Tag Archives: choosing time of an event

First things to consider when producing a memorable small business event

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When organising a small business event much of the time is spent in the planning of that event whether it is a workshop, seminar, small exhibition with speakers, and your events success is all down to the planning and in the details.

First decide upon your target Audience:  You need to define who your target audience is.  This will be the start for all your other decisions, such as format, content, price and location etc..  Being structured will enable you to stay focused on achieving your goals.

Have a clear business purpose for holding your event:  You have to be clear on why you are doing this event, as every decision will support your mail goal:

  • Is it a medium for passing on information, educating your market
  • New products or services release
  • Create brand awareness
  • A way to meet new customers/prospects and gather sales leads
  • PR opportunity, a way to make customers feel important build on loyalty
  • Involve third party vendors and resellers, strengthening business alliances

Create SMART goals:  always start with strategy; this will need to be measurable.  You need to know what is you are trying to achieve, outline what you are aiming for, then make sure that you follow this through to enable you to reach your goals.

Check other industry event when they are scheduled:  Check the calendar for dates, no bank holidays, or school holidays etc..   Check other events that your target audience might be interested in attending.

Know your budget:  Know how you are going to pay for the event.  The cost will depend on the number of attendees you will have.  Is the event funded by sponsorship, ticket sales, collaboration with other companies?  You will need to create a budget before looking for a venue.  Remember to add all expenses not just the meeting room such as food and beverage, audio visual etc..

Decide on type of venue for the event:  Know your event size, location, how easy is it for your attendees to get to this venue?  You may have to be flexible on this depending on availability and how the event may change in size.

Make a checklist of the details:  The checklist needs to contain everything you are planning for the event.  Are you are going to do all this your-self, or just certain parts? Event management logistics that needs to be considered include:

  • Programme content of the event
  • Putting together a Gantt chart showing time lines with action points, responsibility and critical dates
  • Marketing the event – the invitation process to include attendee invitation and registration
  • Registration management – client lists
  • Venue liaison to include:
    Room set up
    Audio Visual requirements
    Food and beverage
    Running order for breaks, luncheon, reception
    Logistics of getting materials to the conference venue
  • Speaker management including co-ordination of speakers, presentation, hand outs
  • Production of delegate documentation including delegate packs and badges

The organisation of an event is a project planning process.  Like all projects it will grow and develop and you have to be flexible but still keep your eye on the ball as with all events that are going to happen at a certain time and all has to be ready and in place for this time.  Checking and re-checking is so important to make sure that you have covered as many eventualities.  Remember your events success is in the details.

 

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Tips on How to Run a Successful Exhibition: Finding the right exhibition for your company to exhibit at

Before signing up to attend an exhibition which is a large undertaking both in commitment to time, people and money you need to undertake market analysis and understand your company’s market, its market strategy and its objectives.

Market Analysis of Your Company Market and Objectives

Before researching which exhibition to attend you first need to understand your own company’s specific marketing objectives and strategy. This includes:

  • Market environment, and market share trends
  • Your customers
  • Your competition using SWOT (Strengths, Weaknesses, Opportunities & Threats) analysis
  • Your company strategy and marketing objectives

Research

It is essential that you undertake research about the exhibition before deciding to book a stand space. Unfortunately many companies fail to do this, resulting in very poor outcomes, being out of pocket and putting off exhibiting at further exhibitions in the future.

The simple way of researching whether to attend a trade show is to ask the exhibition organisers for last year’s exhibitors lists and visitor attendance records including demographics of attendees numbers, job roles etc.

Speak to previous exhibitors to find out their experiences and return on investment. It is amazing the information that can be gleaned in this way. For example comments might include, “The show was good but we were in the wrong hall, Hall 2 had most people because that was where the restaurant was”. Or “Yes there were lots of exhibition visitors but unfortunately they were not the decision makers.” The exhibition industry, like most others, has a series of professional publications that list the major events around the world.

The credentials of any show can be established by checking how long it has been going and its relevance to the products or services on offer. Also consider the exhibition’s ability to attract the market leaders to exhibit, and the decision makers to visit and the level of advertising and promotion for the event.

Exhibition Publications

Before you book trade show stands it is imperative that you undertake some research to identify the right trade show so that you get a good return on your investment. There are many ways in which you can research a show’s success before you book or design any trade show stands.

Publications like ‘Exhibition Bulletin’ will list shows by venue, industry type and time of year. Exhibition Bulletin runs regular features such as Audit Watch. Here you will be able to see which trade shows are in decline and which shows are improving their attendance levels and exhibitor numbers. By speaking to the organisers you should be able to get hold of previous year’s exhibition catalogues to see which clients are rebooking their trade show stands and which ones are not. It is always a good idea to speak to these companies to find out why they have rebooked their trade show stand, who attends the show and how successful it was for them. Obviously you need to make sure that the types of visitors are right for your organisation and products or services.

Resources & Information Available

Online Resources to Source Trade Shows

·        AllConferences.com

·        BizTradeShows.com

·        Bvents.com

·        CantonFair.org.cn

·        Conferensum.com

·        EventsEye.com

·        EventsinAmerica.com

·        Exhibitions.co.uk

·        ExpoCentral.com

·        ExpoDatabase.com

·        ExpoPromoter.com

·        ExpoFairs.com

·        GlobalSources.com

·        TheTradeshowCalendar.com

·        TheWholesaleForums.co.uk

·        Tradeshow.alibaba.com

·        TSSN.com

See more at Trade-Show-Advisor.com

ExpoPromoter.com

ExpoFairs.com

GlobalSources.com

MyTradeFairs.com

TheTradeshowCalendar.com

TheWholesaleForums.co.uk

Tradeshow.alibaba.com

TradeShowPlaza.com

TradeShowWeek.com

TSNN.com

Create Your Own Database of Exhibitions

Create your own company database of exhibitions with pertinent information, so that it is easy to review which are suitable to attend such as:

  • Year quarter
  • Start and finish date
  • Name of event
  • Theme of trade show
  • City & country
  • Venue
  • Website
  • Organiser contact
  • Target industries
  • Target audience
  • Budget cost to exhibit – space only, shell system
  • Number of attendees in previous year
  • Speaker opportunities
  • Final call for papers date
  • Is sponsorship available?

The above suggestions should assist in making your decision to which Trade Show to exhibit at easier.

Tips on how to run a successful conference: Part 5B Finding the Right Venue for an Event

Location & Meeting Space for the Event:

  • Location is a very important to consider: make sure that the venue is easily accessible for all attendees.  Will the delegates be coming from near or far, do they need overnight accommodation, Is the event best suited for a city centre or country location, near an airport or train station, easy access to public transport, or do you require near access to motorways and a venue with plenty of parking?
  • Accommodation:  Is the event just one day or over several days? Do you require on-site accommodation or a conference centre or venue with a selection of hotels near to the venue?  Even if the event is only for one day you may still need accommodation for the set up staff, or delegates and speakers.
    • The programme of a conference or seminar will dictate how much time you need to hire the space for setup, rehearsal, exhibition set up if linked with a conference, and de rigging if you have much staging after the event.  You will need to take this into account when finding out what space is available on the dates you require.
    • Understand how many meeting rooms and what size, breakout rooms, exhibition space, registration area and lunch. coffee break area you require and on what dates. It is easiest to set this out on a spreadsheet and add to this the number of overall attendees you expect at each session.  You need  to understand how many rooms you require and their layout such as theatre style will not require as large a room for 50 pax as one set out for cabaret style, or classroom style for the same number.  Always make sure that you have adequate space for your delegates to be in a meeting without feeling cramped, this is also important for the coffee break or lunch areas where the delegates will want to network.
    • The facilities – Staging,  A/V, multi-media and technical support must be taken into consideration.  Each session requirement will affect the size of room required.  Ceiling height restrictions, weight load bearing factors and easy access is important to consider when the space is being used for exhibition.  If the event requires simultaneous translation you will need to leave adequate space for booths to be set up.  The plenary room may require, back projection with stage set this will take up quite a large area of the room.  Note that some venues already have tiered theatre seating and in-build A/V in their meeting rooms.  If wishing to have a private lunch area consider whether this will be a stand up fork buffet suitable for a networking lunch which will not require such a large area as a seated buffet lunch.  Coffee break area’s should be with-in easy access to the meeting rooms or a central place where the main exhibition area is set.

Venue Search and Site Visit

Venue search can be done by a specific venue search agent who do not charge a fee but get commission from the booking.  Alternatively an event company used for managing the event can do a venue search and booking on your behalf.  If you prefer to do this yourself, then tourist offices, hotel chains, trade directories, the internet, can all assist.

Once you have a short list of venues you think are suitable you must always do a site visit to inspect the venue as brochures and website will never compensate for an actual visit and understanding the layout of the venue and how the delegate flow and programme will work.  When doing a visit always have an inspection check list, (If you require further information on the check list please contact B2B Event Management and we will send out.)  When you do the site visit you must also be prepared to discuss your programme, and give the venue as much information to enable them to understand the best use of their site for your event.  Before making a final decision make sure you understand the contract and cancellation policies. It is also advisable to see if you can get any references from other organizations  who have used the venue for their events.

Reference reading:

John G Fisher – How to run a Successful Conference

Tips on how to run a Successful conference: Part 5A Finding the Right venue for your event

Finding the right venue for a conference or seminar:

Previous articles have detailed the reasons for having a conference and how to plan for this.  Before selecting the conference or seminar venue it is important to understand the goals and objectives of the event and what you want to achieve. You need to have set the budget to understand how much you can spend on a venue as well as understanding what type of audience you will be inviting and where they are located  as this will influence the location and type of venue most suited for your event.

Timing of the event:

  • Before choosing a venue you need to decide on the date of the event.  The more in advance you can book the venue the better choice you will have in finding the right venue and getting the facilities that are suitable.  Different times during the year are popular for events and the venues will normally charge a premium at these times.  Certain days in the week are more popular like midweek, venues again may charge more for room hire.
  • Make sure that the date does not clash with other National events that may affect attendance.  Different seasonal times of the year, public and school holidays can affect the attendance of an event.  Remember if you are inviting guests or holding an event in different countries you need to be aware of their public holidays. Be aware of other large events that could affect you holding your event as this could clash with some of the delegates attending or the location of your venue. Also any large event such as a sporting event or large convention or exhibition in the locality can affect accommodation, restaurants being fully booked and lack of meeting space.

Image of the Event and Delegate Profile

  • It is most important to make sure that the image of the company or Association is matched by the image of the conference or seminar venue.  The tone and type of venue should be in keeping with the conference concept and part of the overall theme marketing of the event.
  • Delegate profile must be investigated before deciding the venue. Research of attendees status, where they are located, numbers to attend, age, male to female ratio, can affect the type of venue suitable for your event.

Reference reading:

John G Fisher – How to run a Successful Conference