their operations. With remote and virtual workers on the rise, technology is making it easier to stay connected with your colleagues or clients in different offices, states or countries. But does this mean that face-to-face meetings and events are on the decline? Not in the slightest!

Four in five people surveyed by Meetings Mean Business believe they have attended an in-person meeting, conference or event that would have been less successful if conducted remotely. As Meetings Mean Business like to say, “great things happen when people come together!”

The benefits of face-to-face meetings include:

Relationships and Engagement

Being face-to-face is one of the most effective forms of communicating and building relationships. It affords you the opportunity to nurture your relationships and engage those around you in a way that simply can’t be emulated online. Face-to-face meetings are where relationships are built upon, deals are struck, and brainstorming is at it finest.

Connection and Trust

While certainly worthwhile, digital communication doesn’t always allow you to build as solid a level of trust between people. In person, you can physically shake the hand of the person you’re connecting with, you might share a laugh and even go to get a coffee together. All of these things build up strong, personal communication which is at the centre of all positive outcomes.

Clarity and Efficiency

Sometimes what we say can get a little lost in translation across online or digital communication methods. People may misinterpret a tone, meaning or message, and go forth with a completely wrong idea. Face-to-face meetings diffuse many misunderstandings straight away, therefore rendering them a more efficient way to get your point across.

Ultimately, the key to getting the most out of your events is to consider all avenues. With so many options available to us, we can choose the best way for us to communicate and build lasting relationships with our colleagues, clients or stakeholders. This may mean holding your event in-person, online or a hybrid of both. Contact us today to discuss your next meeting or event.

How to hold an experiential event

All events need an element of interaction to really give them a wow factor. An experiential event is one that offers guests a unique experience that leaves a lasting impression.

This could mean anything from 3D elements to product demonstrations, from physical activities to virtual reality experiences. Instead of just pushing a message out to your audience, an experiential event provides an immersive and interactive experience, enabling people to engage with your brand in person.

Here are our top ideas for planning your next experiential event:

Explore creativity

People come alive when given the opportunity to be creative. It reminds them of a more carefree time. Try something outside of the everyday – such as having a chalk graffiti wall they can draw on, or a photo booth where they can be silly then take home a souvenir.

Get people learning

Giving people an opportunity to learn something new makes a big impact. For example, you could try a cooking demonstration, an origami lesson, or a dance class! Have fun with it and people will be talking about it for months.

Get up close

If your event includes entertainers or dancers, allow them to go outside of the norm and showcase their talent in unconventional areas, such as among the guest’s tables or on the bar. If it’s different, it’s interesting.

Incorporate AV technology

AV technology can create spectacular experiences which resonate with guests. From virtual reality, to creating an immersive look and feel through lighting, AV can make a big difference.

Talk to us about how you can incorporate digital elements, lighting and sound at your event to create a 360 experience.

How to effectively communicate your event message

Events can help make your business stand out against competitors. When holding an event, it’s important to ensure that the message you want your guests to walk away with is presented loud and clear. This message could be about increasing brand awareness, letting guests know about your cause for fundraising, or communicating excitement for upcoming product releases and launches.

We’ve put together a few tips on how you can effectively communicate your event message:

Styling and decor

Visual components like decorations and colours are a very valuable part of any event, so it’s important that these make sense for the type of event and guests attending. You might decide to use branded decorations, themed colours, or modern decor to help convey your event message.

Marketing touch points

Every channel or technique you use to communicate your event provides a marketing touch point for your message. Make sure that every touch point is cohesive and consistent. You want the event message to be registering in a guest’s mind from their first interaction with your event, whether that be online, through an invitation, or when entering the room.

Audiovisual components

The production elements at your event can make a huge impact on the way your event message gets seen, heard and absorbed. Great audio can help build emotion and engagement, and effective lighting will set a mood and create a sense of enjoyment and fulfillment.

Remember that all event elements, when brought together, combine to create an atmosphere and experience which helps communicate your message. If you’d like to discuss this further, talk to us today.

How can social media play a part in your event?

When social media is incorporated into an event, it can be hugely impactful and influential, generating immeasurable event awareness before, during and well beyond the event.

There are a number of different ways to incorporate social media into your event; we’ve put some of our favourites together to help you get the most out of this technology:

Use social media to promote your event

Using social media to promote an event builds a buzz before the event, attracts attendees to your event and increases the level of engagement at the event. But promotion shouldn’t stop once the event has passed; social media can also be used to extend relationships with customers afterwards.

Popular platforms for brands promoting events and building communities include Facebook, Instagram, Twitter, LinkedIn, YouTube and many more.

Use smartphones and social media to help with event planning

When planning an event, smartphones and social media can be used in several ways to ease some aspects of the planning process. Event planning apps can keep you on track and there are also several apps you can use to coordinate ticket sales.

Have a social media wall at your event

Another good idea to incorporate social media into your event is to have a social media wall, harnessing the power of social networks such as Twitter, Instagram and Facebook. This gives all attendees the opportunity to participate and be part of the conversation and fun.

Encourage audience involvement during the event

By giving your audience ways to participate and interact such as through social media, it can help keep their focus and attention on the presentation. More and more events are incorporating interactive tools such as event apps, real time polling, surveys and messaging so presenters, sponsors and event organisers can open up the dialogue, share information, and receive and answer questions instantly.

What are your favourite ways to use social media at events? Let us know!

What you need to know when choosing a venue for your event

When planning an event, one of the most important aspects is where the event will be held. The venue that hosts an event can mean the difference between a successful event, and a mediocre one.

Luckily, we have some experience working with awesome venues! Check out our tips below that will help you when it comes to choosing the right venue for your event:

Consider all event aspects

When it comes to choosing a venue, you should consider the location, catering options, technology access, seating options, number of guests, type of event, guest expectations and desired event atmosphere including whether the venue reflects the chosen theme and style of the event.

Opt for a reputable AV and event staging provider

Look at whether the venue has a preferred or in-house AV and event staging provider and assess their quality. Choosing the right AV and event staging provider is critical to ensuring your event is a success. Not only do they take the stress out of event planning, they bring exceptional expertise and creativity to make sure your event stands out.

Here are some things to take into consideration when deciding on an AV and event staging provider for your next event.

See your event ideas come to life

There are so many different event types available these days, and if you have a particular idea in mind, it’s a good idea to speak to venues to confirm whether or not they can help your vision come to life. You might want to hold an eco-friendly event, a team building event, or an immersive event – all of which come with different needs and outcomes.

Speak to us today if you’d like to hold your event at one of our state-of-the-art partner venues.

How to style your event to impress your guests

Styling an event can be the most exciting part of event planning! This is where you get to choose the look and feel of your event. It’s an important part of the event planning process as it lays the foundation for how guests will experience the event.

At AVPartners we’ve helped create nearly every event theme or style you can think of – from the Oscars, to Great Gatsby, Moulin Rouge, Masquerade and many more. Event styling incorporates furniture, decor, centrepieces and table layouts, props, audiovisual and digital elements. It takes your guests on a journey, showcasing your theme, your branding and your ideas.

We’ve wrapped up some of our best blog posts to help you style and impress your guests at your next event:

Use colour creatively

When deciding on the styling for your event, it’s important to consider the role that colours play in creating atmosphere. The colours you choose, be it for your decor or your lighting, say a lot about your event message, brand, and theme. Colours can leave your guests with an even deeper appreciation of your event.

Wow your guests

What type of centrepieces will wow your guests? Special consideration should go into all visual aspects of your event, big and small. Including customised lighting, such as gobo lighting, to match the theme or style of your event is a simple yet hugely effective way to make a difference to the overall look and feel.

Use a set piece

A set piece is a backdrop added to a stage for a production or event. It can vary from a simple branded backdrop right through to sophisticated projection mapping. The only limit is your imagination! A set piece can also help with a quick room turn around depending on the venue. For example, a band can be pre-set behind a set piece. Set pieces allow for a visual transformation sure to impress event delegates and make for easier and more impactful transitions between event elements.

Let us help style your next event! Contact us today.

Planning an event? Here’s what you need to know

If you’re planning an event, you might be feeling a little unsure about where to begin! Events are a great way to bring people together, and share a moment, message or idea with a captive audience. They do, however, take considerable time, effort and organisation to execute successfully.

That being said, we’ve put together some of our favorite tips to help you plan your next event:

Know your time limits

Planning events takes a lot of organisation, effort and time. It’s best to start as early as possible and give yourself a checklist so you don’t miss important elements. Lists and spreadsheets will become your best friends! Our post gives you a general timeline of some common event tasks that may help you plan your next event.

Use technology to help you stay within your event budget

The most effective event planners are constantly on the lookout for ways that they can perfect every event, while remaining within their budget. Technology has an important role to play in event planning, and can be used in a variety of ways to help plan, organise, and execute an event. Check out our post on the ways that technology can be used in event planning so you won’t break the bank.

Hire a professional photographer for your next event

Good event photography is something that lives on well past the event. The photos give attendees an opportunity to reflect on the event once it’s done and show others what they missed out on. They can be used to advertise the next event, or to liven up your social media channels. Here are some reasons why hiring a professional photographer is the best choice for your event.

Appoint a reputable AV provider for your event

Audiovisual technology can add a special something to your event. Whether you use lighting elements to create atmosphere in the room, or require a stage to be set up with microphones and speakers, a good AV team will have you covered. How do you choose the right AV team? Our post will guide you.

Ensure that your guests turn up to your event

When planning an event, even when you know your event is going to be engaging and exciting, you still may find yourself worried, thinking ‘what if no one shows up?’ This fear is fairly common in the event planning industry, and if it feels a little familiar, make sure you read our post for ideas to help you make your event irresistible to potential attendees.

Expect the unexpected

Planning events can be both exciting and stressful. You need to make a great, lasting impression but you also need to be poised and ready to spring into action should something unexpected happen. The best way to expect the unexpected at your event is to be prepared. Here are some of the common mishaps we see at events and how to address them.

As you can see, we’re pretty passionate about doing events right! If you’d like some help planning your next event, contact us today.

How technology can help you stay within your event budget

The most effective event planners are constantly on the lookout for ways that they can perfect every event, while remaining within their budget. Technology has an important role to play in event planning, and can be used in a variety of ways to help plan, organise, and execute an event.

Here are some ways that technology can be used in event planning so you won’t break the bank:

Avoid printing tickets

Printing high-quality tickets can add considerably to the cost of organising an event. Instead, you can get event attendees to register for an event digitally. At AVPartners, we make use of registration software that is much more efficient for keeping records than pen and paper. There are a range of low cost options that you can explore, such as Eventbrite and Bookitbee.

Harness audiovisual effects

Add to the visual appeal of your event by making the most of lighting, visual and sound technology. Rather than creating elaborate wall decorations to make an impression, clever lighting can completely transform an event space. Furthermore, visual effects through plasma or LED screens can capture the attention of attendees and take them on an exciting event journey. Sound effects can build up a mood, create anticipation, and transform an event atmosphere.

Go social

Social media is a must-have when it comes to getting the word out about your event and keeping people updated affordably. The options are pretty endless on social media; you can advertise on any platform, you can start a Facebook group for event-goers to stay in the loop or to offer their suggestions and ideas, and you can start building the hype well before the event takes place! Social media can be very cost-effective, especially when compared to traditional forms of advertising or guest contact.

When planning an event with a tight budget in mind, be sure to consider how you can make the most of it with creative and innovative ideas which leverage technology.

At AVPartners, we love planning exciting events and are mindful when it comes to your budget. Talk to us today to see how we can impress your guests!

How to make sure guests turn up to your event

When planning an event, even when you know your event is going to be engaging and exciting, you still may find yourself with a sense of foreboding. What if no one shows up?

This fear is fairly common in the event planning industry, so we’ve come up with a few ideas to help you make your event irresistible to potential attendees:

Remain top of mind

The first step to get people to your event is to let them know about it! Send them an invitation, create a Facebook event page, or talk about it in your newsletter – you need to start spreading the word.

Once you have done this, you need to remain top of mind so that people remember that the event is coming up, and can bookmark it in their calendars. You can do this by ensuring that there is an RSVP and other contact information on any invitations or marketing content, along with having regular updates on social media or through email marketing.

Create a ‘Big Idea’

A ‘Big Idea’ is the ultimate pull for anyone to attend the event, and it usually revolves around an amazing experience. This could be in the form of a famous attendee or host of the event, such as an inspiring guest speaker, or a celebrity chef. It could even be the excitement of walking away with a brilliant gift bag. The ‘Big Idea’ lets the attendee know that they are in for an experience they cannot get anywhere else, and you should highlight this in all of your marketing for the event.

Offer a sensory experience

Create anticipation for your attendees by promising and delivering a full sensory experience. You can do this by making the most of audiovisual technology; lighting and sound effects can create atmosphere, and maximise guest interaction and engagement. Add to this experience with amazing food, great music and unique styling. Using a reputable AV provider will ensure your event is executed to a high standard, and that your guests experience the best of the best when it comes to events. After all, a happy attendee means a successful event!

Remember the good times

Good event planners know how to leverage their previous event experiences, especially in the buildup for their next event. They remind past attendees of all the brilliant things that went right with the last event, by sharing images and videos of their success on social media and through other marketing channels. This ensures that there is return attendance from previous revelers, as well as newbies who want to have as much fun as their counterparts.

Excited to use these ideas to plan your next event? Speak to us today to see how else we can help!

Are these events still in your marketing plan? They should be!

At AVPartners, we live and breathe events. We know events offer an exciting opportunity to engage your customers or clients in a truly unique way. There are a number of reasons for your business or brand to hold events,  and keep them in your marketing budget.

However, it is also a good idea to consider the types of events you have in your marketing plan. Are they worthwhile from a business point of view, or do they need a little refreshing?  

Here are the some of the types of events you should consider including in your marketing plan for your business to get the most out of the year ahead:

Launch parties

If you’re launching a new product or service, a launch event is a great way to showcase your new or upgraded offering to a captive audience.

While the product or service is the reason for the event, a launch party is also a great time to meet and greet your stakeholders and customers, and answer their questions in person. There’s so much scope with launch events to really make an impact and have fun, such as styling the event, offering demonstrations and running competitions.

Client or customer focused events

Sometimes simple things like thanking your clients or customers for their patronage goes a long way to strengthening those relationships; maintaining loyalty and encouraging excitement in your business or brand. You can also use the event as an opportunity to introduce guests to your other products or services, further build your business’ profile or add value by facilitating networking opportunities. If your business is a not-for-profit, you could also use events like these for fundraising.

Employee focused events

Your employees are your gold – without them you have no business. So it makes sense to treat them right and keep them happy, yes? When people feel appreciated, it helps to motivate them and increases their loyalty to your business. Employee events give everyone in your business a chance to mingle and bond in a more casual setting than the workplace which fosters positive relationships between colleagues and builds a great company culture. Popular employee events include team building events, cocktail and dancing events, or even weekend trips away! At AVPartners we organise regular team events and believe we are stronger and more in tune because of it.

Events are a powerful tool for your business’ marketing strategy, so make sure you consider how each event type fits into your marketing plan. Then, give us a call so we can help you organise the event and impress your guests!