What determines a successful event? What do you have to take into account so that everyone is satisfied with the results? In this article, we will guide you through the basic steps of the event planning process.

Success​ takes more than just execution. Event planners are extremely prepared to face all the challenges that will inevitably come forward during the event planning process. It is very easy to jump to tactics and forget that, without a strategy, things will inevitably go wrong. The following 10 items are by no means comprehensive but can give you a clear idea of the very basic elements you need to consider for a successful event.

In order to be successful, not only the correct development of what is planned is necessary. The professionals in events must be prepared to be able to deal with all the challenges that will arise during the process. No matter how exhaustive the planning work is, we will always have unforeseen problems to deal with.

Here we share 8 keys for an event to be successful.

​8. Be clear about your objectives.​ ​In order to measure if the event was really successful and met expectations, you must be clear about what you want to achieve. Brand recognition? Media coverage? Positioning a product? These questions should have measurable answers. ​

7. Form a team of professionals.​ If you do not have event organization professionals within your organization, perhaps the best option is to hire a specialized agency.

​6. Plan ahead​. It is the only thing that will enable you to avoid the most inconveniences for the development of your event.

​5. Segment and understand your audience.​ The best way to generate an interesting event for your target audience, is to understand it perfectly.

4. Do not forget to promote your event.​ If you only focus on a perfect organization, but you do not have in mind to publicize your event, it may happen that you have an empty room.

3. Prioritize your Stakeholders​. Identify the interested parties in the correct development of the event and maintain your point of view and satisfaction as one of your priorities.​

2. Define measurement mechanisms.​ Doing an event does not mean that the results can not be measured, provided that the correct objectives are chosen, you can accurately measure the success of the task.​

1. Keep an eye on everything​. For the correct development of the event, the involvement of the planner is fundamental  to a greater or lesser extent,  but in all areas and stages of development.

Destination Management Companies

Besides “Deep Meaningful Conversation”, DMC also stands for Destination Management Companies. If you ever had to organize a small event abroad or in another city, you would definitely struggle with logistics. That happens because organizing events in a different city or country has its own difficulties, such as creating the event or program design, planning the excursions, arranging transportation, choosing the right service, hiring and managing suppliers, and, above all, keeping your accounts up to date.

Instead of doing all that by yourself and taking the risk of something going off, you can hire a DMC agency which will give you the chance to deal only with the things that matter the most.

If you are wondering what the main difference between a DMC and an event planner is, you are not the only one. Many people have the same question. So, let us clarify that for you: the main difference is the structure. Instead of having one person working for you, you have a whole team at your disposal, always maintaining a corporate and strategic view.

Organizing successful events is not easy. In fact, even experienced professionals sometimes struggle to ensure that every detail is executed flawlessly.

So, it’s not surprising that when it comes to destination event management, the process can become even more complicated. After all, then you’re not only dealing with the regular challenges of organizing an event but also have to figure out how to put everything together in a different city or even country.

Because of that, destination management companies are usually in high demand. These companies have the experience to handle big events in various environments and know how to avoid the common pitfalls that can put the entire event in jeopardy.

But what is a DMC (destination management company), and how can it help you? And why is SmartWorks a leading choice with destination management professionals? 

Let’s explore below.

Why Would Someone Need a DMC?

If you have experience planning local events, you might be wondering whether you need a destination management company DMC in the first place. After all, how different could a destination event be, especially if the event type is similar? 

Well, the truth is that while some of the basic aspects of the planning process may be similar, their execution can vary greatly depending on where in the world the event is held. Even if you’re organizing the event in another city, that can add many complications because you won’t be able to rely on the same network of suppliers that you could normally. 

In fact, trying to source suppliers in a new country can prove to be an immense challenge, forcing you to significantly overpay for services and venues, compared to what an experienced local might be able to get.

When asking what is a DMC and why standard destination management services are so important, many of the benefits come down to the ability to get you exclusive deals and save you money. Since destination management companies work with a wide range of suppliers and organize many events in different cities, they usually have exclusive arrangements that come with significant discounts.

Another reason why destination event planning can be so useful is that you can take advantage of the company’s unique insights about the specific city. 

Things like logistics, accommodation, and even the program of the event itself all depend on where you’re hosting, so having someone on your side who can get the most out of the city’s advantages is a unique perk that’s hard to pass on.

What a DMC Does

Now that we’ve gotten a better idea of why hiring a DMC can help, let’s look at what a destination management company is.

Since a destination management agency has in-depth knowledge about the region that they operate in, they can take over the entire event planning process and put together the whole event without you having to worry about a thing.

In other words, a global DMC network can take over the decision-making process, providing you with their knowledge of the local customs, rules, caterers, venues, and everything else that might be relevant to your event.

For instance, a destination management company (DMC) can take over the logistics planning in your event, ensuring that the transportation to and from your event is efficient, cost-effective, and on time. As you can imagine, each city has its own transportation challenges, so having someone who can help you with their proven process can be invaluable.

Another crucial part of DNC services is the ability to put together the event itself. Finding venues, suppliers, and planning the schedule of the event are all significant challenges. But when you work with professionals familiar with the region, you can rest assured that they’ll find you the best deals and the most reliable vendors.

When planning an event, you not only need to meet your short-term goals but also need it to be a good representation of who you are as a brand. A failed or hectic event can have dramatic consequences for your reputation, so having someone who can help avoid issues is an invaluable asset to have on your side.

And when you consider that destination management companies can significantly reduce your costs by striking better deals, the investment becomes a no-brainer. 

Working with SmartWorks as Your DMC

It’s clear that DMC event planning is a valuable service that can help you save time, money, and even boost your stature as a company. But if you want to reap the benefits that it has to offer, you need to choose a company that can actually follow through on its promises.

We believe that SmartWorks is a top choice for destination management in Europe, as we have the experience, the wide-reaching connections, and an impeccable reputation that we’ve carefully built over 12 years of business.

Countless details go into planning DMC events in destinations across the continent, and the process can vary greatly depending on the country and even the city that you want to host in.

Because of that, you need a company with an extensive network of contacts across Europe. SmartWorks is one of the few destination management companies that operate in almost a dozen different countries. 

When you work with us, we can help you put together events in Austria, Hungary, England, France, Germany, Spain, Italy, Holland, Switzerland, Malta, and Czechia.

But why do companies, conference planners, and corporate event planners all over the world choose to work with SmartWorks to organize destination events? Well, there are a few reasons.

First, SmartWorks strives to make communication as simple as possible. When you work with us, you always have a direct line with our decision-makers. That means that information can be shared quickly, decisions are made instantly, we can provide you with answers to all of your questions at any time, and we’re very flexible about various details of the event.

Whenever you need an answer or have an urgent situation, you can reach us through WhatsApp, email, or phone, no matter what the time might be.

Working with SmartWorks also means enjoying financial perks. Whether you want us to put together an entire event or just want specific services, you will be able to apply a 0% VAT rate, which means significant savings.

We also have exclusive arrangements with suppliers, caterers, venues, and entertainment across Europe, allowing you to take advantage of deals that wouldn’t be available otherwise. Our relationships with suppliers have been built over many decades, which is why you can enjoy these good relationships and the flexibility that comes with it.

And because we have experience organizing events all across Europe, we have relationships in almost a dozen different countries. We can provide you with guidance on how to approach event planning in different cities.

If you don’t need the whole event organized and just want help with different aspects, we can be as much or as little involved in the process. Whether you want help finding a venue, want us to organize the staff, or need help with the logistics, we are there to offer our insights and put everything together according to your preferences. 

Some of the services we offer include: 

• All of the staff for your events, including security, basic hands, models, and even a host/hostess. 
• Venue selection, including off-site gala dinner venue, selected according to your unique event needs.
• Custom activity creation at the destination, including team-building, leisure, cultural, sightseeing, etc.
• Logistics and transfers to and from your event, as well as anywhere else that might be necessary.
• Various technical solutions for your event, including AV production. 
• Housing and registration for your guests, performers, staff, speakers, and anyone else.
• Management of suppliers, including catering and everything involved with it.

We also have experience organizing a wide range of different events. These include: 

Conferences

We can help you put together a conference that creates a buzz in your industry and positions you as a thought leader. We can take over the entire event planning process and ensure that your vision is fully realized.

Product Launches

When launching a new product, making a strong statement is essential. Therefore, we’ll ensure that everything from the location to the presentation and execution will be flawless, and will help you create a one-of-a-kind experience using technology that leaves your audience impressed.

Gala Dinners

Keeping your stakeholders happy is essential, which is why the details of your gala dinner must be carefully considered and executed. We have put together gala dinners at some of the most exclusive venues in Europe and can help you find the perfect spot in many beautiful European cities.

Team Building & Incentive Trips

If you want to reward your high-performing team and incentivize your goals, you can take advantage of the luxurious and exclusive team-building experiences that we can offer. You can combine thrilling adventures with accomplishing your business goals, and bring your team closer together in the process.

Start Planning Today

Ready to start planning? To make sure your attendants focus on the important things of your event and instead of worrying or stressing about logistics, you must have all the details covered. We’ve got this. If you still have doubts, get into our website and check out our past projects and our regular clients. We´ve got 15 years of experience and a team of specialists ready to cover your needs.

Finding the right choice among destination management companies can be a challenge, but the experience and wide range of destinations offered by SmartWorks make us a leading choice if you want to put together an unforgettable experience and event in Europe.  Call (+34) 951 286 856 or fill out a form to get started today!

Although we are in the age of communication and it has never been easier to get in touch with anyone wherever you are, it turns out that talking in person is still the option that has the most effect when you want to achieve something. Despite this fact, the vast majority of us tend to think that sending an email is more effective.

The study Ask in person: you’re less persuasive than you think about email served to prove that the electrical mail is not as effective as we thought, although the users are convinced of the contrary. And this belief why it happens? The research states that users tend to overestimate our ability to convince when we communicate in writing and underestimate it in face-to-face meetings.

In fact, in the experiment they did for the study, in-person requests were 34 times more effective than those sent by email.

The main reason is that the recipients tend to distrust the messages that come from a stranger of whom they have no reference, beyond the good intentions and honesty of the sender of the message.

To this must be added that the world of email is exposed to security breaches that do not exist in personal contact, thus creating mistrust of the emails we receive from strangers. This barrier of suspicion is easier to avoid when you talk to someone in person.

“When we replicated our findings in a second study, we found that nonverbal cues that were conveyed face to face made the difference in how people interpreted the legitimacy of requests,” says the study’s author at HBR. But the applicants had not thought about this. It is that feeling that someone gives you and that through the internet it becomes difficult to perceive.

Among the factors that could influence is also the predisposition to respond at the time of receiving the message and the attention we provide. In-person contact requires an immediate response, for good or for bad, but when you receive an email that you do not expect, you will most likely leave it for later and end up ignoring it very easily. Talking to someone in person implies that you are dedicating much of your attention and that is above the emails accumulated.

5 BENEFITS OF MAKING A COPORATIVE EVENT

Nowadays, most marketing campaigns focus on the online environment and this is basically because it is a much cheaper way to reach the target audience.

Even so, it should not be forgotten that face-to-face events, despite representing a higher cost for the company, are much more effective for the attendees to remember.

The concept of a corporate event ranges from meetings to company dinners, to meetings, conferences, congresses, symposia and even playful activities for employees.

Whatever their form or typology, these types of events occupy a very important place in the communication strategies of companies for the advantages listed below:

1)    Events, meetings and other events are very effective communication tools both internally and externally

This means that they are very positive both to publicize the company’s products or services to actual and potential clients and other companies in the sector, such as to launch internal information campaigns and strengthen ties among employees.

2)    Enable and foster interpersonal relationships

Corporate events are a great opportunity to expand and narrow our network of contacts or networking, meeting in person with customers, suppliers and other professionals.

3)    Improve motivation and work climate

Few activities can be more effective in motivating employees and helping them to regain their strength or to combat the stress caused by the daily work routine, such as a conference or meeting where leisure and work are combined in an attractive destination.

Another variant can be the organization of a team building activity, such as a paintball championship or a gastronomic day, where the employees of a company have the opportunity to strengthen ties, reduce harshness and get acquainted in the personal sphere and not only in the labor sphere. The possibilities are endless.

4)    Serve to reward achievements or recognize successes

The organization of a special dinner or a party can be the ideal context to recognize, thank and celebrate in group certain achievements and goals achieved by a professional, a team or the company as a whole.

5)    Boost business and sales 

From a quantitative point of view, the main benefit of the events is that, because of the intensity of the contacts that are achieved and because of their promotional effect, they increase sales and do business.

Despite the rise of new technologies and the virtual environment, face to face continues to be one of the most effective methods to get new customers and close trade agreements

Organizing a cost-effective and efficient event is not an easy task, since it is necessary to consider and interrelate very different factors: technical and human resources issues, budget adjustment, definition of objectives, etc.

That is why we recommend having the help of professionals like SmartWorks who have experience in the sector and ensure the success of the event.