Panicking about delivering a successful event? Professional event management services to the rescue!
Attendees “experience” your event rather than passively attending it, so, the primary challenge while organizing an event is to make it a memorable experience for them. Even the minutest damage done in case of attendee experience cannot be undone or taken back. Here’s where an event management agency comes into the picture as it considers every aspect, no matter how little, months in advance.
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Why professional Event Management Services?
1. Expert Planning
A successful event needs a well-thought-out master plan, as well as a strict timeframe and budget. An event management company agree upon the essential objectives, roles, and targets from the very beginning.
This plan lays out every logistical and commercial aspect of the event and serves as the event manager’s bible. It is a living document that is updated regularly, giving you the flexibility and peace of mind to ensure that all aspects of your event are covered.
2. Efficient Budget Management
Some people believe that engaging an event planner would cost them extra, although this is usually the opposite. As a matter of fact, budget is one of the most essential reasons to engage with an event management agency.
Since professional event planners have long-standing relationships with suppliers, organisers, caterers, hotel owners, venue managers, and well-known performers, so, they get you great deals by negotiating on your behalf.
3. Significant Time Saving
Since event management isn’t your strong suit, you’ll waste a lot of time planning everything as you’re likely to have a lot of additional tasks. As a result, it’s always a good idea to sit back, relax, and employ an experienced event management company. It will save you time, energy, effort, and stress from having to organize the event on your own. All you have to do is agree on a venue and a date, and the rest will be taken care of. You will be freeing up valuable time that you can use to focus on other aspects of your business.
4. Innovation at its Best
Event planners will come up with new and interesting event strategy ideas for you, using formats and methods that are tailored to your audience and your budget.
When it comes to conceptualizing every component of the event, event management companies use a great level of imagination and originality.
You can rest confident that your event will be a success since event planners bring a lot of experience and ideas to the table.
5. Smooth Attendee Experience
Event management companies employ a variety of tools and software to connect with participants efficiently and professionally. This can range from building an event-specific website with all of your event information, such as the conference program, map, attendance list, exhibitor list, speaker images and bios, to online registration.
The tools will guide the attendee through the process of receiving joining instructions and, the day before, a text message reminder of the venue’s postcode. Currently, event management platforms are being heavily used for this purpose because of their ability to automate almost all the manual event management tasks.
My Event Gateway is one such end-to-end event management platform that offers all the capabilities required from registration to analytics and reporting.
6. Management on the ‘D-day’
The most crucial part of an event is ensuring a smooth event delivery on site- which all halls will be utilized, how they should be set up, what deliveries are anticipated, when refreshment, lunch, and dinner should be ready, who is accountable for what, and so on, day by day, hour by hour. An event management company employs a well-briefed and experienced staff for this purpose leaving you to network and enjoy the event with your guests.
7. Effective Risk Management
An event is prone to uncertainties such as a power failure, a fire, a medical emergency, or any other unanticipated occurrence that might lead to the failure of your event. Using event management services pays off in this situation as you’ll have a competent health and safety management plan that would have been prepared and presented to the venue prior to the event. Further, you will have experienced employees on hand who will know what to do in case of an emergency.
8. Management of Post Event Activities
It is important to adopt proper criteria to keep up with the attendees after the event. It can include sending thank you mailers, asking for feedback, engaging on social media, updating the event website etc. Furthermore, it is important to measure the event success which is easier said than done!
Determining event success, as you may assume, only takes into account the number of attendees, however, this is not the case! An event management company would help you understand which indicators are most important to the success of your event and how you can use them to take your next event a notch higher.
9. Audience and Panelist Generation Services
Some Event Management Agencies (like ours) have a huge database that helps in getting very specific senior leadership to grace the event as panelists or audience. 89% (1) of conference organizers say finding quality speakers is their biggest challenge. This is because the role of event speakers has evolved over the years, they are expected to not only develop new approaches but to bring more attention and attendance to an event.
Coming to audience generation services, the effectiveness of an event presumes access to the right audiences who are not just passive listeners but potential buyers.
How to choose the right Event Management Agency?
An efficient event management agency will pay close attention to what you want from them. They should be able to describe how they will address those needs within the constraints of time, money, manpower, and resources they are working with.
Let’s face it, not all event planners can manage all the requests a client may throw at them. Some event management companies are better equipped to handle a larger and more diverse workload than others. To put it concisely, look out for an agency that:
- Has experience in the similar kind of events as yours
- Has testimonials from happy clients
- Offers more value in terms of ideas and suggestions
- Offers everything under one roof from strategy to audience and panelist
Planning and executing a successful event can be a time-consuming and costly endeavor in which every element must be carefully planned and managed, which is reason enough to employ professional event management services. Event management importance lies in its ability to meticulously plan and execute gatherings ensuring your events are promoted well, your budget is used efficiently, health and safety management is taken care of, the technical aspect is dealt with professionalism, your ideas get a life, and most importantly your branding and marketing objectives are met.
Channel Technologies, is one such Event Management Company in India that offers end-to-end execution of physical, virtual and hybrid events across the continent. Our services begin at the concept and strategy stage, involve audience acquisition and cover every meticulous detail which goes into a successful event. Give us a buzz today!