Monthly Archives: November 2015

How to Use Content Marketing to Promote Your Event.

When Creating and organising an event, it’s important to make sure everyone attending your event is enriched or effected by it. Those who provide content feel they have delivered it confidently and effectively, those asking for content have their questions answered and finally those learning from the content learn relevant information.

Events can house a huge variety of enriching opportunities that can broaden your horizon, as well as expose you to information and fields that were completely new to you and others. These events are beneficial to both those attending and those presenting. It is important when attending events to make sure you know what is available to you and which events are going to engage and educate you. In this article we will look at how organisers or events can make sure that their event is known and they are accommodating to everyone attending.

Know your goals

When organising an event, it is important to take time before starting the actual plan, make sure you know what you want to achieve with the event and then work backwards. Once you know what you want to achieve to can then create the steps to reach that goal in the most efficient way.

Themes are very important when it comes to events, a theme can be used through-out an event to create a continuous professional atmosphere. The speakers can use themes and base their speeches around this, this could make sure people know which speakers they want to see and so they can plan their route and day for the event. By including Q&A sessions to the end of each speech or session people are able to ask their own questions which can expand their knowledge further, as well as inform the speakers what their presentation is missing and how they can improve what to include in addition to what they already have.

 

planning event
Planning Is Essential

 

Inform

People will be more likely to attend an event if they know information about it. Quite simply try to provide as much information about the event as you can. This includes names of speakers, what they are presenting (content), start and end times and how you can learn more about the event. This will make sure people will know how to plan their day so that they can see all the sessions that are relevant to want they want to learn or experience. Additionally, express how the attendees can get involved with the event, use social contests and special offers for products and services when they attend the event. This will encourage people to attend.

Encourage people to bring laptops, phones and notepads to allow the event to be shared through their media and push them to take notes so that your event is memorable and worth their time, because you want to advertise that this event and its content is worth remembering.

By creating hashtags based around your event and its theme you can engage with the attendees during breaks and through-out the time the event is on. The hashtags used will inform people of the event who aren’t attending and encourage them to attend event in the future.

connected
Communication Is Key

 

Planning Ahead (and Before)

An event isn’t thrown together in a week or even in a month. It can take months of planning to just prepare a basic event. As an event planner you need to make sure everything at the event will flow smoothly and how it is planned. The only way to do this effectively is to plan and meet with everyone that will be involved in the event and working with them in the weeks running up to the event. Meets with your team, speakers and sponsors for the event so that you can discuss the theme and how you will be presenting everyone at the event. You need to make sure the speakers are relaying relevant information that coincides with both your event and its theme. To guarantee this meet with the speakers and go through their sessions with them to see what they have done well and where they could improve. Make sure when you set goals everyone is aware of this so that everyone can help work towards that goal as a group. Makes sure the keynote speaker is aware of the theme and uses it in their speech.

Conclusion

Through hard work and perseverance, you can create a very successful event that engages attendees and offers great opportunity to create new and unique content that only you can offer. However, this isn’t something that can be down over the course of a week. Planner will need to get together a team of individuals that share common goals and know what you want to achieve before, during and after the event.

Conferences and Events UK are here to meet your needs when it comes to the event planning and management. Speak to our professional team to learn more.

The Ideal Presentation Layout to Maximise functionality.

The Chairs and Tables

If you are not having tables and chairs, then the chairs and seating plan should be looked at carefully so that in a large environment everyone is included and has a clear view of the presentation area. For large areas its best to alternate the position chairs each row so that people won’t need to shuffle their position to see the main speaker or event stage. This will also improve the way sound travels around the venue, making sure everyone is experience the full potential of the event.

If you are offering table for the event, then chair spacing is really important. Make sure that there is a minimal gap of around half a person between each chair. This will allow people to have their own personal space when seated, and it enables people to be more open and their approach to the event. Furthermore, having space between seating positions lets people interact with the environment around them and inspires a better flow of conversation and interaction in the room.

When planning the basic layout of the chair/tables make sure you are taking into account the visibility of the stage from any place you position a chair or table. Base your layout off of a semi-circle structure, and all chairs and tables should be directed towards the middle of the semi-circle.

Allow space between seating sections to allow movement of traffic so that congestion doesn’t build up and people can easily move around  the venue, without bumping into every table, chair and person.

randallblakegriffith via Compfight cc
  randallblakegriffith via Compfight cc

The Stage

The stage is the centre point of any event and to make sure it is presented in this way elevate and illuminate it. By adding levels to the venue you are separating one room into individual areas. People will be more likely to interact with the environment if there are multiple places to look at and intermingle with.

Lighting is important in a venue as it sets the mood of the event and where people should pay attention to. Having concentrated lights on the stage and dispersed lights that dim on the seating area when your event starts. This will draw people’s attention to the stage.

Many speakers and events will have banners either side of the stage, these are great to reinforce the event and brands involved. However, they need to be simple and non-cluttered. If they have a lot of graphics displayed then it can distract the attendees from the main even, speaker, showcase … ect.

stage-diagram

The Theme

This is simple and should be easy to implement. When it comes to themes and colour schemes, keep it simple, consistent and relative to brand and products you are hosting during events.

Bright colours should be used near the entrance and exits to draw people in and direct traffic. Pastels colours and standard pop-up banners can then be used in the venue to deliver brands, images and products without distracting people’s attention from the stage.

Having a lot of text and graphic intense pop up banners can cause people to look at your banner for a while, which could cause slow traffic of people to build up. You want people to move around the venue and get what a banner is presenting quickly, so limit graphics and text in smaller or tighter areas of the venue.

conferencesmall
Subtle Lighting Conditions

These are just few tips that Conferences and Events UK can give in regards to the Event Management and Organisation. Feel free to speak to our team to learn more about our Event Management offer.