Event Planning

Virtual Event Ideas

Posted on by John

What is a Virtual Event?

Virtual events are becoming a commonplace replacement for traditional physical-based events. At their core, virtual corporate events can translate relatively seamlessly from their in-person counterparts. Trade shows, product launches, and team-building meetings can all be held on a digital platform, such as Zoom. With only an internet connection, you can still network with some creative virtual event ideas.

The Best Virtual Event Ideas 

It can be daunting to switch over from the tried-and-true physical gatherings of traditional corporate events. However, with a virtual event company (proper planning, adding some twists with modern technology, and incorporating innovative techniques) you can find some unique ideas for virtual celebrations.

Here are some fun virtual event ideas to get you started.

Team-building Games

As the world shifts toward a mindset where remote work isn’t only acceptable, it’s preferable, there are some downsides to this structure. One of the major drawbacks is a lack of camaraderie between co-workers. However, this doesn’t have to be the case. Your company can find ways, such as hosting a team-building competition, to foster camaraderie.  One such social event idea is organizing a large-scale online board game with dedicated teams. If you want to up the game, you can schedule a virtual escape room, in which cooperation is necessary to succeed. 

Virtual Networking Seminars

Building meaningful connections with others in your industry is one of the largest draws for attending any corporate event. And, just because you’ve switched the meeting space to a digital one doesn’t mean you need to forgo this critical aspect. As far as virtual networking ideas are concerned, you can still arrange a setting that fosters the creation of professional connections.  

Virtual social event ideas can include making specialized “rooms” explicitly designed to meet with industry peers, creating a by-appointment meet-and-greet with known delegates and sponsors, or holding a fireside chat model for people to attend remotely.

Sponsor Branding

If you’ve secured sponsors, the networking sessions you’ve arranged offer an excellent opportunity for them to brand the event. The best virtual events bring some aspect of themselves into the physical world. Aside from networking opportunities, people love swag. You may try and organize with the sponsor to deliver some of their branded merchandising to the attendees in a similar manner that they would receive at a physical event.  

Activity-a-Thons

With many people locked away in their homes, health and wellbeing have been on a decline. As a company looking for virtual events ideas to boost morale and productivity, you may look to event ideas that promote physical movement. Whether you opt for a low-impact yoga session or a digital walk-a-thon, it will give your attendees the motivation to move their bodies between or in addition to the more business-related aspects of the event.

Host a Virtual Party

While in-person get-togethers may continue on the back-burner for a while, that doesn’t mean you shouldn’t celebrate a team’s achievements. In terms of virtual event ideas, an online party may seem impossible. However, with a clever itinerary, you can certainly create a welcoming environment for people to enjoy themselves. While it may not be the same as an open bar affair, you can still post a cocktail menu with the recipes attached.  Don’t forget to book a live band that can stream to everyone connected. 

Organize an Online Skill Learning Course

Virtual courses have become an industry, and the number of skills to choose from can be staggering. One of the best virtual events that have a real-world impact is an online cooking course. You can gather all of your team members and have a real professional chef guide you through any number of cuisines. The best part is that after you’ve finished the class, you have a delicious treat or meal to enjoy. 

Virtual Trivia Night

Nothing gets people more excited than the opportunity to flex their brain muscles, and a trivia night is a perfect venue to let them shine. Play much like a bar trivia night; simply organize your employees into teams. With the right digital background, you can create an exciting event that features a little healthy competition.

Digital Murder Mystery Dinner

Like every aspect of the traditional murder mystery dinner, each participant enters the scene as a predefined persona, and then tragedy hits. There’s been a murder, and it’s up to the guests (in character) to solve the mystery of who-dun-it.

Dance Challenge

As platforms such as TikTok and Instagram have proven, you don’t need to be a trained dancer to bust a move. If your company wants to build awareness around a cause, or you just want to organize your team members to show off at the next gathering, learning a dance challenge has proven time and again to be one of the more successful virtual event ideas.

Virtual Events: Tips for Success

While these virtual event ideas are a great jumping-off point, there are some tips you should be aware of before you dive into hosting a virtual event.

Make Downloadable Content Available

After an event has wrapped up, it’s common for people to want something to take away from the conference. 

Ensure that the Keynote Speaker is Comfortable with a Virtual Format

Before you begin the conference, ensure that the conferences speakers are prepared to speak online. You’ll want to check that all audio and video is streaming perfectly and that the speaker’s background is appealing.

Offer Additional Value to the Event

One of the main draws of many events is that they offer Continuing Professional Development (CPD) credits or certification for completing a virtual training course.

Organizing a successful virtual event can be complex. Luckily, you can rely on SmartWorks. As an industry leader in event planning, we’ve designed exceptional virtual event ideas that have consistently proven to be showstoppers. Contact us today to see how you can make your next virtual event the best it can be. 

Remote Production

Posted on by John

What is Remote Production?

Want to know the remote production definition? Also known as Remote Integration Model or REMI broadcast, remote production is a production workflow that enables live content to be captured from a remote location and managed from a central control room. A remote or REMI production keeps all of the production elements you might find in a traditional broadcast, but your on-camera talent is in a remote location.

A REMI production workflow makes sense in the modern world, especially during the pandemic when many people are unwilling or able to leave their own homes.  Remote production is being used more and more by production companies and content creators around the world.

Benefits of Remote Production

There are many benefits to using remote production, including:

  • Cost savings. Production costs are typically a massive concern for broadcasters and right holders, and remote production is a flexible solution that allows you to cut costs for equipment and staff travel. Since production equipment can be in one centralized location and control remote on-site cameras, your organization can save money on travel and shipping costs. 

When you use remote production, you don’t need to bring a huge team of producers, managers, editors, and engineers to a site. Fewer people are actually needed in the field, which reduces travel costs and expenses like hotel and transportation. You also don’t need to spend money on transporting fragile equipment to the remote site. In addition, equipment setup is much faster, saving time.

  • Centralized resources. REMI remote production enables you to centralize your production resources by bringing audio and video streams back to one centralized production studio. This allows for improved quality and control during the editing process. Human and technical resources are all in one central facility, working within a familiar environment, where they can easily control factors like power, lighting, and sound. 

Your producers, editors, managers, and engineers are also not dependent on weather patterns or limitations at the remote site. They have everything they need set up at the centralized studio. 

  • Increased productivity. A REMI streaming solution also helps improve your production workflow. While your production costs are reduced, your productivity is actually increased, maximizing your production workflow. You would send most of your resources to the actual worksite with traditional production, meaning that your staff members can only focus on covering one live production at a time. Then, your staff needs to return before they can begin working on the next production.

    This process is much more straightforward with a live remote broadcast. Since remote production works over the public internet, there is much less set-up time, and video producers can optimize their resources. Remote production lets you handle multiple production events at the same time. Your production staff can actually manage two different productions during the same day since the production system will be re-used at the next event. Increased productivity means more money coming into your organization while you are saving money on travel costs, moving equipment, and more.
  • Monetized content. Remote production is an excellent way for content creators to monetize their content and is a solution to the evolving nature of content consumption. Viewers want content to be available on a wide range of different platforms. Moreover, audiences enjoy a complete viewing experience, whether they are watching on a tablet, television, smartphone, or computer. 

The remote production model gives organizations and content creators the opportunity to have dedicated camera feeds for delivery to mobile devices and tablets and provides an opportunity for these feeds to be monetized. Remote production offers an economic benefit for rights holders.

  • Low latency. Remote production also shows the benefits of IP technology to offer high speed and high-quality media transport. Multiple audio and camera feeds can be transported to a centralized production facility with low latency over relatively long distances. Plus, with the technology for low latency available, directors can ask the crew at the stadium to zoom or make any necessary adjustments, just as they would in a traditional live production environment. This capability will only be pushed further as the remote production technology grows and evolves.
  • Flexibility. A remote broadcast solution can be set up anywhere and controlled over a network by anyone on your team.  This allows your organization and team members to increase their flexibility and efficiency. This solution allows for improved flexibility for staff members and better distribution of production tasks to others across multiple locations. A graphics operator can assist production in real-time with a second control device. 

Remote film production allows for increased flexibility and efficiency. SmartWorks has highly professional AV production specialists that can work in tandem from a centralized studio and remote location. As we are experts in remote productions, we can facilitate fast communication and react quickly to production changes or challenges. For example, when a producer asks his camera people to do something at the remote site, they will follow those directions immediately.

  • Cloud power. Cloud capabilities allow your organization to customize or change your production workflow at any time. These cloud capabilities provide better scalability and expand with your individual production needs while enabling the safe control, distribution, and storage of your most important media assets in the cloud. Remote production is on the rise, and cloud power gives video producers huge benefits in embracing new network technologies.

Remote Production Solutions

Organizations and broadcasters turn to remote production solutions from companies like SmartWorks to help improve efficiency, generate more content and allow their staff members to work productively from nearly anywhere, especially during the pandemic. Remote production allows broadcasters to do much more with their resources and gives them the opportunity to generate more content and more revenue to meet demand. Broadcasters can focus on using their resources to produce more high-quality content for their viewers while reducing or even eliminating expensive and complicated logistics associated with traditional production.

Remote production helps organizations reduce costs and complexities by reducing the burden of deploying costly resources, the equipment needed to produce everything at a remote location, and the field crew required to manage it all. Remote production also helps you maximize your resources by creating multiple events more efficiently with better attention to quality and consistency. You can focus on accelerating production with IP technology that lets you transport video and audio feeds to a centralized production facility with relatively low latency. You can also create more content by freeing up valuable resources, in turn expanding your live event coverage and generating more revenue.

Live Remote Broadcast Equipment

Wondering what equipment you actually need for a live remote broadcast? Here is a breakdown of some of the best live streaming equipment for remote broadcasting:

  • Video cameras. One of the most important pieces of equipment for a professional live remote broadcast is a video camera. Thousands of different live streaming cameras are out there, including entry-level, prosumer, and professional cameras. The entry-level cameras are typically cheap and lightweight and range from $300 to $700. Prosumer video cameras have decent connectivity and a few manual controls and range in price from $800 to $3,000. Professional cameras are durable with higher build quality and high-resolution sensors for excellent image quality.  These cameras usually range from $1,500 to $25,000. 
  • Audio equipment. Audio quality is often more important to viewers than video streaming quality. There is low to medium quality audio live event streaming equipment in a virtual event company, such as built-in microphones on entry-level and prosumer cameras, medium to high-quality audio equipment like built-in microphones on professional cameras, and professional quality audio equipment like XLR microphones.
  • Mixing equipment. Mixing equipment enables you to capture multiple video or audio sources and switch between them during a live remote broadcast. We recommend considering factors like user interface, physical size, inputs and outputs, automation, connectivity, and onboard processing when looking for the right video mixing equipment. Consider the number of input and output channels, digital inputs, auxiliary and monitor buses and outputs, control through a network app, and on/off or mute buttons.
  • Encoders. Organizations often choose to use video encoding to compress files without compromising the quality. You can use video encoders to reduce file size, reduce buffering for streaming video, change the resolution or aspect ratio, change the audio format or quality, or meet a particular target bit rate.  Video coders can also convert obsolete files to modern formats, make a video compatible with a specific device, or make a video compatible with a particular software or service. 
  • Mobile live streaming equipment. You need a different setup for mobile live streaming than you might need for streaming from a studio. We recommend purchasing a handheld smartphone gimbal, a multifunctional octopus tripod with a ball head, a compact on-camera microphone, and portable lighting gear for mobile live streaming.
  • Video streaming accessories. You also need a few miscellaneous video streaming accessories for live streaming.  These include cables, tripods, batteries, and light stands. 

SmartWorks Knows Remote Production

If you need remote production, look no further than SmartWorks for all of your remote production needs. We have over 15 years of event planning experience. As a result, you can trust us to handle all of your event planning needs. We’ll ensure every detail of your event is handled with precision and care from start to finish. 

Award Winning Events Agency

Posted on by John

What are Agency Awards?

Agency awards seek to recognize the top events agencies out there. Events agencies help businesses and organizations that don’t have the internal infrastructure to organize seminars, conferences, and other business events themselves. Events agencies use project management to create stellar conferences, seminars, product launches, incentive travel, and corporate team building days. They organize everything from creating an amazing event concept to planning all of the logistics to coordinating the technical aspects to actually delivering the event.

As one of the best award winning events agency, SmartWorks organizes events that suit your specific expectations and delivers the business outcomes you want from a basic concept or idea.  These might include developing new business, launching a new product, or simply empowering your staff. They deliver everything you want and need within your desired budget. In this guide, we discuss the best event awards and event company awards.

Why SmartWorks is an Award Winning Events Agency

One of the top event planning companies in 2021, SmartWorks is an award winning events agency that partners with some of the largest brands worldwide for high-end audio-visual, online streaming, and destination event experiences across all of Europe. SmartWorks offers some amazing services, including:

  • Online streaming events. If you cannot host events in person, SmartWorks, as a virtual event company, provides live streaming events online that enable your business to stream television-quality content for your employees and clients. You can host an online streaming event for up to 1,500 people featuring incredible 3D presentations, holographic presenters, and augmented reality experiences using our high-end audio-visual capabilities. 

Online streaming events feature advanced graphics, including 3D modeling and data visualization, and we keep your audience engaged through interactive experiences such as chats, quizzes, and other chances for real-time responses in order to truly wow your audience and optimize the impact of your online streaming event. We can also help you take professional development online with e-learning solutions.

  • Audio-visual production. SmartWorks also offers in-house audio-visual, using state-of-the-art technology to create beautiful audio-visual productions in unique locations to create the vision you and your organization want to bring to life. Our experienced team of designers and engineers will wow your audience with customized video, lighting, projection, and audio. 

We do everything from creative development and implementation to exceptional audio solutions to video and large-screen display to specialized lighting to stage design and construction to hybrid events. Our full-service audio-visual production services are fully and seamlessly incorporated into the rest of our event planning and management process, including streamlined planning, communication, and coordination from the proposal to the actual event. We use only the best audio-visual equipment to truly give you the experience you envision. 

  • Meetings and events. SmartWorks’ full-service event management team handles everything from planning to logistics. We will organize your vendors, activities, accommodation, transportation, and any other detail you need to make your meeting or event dreams come true. 

With our event management solutions, we can plan and manage any event you want, including client appreciation dinners, galas, product launches, sales incentive trips, and more. We’ll also manage every single aspect of your event, no matter the scope of the event.  All you need to do is show up. Our team will arrange and manage all of the accommodations for your guests and attendees. 

Since we are familiar with the reputation of each and every hotel, we will provide you and your guests with safe and high-quality accommodations that work for your itinerary. We will also include transportation in the event schedule and safely transport all of your attendees from the airport to the hotel to the event venue to activities in a timely manner. Furthermore, we work with culinary specialists to provide the best meals to you and your guests, coordinating with you on the menu and any dietary requests. 

We coordinate everything, including AV production, design and decor, lighting, print materials, staffing, furniture rentals, your event website, performances, activities, communication, and registration.  You can simply sit back and relax while we handle everything for you.

Awards & Recognition

SmartWorks has won a number of different event awards in a few different areas, including the biggest event company awards, corporate event awards, event planning awards, marketing events awards, and event design awards:

Corporate Event Awards

Corporate event awards are awarded to some of the top event management companies in the corporate event planning sector. In 2020, SmartWorks won the Gold Prize for Best Animation Show by EventoPlus. The EventoPlus Awards are presented to companies in the events and meetings sector in Spain and Portugal. The goal of the EventoPlus Awards is to stimulate creativity, improve professionalism, promote good event management practices, recognize the talent and involvement of all clients, agencies, and suppliers, and give pride to the top companies in the sector.

Following a transparent nomination process, the award winners are chosen by an independent jury using criteria defined by the organization.  The EventoPlus organization does not intervene in the award winner voting process.  Presentation galas for the EventoPlus Awards have definitely varied in format over the years. Usually, they offer an annual meeting for professionals in the sector, which is an excellent networking opportunity. In 2021, SmartWorks won the top prize for the best animation show. CWT Meetings & Events and Mapfre won the Silver Prize, while Staff Events and Mondragon Corporation won the Bronze Prize for the best animation show.

Event Planning Awards

Event planning awards are offered to some of the top event planning companies in the world. For example, in 2020, SmartWorks was a finalist for the Bea World shortlist. Bea World is an initiative that recognizes and promotes excellence in live communication and events across the world. The organization’s International Festival of Events and Live Communication takes place each year to recognize shortlist finalists. The initiative was created back in 2006 to promote the importance of events in the marketing plans of both large and small corporations. 

Formerly known as the European Best Event Awards or EuBea, the Best Event Awards help event planning agencies from 40 countries around the world find new ideas and inspiration for their events. These awards are now considered the most challenging international recognition in the events agency industry. Shortlisted events agencies have the opportunity each year to present their projects live to the Jury and Bea World Festival delegates. 

Participating in the Bea World festival gives events agencies the opportunity to present their best projects to the corporate jury and audience, be recognized with an international quality certificate, win one of the awards, and receive qualified visibility and press return at an international level.  They also gain an awareness and business advantage over their competitors, and they learn from the best practices of other companies as well as from different creative and cultural approaches.

Bea World Jury members are chosen from sponsorship, communications, and marketing managers with international and local responsibilities from reputable multinational corporations in a wide range of different countries and sectors.  Jury members may also be some of the top investors in live communication and senior representatives of event agencies’ associations who are partners of the festival. The Jury Panel grants all winners with an international quality acknowledgment. Quality at Bea World means strategic communication, creativity, innovation, effectiveness, and technique. SmartWorks was recognized as a finalist for the Bea World shortlist this past year.

Marketing Events Awards

Marketing events awards are given to some of the best event management agencies in the marketing events sector. In 2020, SmartWorks won the Gold Prize for the best events at night at the FIP Festival. Set in Argentina, the FIP Festival is an international marketing festival, new communication techniques, innovation, and events. For the past 21 years, the FIP Festival has sought to recognize recipients for marketing in social networks, new communication technologies, sustainable marketing, brand experience, mobile marketing, corporate social responsibility, content innovation, sports marketing, events, unconventional advertising, virtual reality, children’s marketing, celebrity marketing, and health and human development.

Event Design Awards

Event design awards recognize event agencies that have gone above and beyond in the event design sector. These awards are offered to companies for excellence in designing events such as conferences, conventions, festivals, competitions, symposiums, trade fairs, trade shows, award shows, contests, and others. This is not simply a type of award for interior decoration, graphics, communication, and architecture but an award that encompasses everything involved with the design of events.

Let Our Success Be Your Success

If you have an upcoming event, conference, or meeting in Europe, let SmartWorks navigate the planning process for you. We manage every detail of an event from start to finish, ensuring it is a success for all involved.  With over 15 years of experience, you can trust our team to provide a strategic yet flexible plan for your event.  

Our award winning events agency offers full-service event planning and AV production for events, conferences, and meetings. We even specialize in virtual events, creating agile yet engaging online conferences and meetings. Work with us to discover how we can take your next event to the next level! 

Tech Conferences: The Best Technology Conferences to Attend This Year

Posted on by John

Tech conferences have gone digital! Due to the pandemic, most of the biggest tech conferences have moved from convention halls to the internet. This new format will make attending some of the top tech conferences more accessible, convenient, and, in many cases, free. In some ways, digitizing tech conferences is a refreshingly innovative approach. 

Although some vendors have tentatively ear-marked physical tech events for 2021, most are planning their entire schedules virtually. Or, in some cases, a mixture of both. Overall, virtual conferences are here to stay.

The biggest drawback of attending an in-person conference is the inability to re-play the events of the day. Therefore, virtual conferences are beneficial, as participants have access to a replay function not too long after the event concludes. Of course, there are also drawbacks to virtual conferences — the biggest being the inability to network in person. 

Whether online or in-person, the best technology conferences still hold the same values: to educate, inform, and inspire.

 

What are Tech Conferences?

 

If you’ve never attended a technical conference, it’s probably time you did. Why? Two words. Learning and networking. Whether you’re a small tech business, a tech startup, or a tech entrepreneur, a tech conference is the place for you to be.

Tech conferences are typically held throughout the year to educate attendees about the latest technologies.

Usually scheduled over 1-2 days, technical conferences are events where you can meet leading professionals in the technology field to discuss, exchange, and share ideas on relevant topics.

Conferences differ from one another with regard to management styles. Some are peer-led, and some are interactive, but they all share the common goal of providing the latest developments in the field. It’s up to you to decide how best to apply this newfound information to your own professional development. 

For those still on the fence, here are some of the benefits that come with attending tech conferences: 

    • Gain perspective
    • Stay up-to-date on legal issues
    • Find new employment
    • Meet people in your field
    • Learn from experts and peers
    • Get feedback on your work
    • Improve your skills to advance your career

 

Now we’ve explained why you should attend a tech conference, let’s take a look at a few of the best tech conferences to attend.

 

What are the Best Tech Conferences to Attend?

 

With almost all tech conferences taking place digitally for the foreseeable future, you’ll have the opportunity to attend events in your local area as well as to pursue opportunities abroad.

Here are our best picks for 2021 and why we think you should attend them.

Cisco Live March

Date: March 30-31 (Americas), March 21-1 April (APJC and EMEAR)

Format: Virtual

An immersive two-day event featuring keynote speakers, technical education, and hands-on training. Plus, this conference features celebrity speakers and musical performances, all via an online platform. You’re able to create a personalized agenda with topics from a broad range of global sessions delivered live.

Choose between an All-access pass and gain entry into everything Cisco Live offers, or choose an Explorer pass which includes keynotes, innovation talks, and access to the World of Solutions.

 

Adobe Summit: 2021


Date: April 27-28

Format: Virtual

A free virtual event with over 200 different sessions and training workshops to attend. Join one of the largest tech conferences to expand your skills, engage with other tech enthusiasts, and be inspired to create exceptional experiences that drive your business’s growth and increase customer loyalty. Learn from experts and visionaries in the field on how you can optimize your business venture.

 

Red Hat Summit

Date: Multiple

Format: Virtual and In-Person

Designed to be more accessible than ever before, the Red Hat Summit features an all-new flexible three-part experience. This event kicks off with a free virtual conference on April 27-28, where attendees can get the latest technological developments. Then, from June 15 – 16, Red Hat Summit offers a second free digital event with a live “ask the experts” session. Later, and dependent on the current health crisis, the conference will end with hands-on activities and in-person networking events slated between September and December.

 

Interop Cybersecurity’s Changing Role in IT

Date: April 29

Format: Virtual

On this free one-day event, learn about the changing role of cybersecurity in the IT department and how security roles and IT roles are increasingly overlapping. Listen to keynote speakers, learn about emerging methods of remote authentication, and so much more. The conference is relevant for professionals working across diverse industries at different points in their careers. 

IBM Think 2021

Date: May 11-12

Format: Virtual

This premier hybrid cloud and AI event is one not to miss. This year’s event boasts a whole new level of direct engagement, including live discussions and on-demand sessions. Attendees will learn how you and your company can positively impact the world through technologies like hybrid cloud and artificial intelligence. Plus, enjoy technical sessions led by real users and make valuable industry connections.

 

RSA Conference: RSAC 2021

Date: May 17-20

Format: Virtual

As a virtual experience, the RSA Conference will feature hundreds of informative sessions for you to choose from and attend. Watch inspiring keynote speakers, expert-led sessions, solution demos, network, and engage in in-depth discussions on the latest cybersecurity issues. Despite being online, RSAC is committed to providing a meaningful, rich, and rewarding experience for all attendees.

 

Interop The Definite Guide to an Effective IT Automation Strategy

Date: June 15

Format: Virtual

With free admission, the Interop Digital conference aims to discuss and explore the automation options available to IT leaders to better understand how to intelligently plan the target to avoid costly overruns and complexities in implementation. Listen to their expert speakers to learn about the latest tools, best practices, and pitfalls to avoid. Open to all IT professionals, regardless of experience.

 

ISTE21

Date: June 27-30

Format: Virtual and In-Person (San Antonio, Texas)

Experience ISTELive 21 at your own pace with on-demand content available to access at your own pace before, during, or after the event. Choose to participate in live sessions with interactive content and unite to engage, experience, connect, and access the latest education technology solutions.

 

Black Hat USA

Date: July 31-5 August

Format: In-Person (Las Vegas, Nevada)

Black Hat is back, live and in-person, at the Mandalay Bay Convention Center in Las Vegas. This year, listen to leading security researchers as they take the stage to share their latest work and exploits. One of the USA’s biggest tech conferences and a must-attend for those looking to stay ahead of the latest security trends.

 

GMIS MEETS

Date: August 22-25

Format: In-Person (Lake Buena Vista, Florida)

GMIS MEETS welcomes you to sunny Florida for their 2021 conference. A must-see for Government CIOs, technology directors, IT administrators, and those in the IT public sector. Enjoy three days of networking where you can listen to esteemed industry experts, have access to state-of-the-art sponsors and exhibitors, and exchange ideas all while staying at the luxury Disney’s Coronado Springs Resort.

 

VMworld 2021

Date: October 5-7

Format: Virtual

Dates have finally been released for the VMworld 2021; however, details regarding the event are yet to be announced. Attendees can expect updates from VMware executives, news on the latest in VMware product and technology, hundreds of in-depth sessions, and tons of networking opportunities. Stay tuned for more details.

 

EDUCAUSE 2021

Date: October 26-29

Format: Virtual and In-Person (Philadelphia, Pennsylvania)

Encouraged by recent COVID vaccine developments, the EDUCAUSE annual conference has planned for an in-person event with the best presenters, the best content, and the best networking in higher education IT. Discover solutions to today’s IT challenges from expert professionals and technology providers from around the world. Those that can’t attend in person are encouraged to attend virtually. 

There’s no doubt, both virtual and in-person tech conferences provide excellent opportunities for learning, developing, and networking. Although the world is still evolving around COVID-19 disruption, some fantastic tech events are still available throughout 2021.

 

Work With Us

 

Want to plan your own tech conference for 2021 or beyond? SmartWorks can help make that a reality. We’ll work side-by-side with you and your team to help choose the best:

    • Accommodation
    • Transportation 
    • Catering
    • Venue Selection and Management 
    • AV Production
    • Design and Décor 
    • Lighting 
    • Print Materials


While in-person events may not be possible at the moment, SmartWorks can still create a spectacular online event experience for your attendees. As one of the best event management companies in Europe, we have years of expertise in meetings and AV production. As a result, our virtual event company can help you deliver world-class virtual celebrations with exceptional quality content that your attendees will remember for a lifetime.  And, once in-person events are the norm again, we can execute high-quality in-person events for any number of businesses and associations, including DMC events. 


Trust SmartWorks to make your next event a success. We simplify European event planning, handling all of the necessary logistics from start to finish. As a result, you can be confident that your event will be a smashing success! 

The 10 Best Virtual Fundraising Ideas 

Posted on by John

Since the outbreak of COVID-19, there has been a global increase in virtual fundraisers as companies pivot towards tech-based solutions to adhere to the current social distancing protocol. Despite initial skepticism, many organizations have executed their virtual fundraising ideas with enormous success. 

You can adapt many traditional fundraising options, like peer-to-peer fundraising and benefit concerts, to take place online as . In most cases, the newly scalable nature offers unlimited money-making potential.

For some, the adoption of technology as a replacement for in-person events seems daunting.

However, virtual fundraising offers significant advantages. Unlimited guest lists, decreased costs due to digitization, and less stress adds convenience to online fundraisers. 

Here you can learn more virtual fundraising ideas. 

 

What is a Virtual Fundraiser? 

 

A virtual fundraising event occurs entirely online, allowing participants worldwide to take part — provided they have a solid internet connection.

Virtual fundraisers come in many forms, including webinars, conferences, auctions, fairs, and concerts. 

The use of technology like live-streaming, video, social media platforms, and specialized peer-to-peer fundraising platforms replaces the need to meet physically.

When coupled with smart online marketing campaigns, virtual fundraisers can cause an influx of donations. 

A significant advantage is that many one-off events can now reoccur with relative ease and convenience. New technologies also support the automation of time-consuming manual processes, allowing you to devote more time to targeted marketing campaigns.

From gift matching to gala evenings, here are some popular virtual fundraising ideas:

Masterclass Workshops and Conferences

 

People love receiving value for their money. If your online fundraising ideas involve more than just asking for donations, you could organize a one-off or series of masterclass workshops.

There’s no limit to the types of lessons or number of attendees, meaning profits are scalable. From cooking classes to music lessons and DIY, the list is endless. 

What’s more, if people can’t attend the event on the set date, you can upload the videos online and repackage them as courses that clients can buy throughout the year.

Better yet, you could arrange a multi-day virtual conference, selling day-passes, event-specific, or all-inclusive tickets.

And you won’t even need to worry about organizing ticket sales — you can automate this process with online software.

 

Live Stream Performances

 

Live performances make great virtual fundraising events, especially since most large gatherings have been prohibited due to global lockdowns.

You’ll provide welcome entertainment for those stuck at home or the office while helping struggling artists by offering them a small percentage of your pre-sold ticket sales.

If the artists are willing, you could arrange a Livestream Q&A after the event, providing a rare and exclusive opportunity for the audience to connect with them.

Stand-up comedians, theatre performances, and live music tend to work best. Not only will you raise funds, but you’ll also introduce artists to new audiences.

 

Online Auctions

 

From getaways to personal items to artworks, almost anything can be auctioned when targeted at the appropriate donors.

With the right mobile apps, you can automate the process and deliver immediate notifications to bidders. They can conveniently bid throughout the day, no matter where they are. 

Online auctions also mean that bidding can stay open for a more extended period, allowing greater participation.

Alternatively, if you want to generate more buzz for your online fundraising event, you can always host an auction via Livestream.

 

Virtual Game Nights

 

Virtual game nights are fun ways to promote community and boost donor participation in a light-hearted, interactive way.

You can host them on Facebook Live or Zoom. Or, you can create an element of exclusivity by hosting them on Clubhouse.

Virtual game nights can either remain one-off events or a series of tournaments where you charge a participation fee that goes towards your cause. 

They’re easily sellable to groups of friends, families, and even companies looking for team-building activities.

Bingo, pub quizzes, murder mysteries, scavenger hunts are the most common, while video-game tournaments are also gaining popularity. 

 

Glamourous Galas

 

There’s no need to cancel your annual gala just because you can’t meet in-person.

Combine elements of other virtual fundraising ideas like live stream performances, distinguished guest talks, and game nights for an unforgettable evening.

Alternatively, you can also keep it unstructured and casual, like a dinner party. 

If you’re going with a themed gala, you can offer guests recipe suggestions or reach out to local restaurants and have them deliver ready-to-eat meals to everyone.

This extends your and your donors’ support to businesses adversely affected by the pandemic. When it comes to doing good, it operates like a two-for-one virtual fundraiser.

Other suggestions include sending out gift packages ahead of time with fun dress-up accessories and edible treats.

 

Virtual Races

 

These live stream online charity events are easy for donors who are already fit and great motivators for those needing to improve their physical health. Cyclathons, 5Ks, and dog walkathons have low entry barriers and promote peer-to-peer fundraising.

Plus, you don’t need to enforce an age restriction, so your fundraising potential is immediately increased.  

You can base race fundraising on the stipulation that participants complete a set route or particular distance within their own time.

When you empower a large online community, you encourage people to post their achievements, advancing your cause.

Finding a local fitness brand to sponsor prizes provides further incentives for people to participate. If successful, your virtual race could even turn into a monthly event. 

 

Online Garage Sales 

 

Ask interested community members and organizations to participate in your online fundraiser by donating items they wish to sell in an online garage sale.

You can set up a marketplace on existing platforms or design your own website to list items.

Once you’ve collected an inventory, you should allow buyers to preview the collection before they go on sale to increase publicity. 

A first-come-first-serve garage sale is bound to produce interest, especially if you’re selling high-quality goods at reasonable prices.

Even if people aren’t interested in what you have to offer, they might share sale items with interested friends, family, and colleagues.

If your inventory doesn’t sell at once, you can set up notifications alerting buyers to discounts.

 

A Sailboat Race

 

Sailboat races refer to a type of virtual fundraising where supporters are divided into teams and compete to be the first team to raise the highest number of donations for a given cause.

Organizations set up their fundraising goals and give teams a deadline to meet, usually with the possibility of winning coveted prizes. 

To make it more fun, ensure each team has its own fundraising page. Virtual fundraising thermometers can display progress to show how much money teams accumulate in real-time, creating a sense of competition and camaraderie towards a good cause.

You can also combine this type of online fundraising event with virtual giving days (where donors are encouraged to donate as much money as possible), game nights, and walkathons.

 

Gift Matching 

 

Gift matching involves finding an organization or corporation willing to match the money you raise with your online fundraisers.

This can have project-specific or annual fundraising goals.

For example, if you make €500, the organization will donate the same amount of money, increasing your earnings to €1,000 without any catch. 

Many companies already have corporate social responsibilities that include philanthropy efforts. In fact, 65% of Fortune 500 companies are reported to have gift-matching programs.

This is one of the most lucrative online fundraising ideas because you can apply it to many fundraising events that you’re already offering, allowing you to double and sometimes even quadruple your funds with minimal effort. 


Recurring Donations

 

Some individuals enjoy donating to charitable causes without having to actively participate in a virtual fundraising activity.

You can set up personalized email campaigns encouraging supporters to donate regularly.

If they don’t feel like donating monthly, make it easier for them to set up a recurring activity with a debit card order option.

Some companies need to write off money for tax purposes, and unlike gift matching, they can donate as much or as little as they like without being obligated to match a specific amount.

You can encourage greater participation by including a web link in your email that outlines how you plan to use the funds and showcases how far away you are from achieving your targets.

We highly recommend setting up a range of focussed donation tiers.

This structure reduces pressure on supporters, as they’re far more inclined to donate when given a specified amount rather than having to guess an acceptable sum. 


Work with SmartWorks


SmartWorks, our virtual event company can help you turn your virtual fundraising ideas into world-class virtual celebrations. We’ll work side-by-side with your corporate event planning team, creating seamless events from start to finish. We can also help you with AV production and answer any questions you may have regarding how to plan virtual conferences and live stream events.  

SmartWorks excels at simplifying the event management experience. We can handle all of the logistics of your event, from start to finish, ensuring it is a success for everyone involved. Start planning your virtual fundraising event today!

Event Planning Checklist

Posted on by John

Event Planning Checklist

Are you thinking of planning an event, and you have no idea how to get started? In this read, figure out what to consider when planning an event. In a moment, we will be looking at the event planning checklist or conference planning checklist.

4-6 Months to D-day

In the words of Benjamin Franklin, “when you fail to plan, you plan to fail.” Planning early determines the success of your event. It is advisable to start planning 4 to 6 months before the d-day. That way, you will have enough time to cover every aspect of an event timeline.

Here is the list of things that need to be done 4 to 6 months before the event.

    • Define your goals and objectives: Identifying your goals and objectives serves as the right metric to measure the success of your event planning outline. Do you hope to expand your reach? Or maybe fundraise for a charity cause?
    • Pick the date: Now that you have defined goals and objectives. The next thing on the event planning guide checklist is to select a date. Ensure that the date you choose is not clashing with any big event or holiday in your country/state.
    • Venue selection: Don’t book a random venue for your events. Do your homework before booking. Examine the kind of insurance they have. Is the venue alcohol-friendly? How’s security? Is it easy to locate?
    • Pricing and budgeting: Before you draw a budget, it’s paramount to get the cost estimates of travel incentives for your employees, speakers fees, venue, logistics, security, food, and more. Draw out a budget based on the cost estimate you have. You can also cut costs by canceling anything that’s not important.
    • Planning Committee: When you hire a reputable event management agency, you will be accessible to an event manager.
    • Design a publicity plan: This cuts across printed material, social media campaigns, PR, and graphic designs.
    • Reach out to guest speakers or presenters you would like to have in your event. See if they would like to participate in your event.
    • When required, get sponsorship or partnership for your event.

 

1 to 2 Months to D-day

At this stage, you should be finalizing some details of the event planning guide.

    • Send a reminder to people you would like to be in your event. This reminder could be via SMS or email list.
    • Clarify travel and accommodation details with your guest speakers or presenters. Ask them for a copy of their presentations or speeches.
    • For events that require sponsors, you need to check in with sponsors. You can also ask your sponsors to share details of your event on their social channels.
    • Share details about your event on social media and websites. You can also release statements about your upcoming event.
    • Cross-examine every printed material one last time.

 

7-days to D-day

Below are some of the list of things you need to do a week before your event.

    • Now it’s time to finalize the event script. Ensure guest speakers or presenters go through every session of the event.
    • Come up with the total number of registers. Provide the figures to the caterers.
    • A final seating arrangement. Consider registrants with special needs in the seating arrangement.
    • Print a copy of speeches, videos, and presentations. Don’t forget to make online copies. `

 

24 Hours to D-day

Here are some last minutes activities on the event planning timeline list

    • Check the media attendance.
    • Make sure signages are in the appropriate places.
    • Check if everything checks in the registration and media table.
    • Check the AV equipment if they are functioning as they should.

 

D-Day

Here is a list of the things you need to do on the event day.

    • First off, try as much as possible to be composed and calm. The hard part is almost over.
    • Have copies of all instructions, phone numbers, guest lists, directions, seating charts, and every other vital document related to the event.
    • Ensure things are straight with your sponsors and catering teams.
    • Work with guest speakers/presenters, event managers, and other teams. The success of your event depends on it.   
    • Welcome arriving attendees. You can also guide them and show them around.

 

Save Time! Save Money! Hire SmartWorks for your Events

From the event checklist above, I know you will agree that the entire process of planning an event is no child’s play. The process requires patience, planning, budgeting, bargaining, and negotiation. Apart from that, there are days things won’t go according to plan. You will be required to come up with a quick while maintaining your composure. It gets harder when you have other commitments, but having an event checklist template would always help.

At SmartWorks, we believe every event is unique. When you hire us, our stellar team of professionals will ensure that you have a smooth event. Our services cut across a complete spectrum of events such as:

    • Staff for all kinds of events (hostess, models, security, basic hands)
    • Venue selection
    • Off-site private gala dinner venue, restaurant selection, and management
    • Activity creation & management – leisure, cultural, teambuilding
    • Catering management
    • Transfers & Logistics management
    • Incentives
    • Latest AV solutions
    • Special decoration, design, and entertainment for all venues
    • VIP guests & motivational speakers
    • Exhibition design & Production
    • Housing & Registration

Fundraising for Charity Events

Posted on by John

Charity Events Ideas You Should Try Out

There are a lot of avenues to do some good in the world. One of them is organizing a charity fundraising event.

These events are a fashion to raise support for the mission of an organization. It is a perfect means ways to raise money for charity and internally displaced people in countries dealing with insecurity. Are you looking for creative charity ideas? Then read on.

Battles of Bands

The event idea can be likened to musical concerts. The only difference is the battle of the bands is a contest between bands performing. In this event, funds can be raised in two ways. First, you can come up with registration fees for bands that would like to perform in this event. You can also sell tickets to attendees that like to be entertained.

This event can also be held virtually. Here, participants are required to upload pre-recorded clips of their performance online on your event page. Like a regular “battle of bands” charity event, attendees have to register (fundraise) before they are accessible to the event. Since it’s online, attendees can vote in the polls for the band with the best performance. There should be a grand prize for the band that raises the highest amount of money.

Silent Auction

A silent auction is one of the ways to raise money for charity. You can include the charity event in the existing fundraising event plan (if you have one). And if you don’t, you can host a silent auction event independently. This event is ideal for audiences that like to be anonymous.

Employ social media channels and email lists for publicity. Here’s how the charity event works.

    • First, you need to garner collectibles from sponsors and donors willing to support your cause.
    • Set your biddings right and ensure that you have well-grounded rules bindings attendees.
    • And lastly, market every item available for auction.

Themed Pub Crawl

This event idea can take different forms. You can decide on any theme, host the event in any location of your choice. You can also infuse any other creative ideas into this event. One of the creative ideas is deciding on a theme related to fundraising.

To get started, you need to decide on a starting point and plan for the event. Then get people to sign up for the event. Ensure that these people are adults because the event takes place in a bar, and there will be a lot of alcohol flying around. Attendees must be willing to participate in bonus activities like mini-golf, dancing, and buying raffle tickets and T-shirts.

However, there are ways to include non-adults and folks that don’t take alcohol in a pub crawl. You can come up with something cool. For instance, if you decide to raise money for a startup brand like a wellness brand. You can host a pub crawl in places like salons and fruit stores.

Gala Events

Gala events are known for music and entertainment. They are used to raise funds for charity or even a cause. This charity event requires a lot of planning and financial support from your board. You also need to invite people to this event.

It is paramount to decide on a suitable venue for this event. A reputable event management agency like SmartWorks can help you book a perfect venue for your gala event. Gala events can be made better with themes and other creative ideas.

Networking Dinner

Networking dinners are formal or casual events where attendees share meals and form relationships. One thing you need to know about networking events is they double as a fundraising event. Like a regular networking dinner, this event is either formal or casual.

Bowling Competition

Bowling competition is one of the most popular charity events. It is cost-effective and accessible.

It is almost impossible to see a town without a bowling lane. Therefore, it is pretty easy to organize a bowling competition. Bowling takes place indoors. So the weather would not be a problem.

Comedy Night

We all love a good laugh. Invite stellar comedians that their vision aligns with your vision. A band that understands that your event is a non-profit. You can also hire local comedians around you.

A comedian night can also be held virtually on social platforms like Youtube Live and Facebook Live. Attendees will pay a registration fee before they are accessible to this event. They can also donate to your cause.

Tips for Organizing a Charity Event

Now that you are familiar with creative charity fundraising ideas. There are a couple of things you should know when planning charity fundraising events.

    • Use your social media channels to raise awareness.
    • Decide on a fitting venue for the event
    • Consider your audience before you choose any of the charity event ideas mentioned above.

 

With that said, planning any events can be difficult. But when you hire a professional event management agency like SmartWorks you won’t have to deal with the stress of planning events. One of the reasons why we are the best fit is we offer a complete spectrum of events that covers:

    • Staff for all kinds of events (hostess, models, security, basic hands)
    • Venue selection
    • Off-site private gala dinner venue, restaurant selection, and management
    • Activity creation & management – leisure, cultural, teambuilding
    • Catering management
    • Transfers & Logistics management
    • Incentives
    • Latest AV solutions
    • Special decoration, design, and entertainment for all venues
    • VIP guests & motivational speakers
    • Exhibition design & Production
    • Housing & Registration

Event Sponsorship Guide

Posted on by John

How to Get Sponsors For An Event

Planning a high-scale event without a budget is like having a car without gas. To bring your event ideas to life, you will need sponsors to back your event.

Contrary to what many think, getting an event sponsor is not begging for free money. It centers on trading values to create a win-win situation for both parties (sponsors and event organizers). Your sponsors can reach their target audience, and in return, they support your event. Collaborating with the right sponsors will help them expand their reach.

Getting sponsors for an event might sound easy. But you will have to wade through rejection. With that said, the right approach is the key to bend the odds in your favor. This article will walk you through the step-by-step process to acquire the right sponsors for an event and sending pitches that get their attention.

Finding Event Sponsors

How to get sponsored by a company? The biggest hurdle is finding a sponsor that is the right fit for your event. But you will be surprised by the number of companies that like you to support your event as long as it gets them to their targeted audience.   

Before pitching a list of a potential sponsor, follow these basic steps:

Understand your Event

The questions prospective event sponsors will ask you about:

    • Your kind of events
    • Your goals and objectives
    • What makes your event stand out from other similar ones?
    • Who is your targeted audience?

Answering all these questions will help them figure out if they are a great fit.

Spot the Right Partners

It is advisable to identify companies that would be a good fit for your events with sponsors. The process is preferable to spam random companies you find with event sponsorship proposals.

Ensure that you target partners that align with your brand and your event, as this will prevent your audience from getting confused. For example, if you think of organizing a health-related summit, getting backings from a tobacco company might not pass the right message. Contacting the right partners will conserve your time and increase your success rate.

A partnership can come in forms like:

    • Publication: Here, a public figure, local blogger, or celebrities with influence will put a word out about your event. Doing this is a great way to drive more eyeballs to your event and create the right kind of buzz.
    • Finances: This type of sponsorship is monetary, and in exchange, you help your sponsor reach a target audience.
    • Media publicity: Sponsors invest in media coverage such as online campaigns, or newspapers, an article in a relevant publication, and commercials. Their name appears as the sponsor on all ads. Finding a media sponsor can be difficult because the budget for media exposure can be costly.
    • Services partners: services or products are provided instead of cash. Services can be in the form of food, water, t-shirts, venue, and transportation.

 

Pitching Event Sponsors

Now that you have a list of potential event sponsors, the next step is getting in touch. When pitch sponsors, make sure they understand your objectives and how your event is the right fit for them.

When putting together a pitch, you make it cut across the following:

    • Introduce yourself
    • Let them understand your brand and the kinds of events you organize?
    • The location of your event
    • Who will be your attendees/audience?
    • The total numbers of attendees

 

Identify your Assets to the Sponsor

Nobody in their right state of mind would anyone give out thousands of dollars without getting anything in return. One thing you need to know is all sponsors see sponsorship as a marketing strategy. It is a win-win proposal. Outline the benefits that align with their business goals and other unique facts about your event. Your event should represent a forum for the sponsor to display their brand. To help with your proposal, list all of the assets as you go. These assets like:

    • Products giveaway
    • Products Exhibition
    • Mentions on your marketing posts, social media, and website
    • Speaking opportunities
    • Newsletter
    • Increasing their awareness to promote their social media presence.
    • Gaining access to a specific audience through participation in your event.
    • Logos on banners, stages, entrance, exits, and presentation screen

 

Right Timing

In some companies, the event budget is formulated in the previous year. These companies sponsor events at certain times of the year. Other companies sponsor events all year-round but have a limited budget during some seasons.

Conclusion – How to Pitch Potential Sponsor

Whether you pitch via email or any other means, it is paramount to communicate the benefits of the partnership on both sides. Let them know what you want and what is in for them.

Chances are, you are not the only one pitching them. Ensure your pitch stands out and realistic.

Do not beat around the bush, be specific about your needs. Break down the expenses.

Your expression goes a long way. Use plain and simple terms to get the message across by these event sponsorship examples.

    • Talk about the opportunity embedded in the program or event.
    • Tell them your story – This will help you create an emotional connection that resonates with your prospective sponsor.
    • What do you do?
    • How your audience is the best target market for the sponsor
    • Highlight how sponsoring your event will help their brand.

At SmartWorks, we believe every event is unique. When you hire us, we provide services that cover a complete spectrum of events.

Employee Incentive Programs

Posted on by John

Everything You Need to Know About An Incentive Program

It’s a known fact that a working condition ensures that an organization is work-friendly. It also has a lot to do with an increase in the level of performance and productivity.

Unfortunately, a lot of organizations do not recognize their employees for their years of service. Also, many employees do not get compensated for a job well done. These kinds of organizations tend to have two problems. One is that they have trouble with employee retention. Their employees are likely to opt for an organization with better working conditions. Secondly, the employees lack enthusiasm, and that has adverse effects on the level of productivity.   

Here, we take a look at everything you need to know about incentives for employees. This read Promise to cover:

    • Types of incentive plan and incentive plans examples
    • How you can develop incentive programs
    • And the benefits of incentive plans for employees

But before we get any further, what are work incentive programs?

What are Incentive Programs?

Incentive programs are schemes designed to promote or encourage a said behavior by a group of people (employees or customers) for a certain period. It is also described as utilizing rewards and recognition to inspire a specific behavior by a group of people.

In a nutshell, incentive programs are used to motivate and retain employees/customers.

The scheme does not utilize cash rewards like commissions and compensations that are in the form of cash. And the reason for this is that cash rewards do not have social and emotional values. On the other hand, non-cash rewards are considered an effective motivator of long-term behavioral change.

Types of Incentive Programs

Now that you have a clear understanding of incentive programs. It is paramount to look at some popular incentive programs. Our focus will be on non-cash incentive rewards.

    • Incentive Travels: Incentive travels are travel perks used to motivate employees. Employees are invited to travel events like the MICE industry, exhibitions, conferences, or meetings. The incentive often comes with a company’s objective. Often the experiential reward is an award to top performers that surpass goals and objectives set by a company.
    • Debit Card and Gift Card Rewards: The advent of e-deliveries has brought about an increase in the use of debit and gift card rewards. Additionally, these incentive options are without any hassle whatsoever. Debit and gift card rewards are efficient and motivate more than cash rewards as they are considered a bonus and not compensation.
    • Recognition: The non-cash incentive is yet another effective motivator. It has strong emotional and social values. The truth is we all want to be acknowledged. People recognized by team members and employers tend to be more motivated than the ones hardly recognized. And when employees are motivated, there is an increase in the level of their performance.
    • Points-based Merchandise Rewards: Point-based merchandise rewards are one of the most popular incentives. It allows participants to garner and redeem points for rewards. You can employ the incentive program with employees and customers. One of the perks of this incentive is that it gives people the chance to choose their rewards.

 

The point-based merchandise rewards can be awarded under the following conditions:

    • Recurrence in customers purchase
    • Excellent performance of an employee
    • Increased in the sales level
    • Sales of newly launched products

 

How You Can Develop Incentive Programs

Here are some incentive ideas, tips and tricks to develop incentive programs:

    • Define your goals and objectives: What are the goals and objectives you need to accomplish in your organization? Is it an increase in the level of sales? Is it customer/employee retention? When you identify your goals and objectives, it serves as metrics used to determine rewards and accomplishment.
    • Identify your audience: Now that you have defined goals and objectives. Use it to determine those qualified to participate in the incentive programs.
    • Brainstorm ideas with the representative of the participant audience.
    • Come up with a budget and program structures.
    • Decide on a reward that is consistent with the brand and value of your organization.

 

Hire SmartWorks for Incentive Travels Programs

It’s no doubt incentive travels strengthens your team building. It also drives your employees to achieve the objectives and goals of your company.

With that said, there are a couple of creative ideas you can infuse into your company’s travel events. You can organize luxury travels, sport travels, cultural tours, adventure travel, to mention a few. Hiring a professional agency like SmartWorks will make this experiential reward a memorable one for your employees.

When you hire us, we provide a complete spectrum of events that covers:

    • Staff for all kinds of events(hostess, models, security, and basic hands)
    • Venue selection
    • Off-site private gala dinner venue, restaurant selection, and management
    • Activity creation & management – leisure, cultural, teambuilding
    • Catering management
    • Transfers & Logistics management
    • Incentives
    • Latest AV solutions
    • Special decoration, design, and entertainment for all venues
    • VIP guests & motivational speakers
    • Exhibition design & Production
    • Housing & Registration

10 Event Planning Skills An Event Organizer Must Have

Posted on by John

Planning Skills

Event planning is one of the fancy job titles in the world. However, people don’t talk enough about the hard part. The truth is planning an event is stress-laden, time-consuming, and pretty hard. especially when there are other things (Job, education, and family) that require commitments.

But there are skills you need to have before you can plan a successful event. These skills are also known as event planning skills. Event planning skills ensure that the entire process of event planning is a bit hassle-free. Are you thinking of becoming a corporate event planner, a corporate event consultant? Or perhaps you like to start your own corporate event management. The following event planning skills imply to you.

 

Organization

Different events come with their challenges. Event organizers must rise to the occasion when things get chaotic. They are in charge of every aspect of an event, from logistics to catering to booking a venue.

A lot of work goes into planning an event. They keep their team updated on vital information relating to an event and plan events based on the budget and timeline that a client stated. They handle bookings, hiring and pay attention to every detail.

 

Creativity

Anyone can book a venue location, hire caterers, and come up with a party theme. But it takes a creative person to transform spaces and ideas into something spectacular. Creativity is the ability to impress your guests with the infusion of unique innovations into every event you plan.

Creative event organizers get inspiration and ideas from different channels like social media, blogs, magazines, and many more. The skill can be l if you intend to put in the work.

 

Communication

In event management, customer retention is not just about the delivery of stellar service. How personable you are is also a factor to consider.

A savvy event organizer must communicate effectively with donors, attendees, brand sponsors, and agency staffers. You must be able to convey messages and tasks appealingly. During communication, a great event organizer has to be confident, polite, clear, and composed even when you are having a rough day. An event organizer needs to have good communication skills.

When clients communicate their needs, you must be able to listen with rapt attention without interrupting them. If you need clarity on anything, ask politely. Good communication is essential with your team. When instructions and tasks are with clarity, it saves time and ensures that you have a smooth event at the end of the day.

 

Adaptability

It’s no secret that sometimes when we do everything in or to make things right. Things don’t always go as planned. Factors like weather and traffic can have adverse effects on event planning. This is one of the reasons even an organizer has to be adaptable.

Adaptability is the ability to come up with a quick solution and trump difficulties arising when organizing an event. Event organizers with this skill do not tremble in front of clients when things get rough. They remain calm, polite, and composed. They don’t play blame games. When a situation arises, they are thinking of the best way to take charge.

 

Understanding The Basic Aspects of Event Planning

There are many sides to event planning. There is entertainment, catering, security, transportation, and decoration.

However, it is unrealistic to expect event organizers to have vast knowledge in all these areas of event planning. But they are required to understand the rudiment of event planning. That way, when clients state their demands, event organizers will be able to differentiate realistic ideas from ideas that are not.

 

Tech Savvy

Gone are the days when the understanding of tech was not a thing in the event industry. Today, a lot of softwares is available to make event planning easier. There is software like webinar tools for virtual meetings, social media for networking, and tools for event scheduling. Therefore, an event organizer must understand tech.

 

Budgeting and Bargaining

Event organizers are required to negotiate a contract with a client. They must be able to get the deal when booking with a band or a venue. Event organizers with this skill are confident and prepared for anything when bargaining and handling expenses.

 

Paying Attention to Details

It’s no news that a perfectly-executed event is a composite of bits and bits of small details. Details an event organizer has schemed, thought over, and executed for a client’s wonderful experience. Paying attention to details obvious entails venue, security, decors, security, logistics, to mention a few. Also, pay attention to small details like pillows and napkin rings.

 

Dedicated to Client’s Service

All the aforementioned skills of an event organizer are incomplete without dedication to a client’s service. A savvy event organizer must know how to make things happen, even when faced with numerous difficulties.

Furthermore, He/She must know how to put the client’s mind to rest with phrases like “we got you”, “let me see what I can do”, “not a problem”, and many more. These phrases will answer almost any questions clients throw at you. It will alleviate their worries and anxieties.

Whether you are planning on starting your own conference planner company, company event planning. Or perhaps you like to become a corporate event consultant. You need to be able to take charge of any situation.

 

Time Management

The time they say is of the essence. An ideal event planner needs keen on time management in order to meet up with deliveries, deadlines, and schedules. We made reference to taking charge of every situation earlier. And we can never underestimate the importance of time management when you are faced with disappointment by one of your vendors and you still to deliver.

Events planners in notable in corporate event planning companies understand this and are capable of making magic within a short time.

 

Networking

Networking is an important aspect of being an event organizer. When you think about it, you will realize that the event industry is based on building and nurturing relationships. Apart from that, the industry is people-driven. It requires that you network with AV specialists, DJs, vendors, photographers, catering agencies, and more. Therefore, it is required that you hone your networking skill.

 

The Importance of Event Planning Skills

Event planning skills are paramount to the success of an event. But genuine learning is acquired through experience. If you are ready to put your mind to it, you can learn these skills with time. With that said, here are the importance of event planning skills.

  • Professionalism: Event planning skills help you keep your emotions in check when you encounter difficulties in an event. All these skills project professionalism to prospective clients and sponsors.
  • Good communication skills will help you handle difficult people without any hassle.
  • Event planning skills help you identify what a client wants.
  • Lastly, these skills make you a better person. With adaptability, an event organizer remains calm and collected amid chaos. Not just that, they can think fast and come up with quick solutions.

At SmartWorks, our multicultural teams possess event planning skills. Not just, we keep up with trends in world event management. When you decide on us, you will be getting a complete package that covers logistics, security, catering, to mention a few. At SmartWorks, we believe every event is unique.