Event Planning

When you organize a professional event, one of the most important things to keep in mind is to choose the profile of the speakers for your event. Their names and specialities will be the claim so that your attendees want to attend your event, ensuring that participation is a success.

To choose the best speakers, three fundamental factors must be taken into account: relevance, objective and influence.

Relevance: Having a renowned speaker, known inside and outside the sector of your event is a perfect claim to attract attendees. However, having a recognised speaker is meaningless if it does not have quality information to contribute to your event. The objective is that your attendees have quality content and relevant and leading information in the sector.

Purpose: Not all the moments of your event are the same, so taking into account what you want to transmit at each moment is key to choose each speaker properly. For example, the keynote speaker will be the one who sets the tone of the event, creating expectations among the attendees. On the other hand, the speaker who takes up the event after lunch will have to be someone dynamic who wakes up the attendees with a topic that does not require a maximum concentration. To give dynamism to your event, it is essential to know the style of each speaker and organize their participation at the time of the day that fits the best.

Influence: In addition to looking for speakers with excellent communication skills, the speakers of your event have to build trust and persuade the public that they still have doubts. Your speakers must have a solid reputation and serve as influencers of the professional sector.

Find the perfect speaker based on these three key objectives and when you have the selection, organize the agenda of your event looking for your attendees to have balanced and dynamic days. Remember that before launching an event, whatever the type, strategic planning is essential. Everything counts to get your assistants to repeat the experience!

1. Idea and Concept

Once coming up with an event idea, remember to be flexible. Leave some room for modification and development of the idea. Once the idea is finalized, move on to developing the concept of the event. The concept will give us a more competitive advantage; it is what will make the event stand out from similar ones. The event concept can include things like design, collaboration and partnerships with companies, technology, location, and others. Nowadays, most event planners aspire to focus on an online advertisement and others. Bear in mind, it is not simply holding an event; we are creating an experience for the audience. This brings us to the second point.

2. Determine the audience

Determining the audience for the event should never be underestimated. Audience is the key to finding the right sponsors and partners. So, ask ourselves these questions: Is an event niche, and will specific types of individuals/businesses show up? Previously, what audience have the event speakers we have in mind attracted? Considering the price of attendance, what groups will attend? If it’s too pricey, maybe students will not be keen to attend. Be prepared to give discounts and set up a promotion period. Also, consider the location and time of the event to estimate who can attend.

3. Choose the date well

Before choosing the day of celebration it is essential to check the calendar and verify that the date does not coincide with a holiday period or with other types of events that may detract from it: national and local holidays, major events of the sector and sports (football, formula 1 …)
Also, the day of the week must be taken into account. For example, Mondays are the worst day because they usually reserve to plan and organize the week. Wednesdays, Thursdays and, for certain events, Fridays are considered the best options.

4. Create the agenda

Once we have settled the concept and estimated the expected audience, start thinking about the event’s agenda. Do we want to have an all-day event; is it going to be a workshop, stretching across a few weeks? Who are the speakers we can invite? Depending on our answers, we can start looking for the right venue, partners and sponsors.

5. Determine the budget

When thinking about actions or activities for the event, the economic item that the company has established must be taken into account. It is important not to lose sight of the cost-benefit relationship since the events are organized with the intention of meeting certain objectives.

6. Find the right venue

The venue is extremely important. After defining the objectives, the public, the date and the budget, it is necessary to find the right space. This task can involve a lot of time and many visits to different locations until we find the right one.
To select the best space, we have to take into account: the type of event; the number of attendees; technical and audiovisual services; if they own kitchen or we need to hire a catering; location and access; if they offer to park; as well as the possibilities of prior assembly if required.

7. Plan ahead

Planning is essential to organize an event and to ensure its success. From the search engine for spaces for corporate events, we recommend preparing a retro-planning that details each task, those responsible for its execution and the deadline of each step.

It is also necessary to decide what tools and channels (e-mailing, databases of employees, customers, suppliers, social networks, website, media, newsletters, advertising, etc.) will be used to communicate the event. Experts recommend doing so in advance so that those interested can plan to attend.

8. Have an organizing team

Each team member must be informed of their roles and responsibilities and, in addition, know all the details of the event in order to have the ability to solve any unforeseen events that may arise.

9. Make a post-event analysis

When the event ends, it is advisable to devote some resources to thank and know the degree of satisfaction of the attendees. It is advisable to send a statement to the attendees by way of closing the event, thanking them for their assistance along with some conclusions and results. In addition, it is important to critically analyze the whole event. This report will help identify points that can be improved for future occasions.

Sponsors play a pivotal role in shaping your event budget, but their significance extends beyond financial support – they can be a compelling draw for attendees. The careful selection of sponsors can be a deciding factor in the active participation of your audience. This article aims to provide you with essential insights for achieving success in the art of choosing sponsors who capture the attention and interest of your event attendees.

1. Identify Your Audience: Understanding your audience is the cornerstone of attracting sponsors aligned with their interests. Delve into the intricacies of your attendees’ preferences, behaviors, and consumption habits. Utilize tools such as Google Analytics or social media platforms like Facebook and Twitter to gather relevant data. Analyzing social media engagement will unveil valuable insights. For instance, if a significant portion of your audience favors a particular beverage brand on Facebook, consider approaching that brand as a potential sponsor. The key lies in aligning sponsor interests with the preferences of your target audience.
2. Locate the Niche of Interest of Your Attendees: Building on audience identification, pinpoint specific categories of brands or companies that resonate with your attendees’ interests. If, for example, your audience exhibits a penchant for luxury travel, explore sponsorship opportunities with spas or resorts. The goal is to establish a connection between the sponsor’s offerings and the interests of your attendees, creating a seamless and appealing fit.
3. Convince Your Sponsor: Having identified a potential sponsor, the next step is to persuade them that your event provides the ideal platform for their brand. Sponsorship is a mutually beneficial relationship, and your event must offer a value proposition that aligns with the sponsor’s objectives. Showcase how your event can enhance the sponsor’s brand image and elucidate the reciprocal benefits. Crafting a compelling pitch that outlines the ways in which your event aligns with the sponsor’s goals is crucial. This entails presenting your event as a valuable opportunity for brand elevation and engagement. Foster enduring relationships by ensuring that both parties derive significant benefits from the collaboration.

In essence, the success of your event sponsorship strategy hinges on a thorough understanding of your audience, meticulous identification of sponsor niches, and effective persuasion techniques. By aligning sponsor interests with attendee preferences, you create a symbiotic relationship that enhances the overall event experience. Trust in the appeal of your event

Who doesn’t relish the idea of hosting an event on the beach? This month serves as the opportune time to savor the last remnants of summer by the shore. Whether you fancy indulging in a delectable cocktail with the soothing symphony of waves in the background, engaging in a meditative session on the soft sand, or immersing yourself in live music while feeling the gentle caress of the sea breeze in your hair, the beach provides an idyllic setting.

At SmartWorks, we thrive on creativity and have a plethora of ideas to transform your beachside event into an unforgettable experience. Here are some suggestions to elevate your beach gatherings:

Chill Parties and Cocktails:

Amidst the lingering summer sun, hosting your event in the evening is a refreshing idea. Imagine a summer fruit tasting or a cold wine sampling, seamlessly blended with the velvety texture of the sand beneath your feet. This setting promises the perfect recipe for a leisurely afternoon. For a touch of elegance, consider a white-party night featuring chill-out music, accompanied by the warm glow of candles, lanterns, or even a cozy campfire. Enhance the ambiance with seaside cocktail bars, a small catering setup, or a live music concert to add the finishing touches to your event.

Teambuilding Activities:

Take your corporate events to new heights by organizing team-building activities on the beach. This provides an ideal platform to foster camaraderie among your colleagues and create a vibrant atmosphere. From interactive games and sports competitions to a spirited sandcastle-building contest, the beach offers a unique backdrop for team bonding. Elevate the experience by incorporating snacks during the sunset and post-activity, allowing participants to relish the final moments of the day in a relaxed and enjoyable setting.

Group Meditation:

For those seeking tranquility, peace, and a connection with nature, consider organizing workshops such as yoga, Pilates, Tai Chi, or body balance classes directly on the beach. The serene environment provides the perfect backdrop for harmonizing the body and soul. Expect a significant turnout, as many individuals will be drawn to the allure of beachside meditation and wellness activities.

Are you contemplating a summer closing party or any other event on the beach? Look no further – SmartWorks is here to assist you in organizing a successful and memorable event. From conceptualization to execution, our team is well-equipped to ensure every detail aligns with your vision. Whether it’s a sophisticated cocktail soirée, engaging team-building activities, or a tranquil meditation retreat, we specialize in creating bespoke experiences tailored to your preferences.

The beach, with its natural charm, provides an enchanting canvas for events of all kinds. Allow us to bring your ideas to life and curate an immersive experience that resonates with your guests. Contact us today, and let’s turn your beach event dreams into reality!

The team building concept represents a wide variety of participatory and structured activities, carried out to improve the performance of the work teams of an organization and the ability to work together effectively.

These activities can range from simple exercises that promote union and mutual knowledge to complex simulations of several days, where the team has to achieve some objective.

The place where they are performed is usually different from the place of work, in order to achieve a more relaxed atmosphere among the members.

This is usually done with a participative activity designed to meet your needs in a specific space and place, so it is usually celebrated as an event.

These events are usually carried in a different environment, to allow the worker to get rid of tensions and interact in a different and more enjoyable way with their work colleagues.

10 benefits of team building:

• • • Improves the motivation of the team members.
    • Helps improving mutual trust.
    • Improves self knowledge.
    • Improves the work environment.
    • Helps detecting improvement opportunities
    • Promotes leadership.
    • Improves resilience
    • Promotes integration.

Either to improve existing problems, to increase the level of morality or simply to maintain it, it is an excellent instrument to enhance the personal and professional growth of employees, which translates into better results – economic and not economic – for the company.

The conferences are usually huge events. To organize them successfully you must know how to transmit the correct message to the participants. Here we detail 5 steps to organize a perfect conference.

1. Be sure about the goal and the agenda of the event. First of all, you must have clearly defined goals that you intend to specify with the organization of the event. Knowing in advance what the objectives you want to accomplish, will help you to execute your actions in the right direction.

2. Detail your budget. In order to plan the conference well, you must know how much money you can spend and what you will spend. Make a list that details all the items to be taken into account in the budget and how much money they will cost. Find out the prices of several suppliers to choose the one that suits you best.

3. Choose a venue. When you go places, keep in mind the number of participants, the convenience of the location,and if it has parking available or access to public transport.

4. Select your suppliers. In addition to the catering for the coffee break, you should take into account the needs of sound,music, furniture and communication for the event.

5. Hire temporary personnel. Think about how many people you will need to work during the conference and contact them well in advance. Try to assign the tasks in a clear way so that everyone can perform their function as well as possible.

If all this seems too much to handle, contact us! We are experts at organizing events.

Organizing conferences and events requires significant resources, time, and coordination. Even with the perfect conference planning template, pulling off a successful event can require anywhere from several months to over a year of preparation. Beyond that, you also need to cultivate your convention planning skills. Otherwise, you run the risk of developing tunnel vision — emphasizing unnecessary aspects while leaving critical factors unattended. 

To ensure your conference goes off without a hitch, we’ve put together this conference plan template to help you learn how to plan a conference. It includes a checklist to help keep your thoughts and timelines in order. Conference event planning doesn’t have to consume all of your time, thanks to this conference planning guide.

What is Conference Planning? 

If you’re organizing an event designed to share ideas, debate views, present a vision or spread awareness about a subject, you’ll likely end up hosting a conference. While the concept of gathering a group of people to exchange information seems simple enough, there’s a significant amount of effort that goes into organizing the event. 

This is where conference planning comes into play. By successfully planning a conference, you can build up your company’s brand while creating a wider network, giving you and your business further opportunities to develop and grow.

Types of Conferences

First, you need to decide on the type of conference you’re planning. Conferences serve a variety of purposes and can vary in size, subject matter, and target demographic. However, if your event becomes too large, then you may be looking at planning a convention.

Sales Conference

Larger companies often hold annual, internal sales conferences to kickstart each season. Conference planning for internal sales events usually centers around staff training, new product launches, company performance reviews, and corporate goals. Through a sales conference, you can energize your team and inspire them to work more collaboratively. It’s a simple way to build passion within a team and spur them on to achieve greater results. 

Academic Conference

Academic conferences provide an excellent venue for receiving feedback on your latest academic works. While presenting findings in a public presentation can be intimidating, it’s a great way to receive both critique and compliments on your work. Conferences designed for your academic field can also catalyze networking with peers who may be working on their own related research. You may even have the opportunity to meet one of your academic heroes.

Business Conference

Business conferences act as a meeting ground for different industries to exchange ideas, synergize, and collaborate. Through a business conference, you can meet people in your company or industry, and go over new trends affecting the sector. 

How to Plan a Conference: A Step-by-Step Guide 

The art of conference planning is a careful balancing act. Executing the perfect event is a long and arduous process, requiring a strong eye for detail.

Step 1: Define the Goals of the Conference

Before you begin organizing your conference, you first need to decide on the event’s purpose and why people should attend. Once you establish the main idea behind the conference, you can begin answering other key questions, such as:

• What’s the conference’s target attendee demographic?
• When’s the best time to host the conference?

• How many people will be invited to attend in-person? Will there be a means to participate online via a virtual event platform?
• What’s the target revenue goal that the event needs to reach to be considered successful?
• How much should entry cost?
• Where should the conference be held?

Step 2: Creating a Budget

The success of a conference can hinge on its budget. Budgeting is usually the most daunting part of conference planning, but it creates the foundation for the remainder of your plan.

When creating a budget, make sure to include the following:

• Items: When first organizing your budget, you want to ensure that you’re accounting for everything that incurs a cost. Having your list itemized from the beginning will make the task significantly easier. You should avoid grouping items together, such as food and alcohol, because you might need to start making cuts if you exceed your budget.  Large costs such as the venue, refreshments, and A/V equipment are easy to remember and track. However, it’s equally important to remember less tangible items such as marketing materials, travel expenses, and taxes, as they can quickly devour a budget.
• Descriptions: Each item should be followed by a description explaining why the item is necessary. This is especially helpful if a supervisor needs to sign off on the budget allocation.
• Quantity: Keeping track of the quantities you need is important. This can make adjusting for an unexpected increase or decrease in attendance a quick process. It can even help you determine the quantities needed for future conferences.
• Estimated Costs: This section is designed to give you an approximation of the overall budget, indicating whether you’re above or below your limit. If you receive a price list from the vendor, keep in mind that it may not account for gratuities, service fees, or tax. To help decrease your estimated costs, you can contact vendors and suppliers to go over their pricing options. 
• Real Costs: This is what each item for the event actually costs. It can help you build a better template for your next event. 
• Budget Padding: Remember Cheop’s Law: “Nothing ever gets built on schedule or within budget.” In other words, you’ll want to allocate some extra funds for unplanned incidentals. 

Step 3: Select the Vendors and Venue

After you’ve created a budget, you’ll need to speak with vendors and venue owners to determine if they’re available and the right fit for your conference. While the list of options may seem long, you can quickly cut it down by skimming their reviews and evaluating their online presence. Once your list is manageable, you can start accepting quotes. When submitting a request for a quote, ensure you’ve included any special requirements your event may have, including:

• Special Access Needs
• Dietary Restrictions 
• Number of Attendees

While your budget will dictate your buying power, don’t automatically go for the cheapest option.

Step 4: Find Speakers

The next step on your conference planning journey is finding interesting speakers to entertain attendees during the event. You’ll want to find speakers who have delivered speeches at similar conferences and contact them to see if they’re an appropriate fit for your event. You can begin by having them send proposals or abstracts about their presentations, allowing you to thin the herd. 

You can also ask your attendees who they’d like to see at the event. This helps you narrow down your choices and begin building a rapport with the attendees. After all, the conference is being designed with them in mind.  

Step 5: Find Sponsors

Conference planning depends on finding sponsors. As with every step of this process, you’ll want to find a sponsor that’s right for your conference. You can start the search by reviewing sponsors from similar events. If you see some companies that you feel could benefit from investing in your conference, reach out. Find out which company representative can decide to sponsor the event, and begin a dialogue around what your conference can do for their business. This will lead to creating a sponsorship package valuation. 

Step 6: Marketing

Once you’ve set the time, venue, vendors, speakers, and sponsors, you’re in the home stretch.  You’ll just need to create several marketing campaigns to get the word out. Start with email and social media campaigns, as well as a branded website with a clear call-to-action (CTA) on the landing page. These campaigns should continue until the day of the event. You’ll need to begin with a brand awareness marketing campaign, moving through the sales funnel until you reach event reminders.  If you’ve finished planning the conference planning with enough lead time, you could even offer early sign-ups to generate traction. 

Step 7: Debriefing

Once the dust has settled and your conference has concluded, don’t wait too long to request attendee surveys. Finding out which aspects attendees enjoyed or disliked can go a long way in helping you develop your next conference.

At the same time, you’ll want to begin compiling video snippets, keynotes speeches, and drafting supporting blog posts to keep your conference top-of-mind and boost its credibility for next year.

Why SmartWorks is the Premier Convention Planning Company

If you have the hefty task of bringing an event to life, you can relieve the pressure by working with a convention planning company, like SmartWorks. As the premier conference planning company, we excel at making your event a breeze from start to finish thanks to our high-end technology. 

With the help of SmartWorks, you don’t have to worry about the logistics of your event planning. Leave it to our extensive network of trusted vendors around Europe. SmartWorks has the expertise to take your conference to the next level. Contact us today and let our team of professionals save you time, energy, and money.

An event is a multifaceted undertaking that encompasses a series of activities, irrespective of their nature, meticulously executed and categorized into three distinct stages: pre-event, during the event, and post-event. The success of each phase is interdependent, with outcomes directly and indirectly influenced by the preceding stage.

Pre-event:
Defining the event’s purpose is paramount in orchestrating a seamless plan alongside your team. A comprehensive checklist guides this preparatory phase:

– Objectives of the event: Clearly delineate the goals and desired outcomes.
– Target audiences: Identify and understand the intended audience for precision.
– Event type: Categorize the event, be it a conference, celebration, or seminar.
– Venue and date: Select a suitable venue and finalize the event date.
– List of guests: Compile a guest list, ensuring inclusivity and relevance.
– Budget: Establish a realistic budget encompassing all aspects of the event.
– Event schedule: Develop a detailed timeline, allocating time for each activity.
– Suppliers: Collaborate with reliable suppliers for services and resources.
– Promotion: Utilize social networks and email campaigns for effective promotion.

The key to this stage lies in meticulous planning, considering the intricacies of each task to ensure a cohesive and well-executed event.

During the event:
Often perceived as the most demanding day, the event day necessitates unwavering attention to every detail outlined in the established agenda. Coordinating with the entire team and overseeing logistics are critical aspects. The checklist for this stage includes:

– Guest registration: Ensure a smooth check-in process for all attendees.
– Schedule or agenda: Adhere to the planned schedule, adjusting as needed.
– Signaling of the event: Clearly mark event areas for easy navigation.
– Assembly of the room: Oversee the setup, including audiovisual elements, decorations, and equipment.

Success during this phase hinges on efficient coordination and meticulous supervision, guaranteeing a seamless experience for both organizers and attendees.

Post-event:
Activities during this stage vary based on the event type. Some events demand comprehensive evaluation and feedback from clients, guests, and the internal team, considering each delegated task. Key components of the post-event stage include:

– Disassembly: Efficiently dismantle event setups and structures.
– Financial closure: Conclude financial transactions, ensuring all accounts are settled.
– General and specific evaluation: Assess the overall success and specific elements of the event.
– Qualification of suppliers and exponents: Evaluate supplier and contributor performance in terms of quality and adherence to agreements.
– Final analysis: Conduct an in-depth analysis of the event, identifying strengths and areas for improvement.

In navigating these three stages, we offer comprehensive support to ensure your event becomes a lasting and memorable experience. Contact us for expert assistance in creating and executing an event that exceeds expectations!

When organizing an event, the venue is one of the first items that appear on the list, since depending on the chosen space, other items will be defined, such us the number of guests, modality and style of the event, activities to be done to be conducted and the requirements in terms of furniture and equipment.

To avoid problems such as heavy traffic, bad acoustics or heat and suffocation from crowded places, we provide 4 tips for choosing the right place of your event:

1) Take into account the size of your event: the correct dimensions of the room can influence the success or failure of the whole experience. It usually counts 1 square meter per person and up to 3 square meters per table of 10 people in the case of entertainment. For the dance floor, 1 square meter is calculated for every two guests.

2) Location of the venue: surely, the events held in locations with easy access have a greater number of attendees. And if it also offers space to park, it will be a real solution for most guests. In the case of choosing a venue located far away or in new or little- known area, the arrival can be resolved by providing in advance access maps with useful information, indicative posters and contact information.

3) The weather is another important factor. We recommend to choose a place where you can avoid surprises. Its important to make sure that the venue is suitable  in case of rain, high or low temperatures or any climate related difficulty.

Besides, it is recommended that you have an outdoor space for smokers as they may need it. Also, keep in mind that the volume of the music should not affect neighbors.

4) Have an designated space for production. Depending on the type of event and the needs of who organizes it, extra requirements can be considered to be taken into account as a support room for production. This space can serve as a repository of decoration, sound check for a band, accreditation table, merchandise reception, among others.

If you still don´t know where to start, contact us! We can help you with the entire organization of your event.

More and more companies and brands are subscribing to the care of the environment by adding words like “recycle” and “reuse” in their business strategy. One of the fundamental tools to externalize this type of commitment are the so-called sustainable events.

What is a sustainable event?

We call a sustainable event where special care is taken to assure that every element is sustainable, from the catering, the venue or the decoration to the souvenirs and gifts.

About the Venue

An outdoor celebration during the day is the best choice when it comes to putting together a sustainable event. By not consuming energy from the electricity grid, we take advantage of natural energy.

About the transportation

If the guests are near to the place of celebration, the best incentive is that they arrive walking or cycling as it contributes to the reduction of the emission of CO2, one of the gases that produce the greenhouse effect (GHG).

On the other hand, it is possible to put into practice the  “carpooling”: it consists of car sharing to travel in a group to the same place. Thus, the reduction of traffic and environmental pollution is encouraged.

About the decor

Creativity is everything in this stage. The most recommendable thing is to recycle and reuse the objects that are visible and at hand.You can also encourage the team members working on the organization of the event to make the decoration with their our hands, out of recycled items.

About the catering

We suggest that you surprise your guests with organic catering. For the toast, you  can not miss the organic wine, which uses cultivation techniques without pesticides, herbicides or fertilizers.

About the souvenirs

A great idea in this matter is to reward your guests with ecological gifts, which besides being a gift of remembrance are an engine for awareness and reflection on the care of the environment.

If you want to learn more about sustainable events, contact us! We are here to help you organize an unique event.

To make a successful event, it is essential to be aware of the latest trends. In this post we give you a tour of the trends for this upcoming year.

+ Broadcast your event

The live transmissions are increasingly trending and they allow to virtually witness something that is happening in another physical place. The scope and use that is given to Facebook in the world, for instance, is enough to realize that this tool is very powerful.

You can use Facebook Live for speeches, opening ceremonies of an event, show the arrival to the room, etc. If your company has locations in other parts of the world you can make those people feel closer, with a simple live broadcast. There are other tools with more functionalities, but they usually are expensive.

+Personalization in the registration process

Through registration or any other ticket purchase forms, you can collect personalized and valuable data. You can also offer discounts for certain attendees, activities and personalized meals, among other things. Each attendee will feel unique and your business will collect a lot of valuable data about your target audience.

+ Email marketing

Contrary to what you can imagine, email marketing continues to be an effective and direct means of communication with our objective.

The key is to avoid falling into SPAM due to deceptive, boring or abusive titles.

For better performance,keep the mail visually clear and simple with little text and clear CTA – call to action– to the user

+ Go friendly

In this era where digital media allow interaction and constant dialogue, it is increasingly important to provide spaces for interactivity in the event. It is essential to present feedback channels, encourage the realization of questions or queries and / or conversation among those attending the event.