Probably The Best Event Planning Company in Singapore
Without goals and plans to reach them, you are like a ship that has set sail with no destination.
With 4 years of experience in the events industry, we clientele such as Alfa Parf and Sony, have entrusted us to run their events for them.
Having planned and execute many successful events, we will take you on an experience that no others have done before. With proper planning and preparation, we will ensure that you event starts on the right foot in the initial stage.
From pre-event planning to actual event execution and management and post briefing, we will be here to do all the hard work for you! Our team can meet with you for a consultation session to understand what you want and develop the idea to make it happen. Whether you would prefer us to take the reins or whether you would like to be a part of the entire process of creating the finished product, we will ensure to keep you updated regularly as we did with all our clients.
Let our team of professional event planners plan and execute your upcoming company’s dinner and dance, launch event or even teambuilding! We promise a spectacular SHOw.
· Importance Of Planning In Running A Successful Event
As quoted by Benjamin Franklin, “If you fail to plan, you are planning to fail”. Event planning can provide an effective marketing technique to help the organization achieve a desired goal of increased market share. For example, a well-planned promotional event leaves a favorable impression on interested parties, investors and buyers. By having planned your events carefully, it allows the organizations to interact with current or potential customers or supporters on a more personal level.
To run a successful event, having a coordinated action plan is required so that every nitty gritty is being addressed. Once the event begins, there is no turning back. The level of success of a promotional event directly reflects upon the perceived success of the business itself. However, there is no guarantee of a successful outcome; but event organizers can plan and be prepared for the unanticipated.
There are 3 stages to planning an event, pre-event planning, actual event execution and management and post event briefing. Below is a checklist that should be considered for all 3 stages of planning.
· If you fail to plan, you plan to fail – our pre-event checklist
· Pre-Event Planning
High Level Planning: 4-6 Months Ahead of Event
· Establish event goals and objectives
· Select date
· Identify venue and negotiate details
· Develop Event Master Plan
· Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel, etc.) and create a budget
· Recruit event committee, event manager or chair and establish sub-committee chairs
· Create and launch publicity plan & brand your event (ensure staff and/or volunteers are identified to manage specific tasks – e.g., media relations, VIP coordination, printed material design & printing coordination, signage, online /social media, etc.)
· Identify and confirm speakers / presenters / entertainers
· Identify and contact sponsors/partners
3-4 Months Ahead of Event
· Speaker/presenter/entertainer liaison: e.g.:
o finalize presentation/speech topics
o get bio information, photo
o travel & accommodation arrangements
o have contracts signed if appropriate, etc.
· Financial/Administration: for example, determine:
o Registration fees
o Set up/enable online registration
o Sponsor levels/amounts
o Identify items to be underwritten and accounting tracking details
· Venue/logistics planning, e.g.:
o Investigate need for any special permits, licenses, insurance, etc.
o Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc.
o Review security needs/plan for the event with venue manager
· Publicity: Follow publicity plan, e.g.,
o Develop draft program
o Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)
o Develop publicity pieces — e.g., newsletter articles and/or ads, radio spots, print blog posts articles for submission to other publications and/or ads, etc.
o Request logos from corporate sponsors for online and printed materials
o Develop and produce invitations, programs, posters, tickets, etc.
o Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit materials (e.g., speaker info, photos, etc.)
o Create event page on your website
o Enable / create email event notifications
o Create a Facebook event page
o Develop a promo video and post on YouTube and your Facebook page
o Register your event on a variety of online event calendars
o Create some buzz on your blog or member forums
o Determine VIPs and create invitation & tracking document (e.g., spreadsheet)
2 months prior to event
· Send reminders to contact list for registration/participation
· Presenters/Speakers: e.g.:
o Confirm travel/accommodation details
o Request copy of speeches and / or presentations
· Sponsorship: Follow up to confirm sponsorships and underwriting
o Release press announcements about keynote speakers, celebrities, VIPs attending, honourees, etc.
o Post your initial event news release on your website and circulate to all partners, affiliated organizations, etc.
1 week ahead
· Have all committee chairs meet and confirm all details against Master Plan – and ensure back-up plans are developed for any situation (e.g., back-up volunteers as VIP greeters, additional volunteers for registration or set-up, etc.)
· Finalize event script
· Brief any/all hosts, greeters, volunteers about their event duties and timelines
· Final seating plan, place cards, etc.
· Provide final registration numbers to caterer
· Make print and online copies of any speeches, videos, presentations, etc.
· Final registration check, name badges & registration list
· Determine photo op and interview opportunities with any presenters, VIPs etc. and confirm details with interviewee and media
1 Day Ahead
· Confirm media attending
· Ensure all signage is in place
· Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank name badges, paper, pens, tape, stapler, etc.)
· Ensure all promo items, gifts, plaques, trophies, etc. are on-site
· Actual Event Execution and Management
· Post Event Briefing
· Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for VIP guests, seating charts and guest lists with you
· Check-in with each Committee Chair to ensure their team is on track
· Gather staff for full briefing
· Organise volunteer registration area & entertainers area
· Circulate contact list with mobile numbers to all staff / volunteers
· Review chain of command in case of emergency
· Financial status: gather all receipts, documentation, final registration data, etc. and update budget
· Send thank-you’s and acknowledgement letters to:
o the Media
*In your thank-you notes, be sure to remind the recipients of the event’s success – and how they contributed (e.g., dollars raised, awareness – number of participants, etc.).
· Post-event publicity – see publicity section that follows
· Conduct a Post-Event Survey – to learn what people enjoyed about your event, and where you have room to improve.
· Follow-up Communication with Event Participants
· Reach out to event participants – thank them for participating and promote your ongoing programs and how they can support you throughout the year by joining, volunteering or making a sustaining donation.
· Conduct a thorough evaluation
· How to choose the right event organiser for your events?
By collaborating with the right event organiser for the right event, it will not only help to run your event smoothly, but also enable you to communicate your event message to potential clients, investors and the team effectively.
Many people often assume that event organising is just a matter of making a few phones call to vendors or booking of venues, but it is really, more than the eye meet. Event planning and management is a complex set of carefully planned and highly experienced anticipations or decisions, that is why hiring of professional is recommended. Professionals are costly for a reason as they know what they are doing. Look for the mid-sized company that is lean and mean (cost effective), not cheap – cheap is a dirty word used only by amateurs. Never hire an agency that has a team of 200 people because you are likely to be charged for people you are not even using. It is never about the size of the company that matters, hire agencies based on their local experience, not on name.
No one is a mind reader, let’s all be direct about our needs and wants. Be assertive about your requirements and specify clearly what you are hoping to achieve for your event. Stick to sending out RFP to 2-3 agencies after having done thorough research on them by looking at their track record and experience. This not only helps to save time, but also enables you to decide based on the ability of the best company to achieve your goals.
A good event organiser will also put in the effort to understand your event requirements by listening intently. Be open to creativity, listen to the ideas they give you, the advice they offer and take advantage of the experience they have. Of course, the real reason on choosing the event organiser to work with is because you like, trust and believe in them, you sense their enthusiasm for your particular requirements, you are happy to work closely with them and share the experience, but most of all – trust them to do what they do because they know as well as you do, they are judged based on their ability to deliver exactly what you expected, (or in some cases – way beyond that!)
Here are 7 event planning tips that outline what to look for on choosing an event organiser that is right for your event:
1. PASSION – Always look for an event planning company that is passionate about what they do as they will produce an exciting and successful event. It is a bonus if they specialize in a particular type of event (wedding, corporate, fundraising etcetera).
2. ORGANIZATION – The event organiser that you select must be highly organized and meticulous. In reviewing their previous clients feedback, you will be able to determine their level of organizational skills fairly quickly.
3. PEOPLE SKILLS – As event planning involves dealing with and organising people, the event manager you are considering should have outstanding people skills. To a certain extent, you can judge this by how they interact with you personally. But it is always a good idea to speak with some of their vendors as well.
4. EXCELLENT TIME MANAGEMENT – As the saying goes, time is money. Excellent time management plays a huge part of producing a successful event by delivering every stage of the project on time, any delays can be disastrous to your timetable and event. Ask the event planner you’re considering what kind of time management system they use to stay on track.
5. FLEXIBILITY – As Murphy’s Law dictates that anything that can go wrong, will go wrong. It is absolutely essential that your chosen event manager has the flexibility to cope when the schedule is being delayed. So, if you’re speaking to a previous client of the event planning company you are considering, ask them how the company performed under pressure and were they able to adapt to difficult or unforeseen events.
6. RESOURCEFULNESS – You will want to make sure that the event manager of the company that you’re considering is calm under pressure and able to think and act quickly and calmly to keep the event running smoothly.
7. IT’S A TEAM GAME – Finally, bear in mind that organising an event is normally a team game. It’s unlikely that you’ll be dealing solely with your event company’s planner in isolation. Ask who the main event manager is for your event and who reports to her. Get as much information as you can about all the people involved in organizing your event.
Whether you’re planning a wedding, a gala or a fundraiser, finding the right event planning company for your event is paramount to your event’s success. When all is said and done, you want to establish a relationship with your event manager, so take time and choose someone that meets your event needs.
· Tips On Event Marketing
No matter how small or new your business, regardless of who you’re marketing to, event marketing can be an effective, affordable way to build your brand’s identity and make real-time contact with current and potential customers.
Here are the five points every event marketing neophyte should note:
A) You need to pick a valuable event.
By attending or hosting an event, doors are opened for your brand to meet and interact with current or potential customers in a real-world setting. But the real challenge is finding the one that is best for your event objectives.
When weighing the value of an event, ask yourself these questions:
Ø Are my current and potential customers likely to be there too?
Ø How many of my current and potential customers might be there?
Ø What are the side benefits of this event (e.g. raise company visibility in the community, position you as an industry player, make valuable industry contacts, etc.)?
Ø Is the cost/benefit comparison for this event in my favor?
B) Leveraging your logo builds your brand identity.
A company’s logo is its shorthand, a visual cue that tells a story of the brand’s culture, behavior and values. Engaging a logo designer to create a signature look helps to establish the company’s brand identity and maximize its usage when engaging in event marketing. Create awareness by imprinting your company logo on your company’s booth, in the program book, and on t-shirts you will wear or hand out at the event. Find creative ways to display your logo, such as on candy-bar wrappers or cell phone cases, so that it will help create a visual impression when people see it at your event.
C) Swag sells your brand and makes it memorable.
Make sure your event-marketing budget includes an allowance for swag such as staples, pens, candy, cell phone cases that can be handed out anywhere, and items that are tailored for the event (such as logoed wine glasses at a wine-tasting event). According to studies shown by the Promotional Products Association, 76% of people who had received a promotional product were able to recall the product, advertiser, and message two years after receiving the item.
D) Gimmicks can work great to communicate your company’s persona.
Whether you’re staging your own event or attending someone else’s, a great gimmick can help grab attention and make you memorable. Gimmicks can be kitschy, but you don’t have to be. Yours could be a simple contest (guess how many jellybeans are in a bowl and win a prize from the company’s inventory), community-oriented (sponsor a local sports team or high school marching band), or noble (solicit donations for a national charity and award a prize for the largest donation).
E) Support your event marketing with digital endeavours.
Implement tactics on your digital platforms to support your event marketing efforts. Platforms such as company’s website, blog, and social media pages enables online outreach to promote the event and gives potential attendees teasers. Leverage your email list to announce the event to subscribers through personalisation. Create an event page on your website by providing visitors more detailed information about the event. If you plan to stage a competition or giveaway during the event, use digital tools to spread the news — and tempt customers to attend your event.
· How to drive users / traffic from a marketing view point.
There are several ways to drive traffic from a marketing view point. Below are a few methods:
The current most used advertising method is ATL, which is called Above The Line advertising where digital platforms is being used to promote brands and reach out to their target audience. Another advertising method is BTL, which is called Below The Line advertising where traditional mediums is being used such as newspaper, radio and etcetera.
Ø SEO & SEM
Optimizing your content for search engines is still a valuable and worthwhile practice. Make the most of image alt text, creating internal links to new content and include meta descriptions. Optimizing for on-page SEO could help boost your organic traffic.
SEM on the other hand involves the promotion of websites by increasing their visibility in search engine results pages (SERPs) primarily through paid advertising
Ø Write Irresistible Headlines
Headlines are one of the most important parts of your content. Without a compelling headline, even the most comprehensive blog post will go unread. Master the art of headline writing by coming up with twenty different headlines before finally settling on the one that will drive the most traffic, so think carefully about your headline before you hit “publish.”
Ø User-generated Content
User-generated content helps to build trust by encouraging them to contribute content and generate a relationship between you and your attendees. This will encourage users to visit your page to participate and exchange thoughts as they are more likely to trust content and opinions from real reviews over manufactured sales messages. Keeping your users in mind, hatch a suitable platform for submissions, with clear instructions and remember to reward them through perks and prizes to encourage participation!
Ø Engage Influencers
By looking closely at their lifestyle and audience engagement, looking out for the right influencer with the best fit to represent the brand is most crucial to effectively reach out to the correct target audience.
Consider cross promoting to drive online traffic by partnering with companies that fit the campaign message. Have your partners or speakers contribute content or articles to your event page, and encourage their fans and followers to access your page. Correspondingly, promote your partners, vendors, and speakers by providing a background or biography of them on your page, and link them up so that interested guests can find out about them in detail.
With so much planning to think through, why not engage an events planner instead to ensure all aspects is being covered?