event-planning

As the clock strikes midnight on the 31st of December, millions of people around the world will vow to hit the gym more often, be kinder to themselves, or run a 10km (among other things). It’s no secret that the majority of New Year’s resolutions fall flat, often due to the fact that merely having a goal won’t ensure success. In order to make good on any resolutions, you need to have a plan of action. Event planning is no different – the more prepared you are, the higher your chances of succeeding. While we can’t help you stick to your vow of visiting Virgin Active three times a week, we can give you the tools you need to meet your 2022 event planning goals.

Great event planners are first and foremost, great leaders

In our blog, How to up your event planning leadership skills, we looked at the best ways to grow your ability to confidently lead a team. There’s a big difference between merely managing people and leading them towards success; while a manager typically designates tasks and micro-manages, a leader inspires and motivates each team member to fulfil their potential. In addition, great leaders are able to see the bigger picture, are comfortable with change and are always on the lookout for ways to better their team. Give your leadership skills a head start and read the full blog over here.

Being able to confidently pitch to clients is a major aspect of the event planning role

Confidence is the name of the game when it comes to securing business. Presenting your ideas to a client can be nerve-wracking – and even more so if you’re ill-prepared. In short, researching the client, making a good first impression, following the brief to the letter and constructing your pitch in the most convincing way possible are all ways to up your pitching game. Get the full run down, here.

A SLA is a crucial part of the event planning process – yet many event planners fail to give these the attention they deserve

A service level agreement (SLA) acts as a safeguard for both your clients and you – which is why it’s a non-negotiable aspect of the event planning process. Making sure that everyone – your clients, vendors and your team – is on the same page when it comes to expectations and deliverables is the only way to ensure that your event runs smoothly. Read about the ins and outs of SLAs, in our blog Why SLAs are a crucial part of the event planning process.

Event planning is a continual learning process; that said, there are some fundamentals that we swear by

In our blog The most important things we’ve learnt about event planning, we talk about the lessons we’ve learnt from our years in the industry. It’s an exciting time to be an event planner – with a plethora of new technology at our finger tips – the eventing landscape is rapidly changing – for the better. As well as making use of Event Management Software, there are some golden event planning truths that will always apply – no matter how many apps and tools there are at our disposal.

Corporate Event planning might be universally challenging, stressful and all-consuming, but there are some key differences in the habits of event planners in the Mother City and those in Jozi. In this blog, we’ll look at various aspects of the event planning process and see just how Cape Tonian event planners differ from their Gaunteng counterparts.

Creating guest lists

CT: Cape Tonians are known for their flakiness and their inability to stick to plans. As a result, anyone in the event planning industry in the Mother City must compile not just one, but several guest lists to simply guarantee that there’ll be anyone at the event.

JHB: Joburgers, on the other hand, are punctual and meticulous when it comes to engagements. Once they’ve committed to something, there’s no question of them flaking out at the last minute. An event planner in Joburg will only need to compile one guest list, as they’ll be certain that people who RSVP “yes” will turn up.

Choosing a venue:

CT: The beauty of the surrounding landscapes outside the city is too much of a temptation for Cape Town’s event planners. Chances are an event will be located on a wine estate an hour’s (or more) drive away.

JHB: Joburg might not have been blessed with stunning scenery, but its event planners certainly keep convenience in mind. Any event venue is likely to be located centrally so that guests who live scattered across its sprawling mass can minimise time spent sitting in traffic.

What a typical workday is like:

CT: Relative lack of traffic in Cape Town buys the average person back an extra two hours a day. No surprise then that Capetonian event planners spend them topping up their tan in Camp’s Bay.

JHB: An event planner wouldn’t dream of wasting hours spent in Joburg gridlock. Instead, they’re on their phones whilst driving between important meetings.

How they organise brainstorming sessions:

CT: Nothing encourages creativity more than nature, or so the Capetonians believe. Don’t be surprised to encounter event planners taking a hike through Newlands Forest for their event planning brainstorm sessions.

JHB: The closest your Jozi event planner gets to hikes in the forest is a sweaty session at the gym. Event planners march side by side on treadmills as they brainstorm – they believe creativity comes through endorphins.

The first thing they do in the morning:

CT: Nothing gets the day going better for the Capetonian event planner than a fresh green juice and an organic gluten-free muffin enjoyed at a Bree Street café.

JHB: There’s no time for juicing or breakfast in Joburg. Instead, a quickly knocked-back double espresso – as they check emails on their phone – must suffice until their next caffeine hit at 9am.

How they manage stress:

CT: The “stress” of event planning is counteracted with a morning surf in Noordhoek before work and then a Bikram yoga session in the evening.

JHB: It’s high-octane spinning classes and weight training at Virgin Active for Joburg event planners and the occasional honking of car horns during peak traffic times.

What they post on Instagram:

CT: Cape Town provides no end of Instagram-able attractions. Expect pictures of tastings at wine farms, snap shots of their dinners at hip eateries, sunsets at Clifton and and Lion’s Head at Full Moon.

JHB: The Joburg event planner’s daily Instagram feed will be filled with bumper-to-bumper traffic jams, their newest gym outfit and what they’ve bought on their latest designer shopping spree.

A typical voicemail message:

CT: “Hi, I’m on a five day silent retreat. Namaste.”

JHB: “Hi, I’m in a client meeting. You can email me, tweet me, fax me or call my PA. I’ll get back to you as soon as possible.”

Their pet hates:

CT: The South Easter.

JHB: Traffic and being late.

What RSVP stands for:

CT: Reply sometime to verify presence

JHB: Reply soonest to verify presence W

hat does RSVP actually stand for? We’d love to hear your opinions in the comment section below the blog.

Whether you’re in Cape Town or Johannesburg, Event Management Software can help you automate and streamline the event planning process. Contact us to learn more about how you can use Event Management Software to boost your next event. 

The world of event planning is exciting and varied, attracting the most energetic, lively and charismatic people – people who also aren’t afraid of working long hours whilst trying to juggle the motives of many: caterers, venue owners, guests, clients, staff – the list goes on. As strong and organised as they may be, event planners sometimes need a little help if not from a friend, then from technology or a go-to checklist.  Mashable’s event planning cheat sheet infographic is a useful and informative checklist summarising the event planning basics you probably already know, but sometimes forget during the event planning maelstrom. In this blog we’ll elaborate on some of the points.

Mobile continues to be one of the hottest trends out there, especially in events

You could increase engagement by up to 33% if you incorporate mobile apps at your next event, according to the infographic. That’s a huge increase and highlights just how popular and pervasive mobile is becoming. While you might not have the budget or resources to have a custom app for your event made, there are others ways to harness the power of mobile for event planning.

Your invitations need to look stunning on a smartphone

Your event invitation is the first bit of personalised contact you have with your guests. A significant portion of those guests will be accessing this invite through their smartphones or tablets rather than on a laptop. It’s essential that your invites are mobile friendly and can be viewed in their entirety on these devices. There’s little point investing in a beautiful design if it gets distorted on an iPhone.

QR codes make controlling access to your event as easy as scanning a barcode

QR codes are another mobile-centric tool that can be exploited at corporate events. Not dissimilar to a barcode, a QR code can be provided in your invitation and act as a personalised entry pass for each of your guests. Your attendees simply present their QR codes at the entrance of your event, VIP or parking area and your welcome staff’s QR reader app will scan them. No more confusion about who is on what list.

Use mobile for those all-important

Thank You messages Event follows ups are not just essential from a customer service point of view; they provide you with the perfect chance to get feedback about how your guests enjoyed the event, allowing you to create future events that will feel tailor-made for each and every guest. Make sure these thank you messages and surveys are sent out within 24 hours of the event – either by SMS or through social media. According to the infographic, guests are a whopping 150% more likely to respond to a thank you message or post-event survey if you send one out no less than 24 hours after the event has ended. After 25 hours that percentage plummets: amazing what a single hour can do.

Time is of the essence, especially for event planners

Time, or lack thereof, is the event planner’s Achilles heel. We all know that event planners work some of the longest hours and have to survive on very little sleep, but Mashable’s statistics bring the reality into sharp focus. 42% of event planners work between 15-20 hours a day and the average night’s sleep is about 5-6 hours – although, that would sound like an indulgent night’s sleep to many! Believe it or not, there is a way to buy back hours in the day – without sacrificing the quality of your event.

Technology has made it possible to literally buy time

It’s clear from the infographic that technology is having a huge impact on how events are planned. Large guest lists and the pressure of delivering those crucial brand messages amplify the stress of planning corporate events: a lot more than disgruntled guests is at stake. Automating as many tasks as possible – sending out of invitations, collecting and managing guest contact info – means you not only save time on manually managing guest lists and RSVPs, but you’ll eliminate any potential human error too.

For more information about how technology can be your trusty assistant in the RSVP process, contact The RSVP Agency.

Dropping the ball is part of being human. After all, if we never mess up, how are we supposed to learn? Even the most seasoned event planners make mistakes (they’re human after all). We’ve put some thought into some of the most common mistakes event planners make – rookie or veteran – and hope that by sharing these with you, you’ll be equipped with the know-how to help you dodge these all too frequent ‘’Oops, I did it again” moments.

1. 1.  Overpromising on deliverables

Ever had a client who’s so excited about their upcoming event that their energy is contagious? It’s easy to get caught up in the anticipatory mood of a client whose ideas are big, bold and boundary-breaking. Which makes it very difficult to say that two letter word they don’t want to hear: “No”.

Instead of thinking you’ll put your client off, think of setting boundaries as to what’s possible within a certain timeframe and with a set budget as tough love

If you tell your client that their vision of dancing flamingos accompanied by the Drakensberg Boys Choir and pyrotechnics that would put Disneyworld to shame, you’ll only end up disappointing them (not to mention, losing their business). Be clear on what’s doable, and what’s not. Being aware of your skill set, and that of your team and vendors play a big part in ascertaining what you can deliver – so make sure that you’re honest with yourself, and your clients about what you’re able to deliver.

1. 2. Ignoring the importance of nurturing a relationship with the client

Your clients are your bread and butter, which means that if you want to succeed as an event planner, you need to do everything you can to build authentic relationships with them. This may seem intimidating, which is where the mantra “Fake it till you make it” comes in handy. (We’re not suggesting that you lies about capabilities, credentials, or anything for that matter.) Being confident when working with influential brands and companies can be intimidating – but if you shy away from finding out who the people are behind the job specs, you’ll be able to not only provide them with an event that’s in line with their expectations, but enjoy having their repeat business.

As we said before, success in an arena boils down to the quality of the relationships you have. Sincere, genuine relationships are a scarce commodity; investing time and effort in your clients is without a doubt, one of the smartest things event planners can do to build their reputation.

1. 3. Failure to prepare for any and all eventualities

Oh boy. It’s for good reason that the saying “Failing to plan, is planning to fail” is bandied about our office so frequently. Juggling multiple clients and the myriad tasks that go with them is only possible with a plan. Know your plan. Then work your plan. It’s easy to get lost in the thousand and one projects you have to do on any given day, but failing to plan ahead for any and every “what if” should be at the top of your to-do list. Event planners need to be able to predict the “what ifs”, and then have a plan at the ready should something go awry. Your “what ifs” will differ with each event – an EXCO dinner held outdoors in the (dry) bushveld teems with several potential disasters (ahem, FIRE), compared to a product launch of a new alcohol brand that’s open to the public (inebriation). You get the gist. The good news is that the more experience event planners have in tackling last-minute hiccups, the easier it gets the next time around.

Get your marketing team and your event planning team on the same page

As a marketing manager, you’ll be all too familiar with the tricky task of getting your marketing team and events team to see eye to eye. Interdepartmental clashes are part and parcel of a big corporate; having to smooth these out can often seem like a task more suited to a UN peacekeeper.

If you’re at your wits’ end, fear not. We’ve put together a guide as to the best way to get both departments working in (relative) harmony.

First things first: Establish the objective of the event.

If you’re not clear as to why you’re holding an event in the first place, or what needs to be achieved as a result, getting your marketing and events team to see eye to eye will be impossible. By establishing a big picture overview of the event’s objectives, you’ll be that much more prepared when briefing your teams.

Have an initial briefing session with both departments.

Getting everyone on the same page from the beginning will save endless hassle down the line. Bear in mind that the ability to plan and execute an event that’s on brief relies on clear communication. As the marketing manager, this responsibility falls on your shoulders. Keep it simple in order to avoid any frustration resulting from instances of broken telephone.

After the initial meeting, have the marketing department put a clear, concise event brief together.

This should include the style and tone of the event, the marketing message that needs to be conveyed throughout, as well as any brand guidelines. Once you’re crystal clear about the goal of the event, briefing your event planning team is that much easier. You’ll eradicate any ifs or buts, and can then get everyone involved to focus on executing said event. Another crucial factor that will make everyone’s job easier is to ensure that the expectations of both sides are realistic. Be clear about what needs to be achieved, within a specific timeframe and budget.

Once the marketing brief is compiled, it’s up to the event planning team to put together a proposal. This then needs to be signed off by the marketing team – which goes a long way in cutting out an endless backwards and forwards.

Make sure that the decision makers and stakeholders have signed off on the event brief before you attempt to brief your event planning and marketing department.

This is absolutely crucial, yet frighteningly often overlooked. If you’ve planned an event that’s way beyond budget, or one that hasn’t taken the correct marketing message into account, an inordinate amount of time will be wasted. What’s more, if the event planning team has gone ahead without the consent of the CFO or powers that be, a substantial portion of the budget may be lost too.

Whether due to insufficient communication or management, many corporate event planners go off brief.

The result? A corporate event that’s created for the event planner, instead of for the intended demographic. This is not only a misuse of time and money, but is incredibly unprofessional and damaging to your brand. In order to avoid this situation, keep the channels of communication with your events team open at all times, and only brief your event planning department once the decision makers have given the go-ahead and signed off on the brief.

Making use of event management software streamlines the entire process.

Getting different departments to work together towards a common goal is difficult, but not impossible. If you’re using event management software that’s accessible by each team member, and that’s updated in real time, you’ll eliminate any miscommunication. Software that automates the RSVP process – from the very first online invitation to the post event report – can make interdepartmental clashes far easier to deal with. Find out about our event software, and how it can help you to get your team working together, here.