Promotional Materials for Events

1. Signage - Signs collectively are know as the Signage.

2. Sign (or sign board) - It can be a metallic board or LED display board which is used to display information. 

3. LED Display - Also know as LED screen, LED display board and LED panel. LED panels are used in:

1. Bus Station to display information about the bus timings (arrival and departure time), routes names etc.

2. Railway Stations to display information about the trains (train number, train name, arrival and departure time etc.)

3. Airports to display flight information like flight number, arrival and departure time, flight status, origin, destination etc.

4. LED Panels are used to display current time and temperature.

5. They are used for commercial advertising like LED Signage.

6. LED panels are used in restaurant, clinics and hospitals to display token information.

7. They are extensively used in stock market to display market information, shares' rates, exchange rates etc.

8. They are used as score boards in sports events. They are also used in conferences, fashion shows, concerts and other live shows to show the close up video images of the speakers, performers or programs on the stage to the far silted audience. 

4. Mobile LED Display - It is a self contained unit in the sense that it does not require any external power supply, truss or technicians for its set up. It can be easily moved anywhere through a vehicle (like car). The LED screen can turn around 360 degree. It works well in direct sunlight also. Resolution of LED display is measured in 'mm' like 3mm, 6mm, 22 mm etc.

 5. Electronic Signage

1. Visual Display Signage

2. Plasma Screen

3. LCD (liquid crystal display) Screen

4. LED (light emitting diode) Screen

5. Projection Screen

6. Video Wall - It is wall of several video screens (like CRT monitors, LCD monitors etc) which are placed on top of each other and side by side. Each video screen displays only a section of the whole image.

 6. Projector- It is a device which is used to display data and image on a screen usually projection screen. Four most commonly used projectors are:

1. LCD Projectors

2. Slide Projectors

3. OHP (overhead projector)

4. Film Projector

Note: Now a days LCD projectors are used in place of slide and OHP projectors.

7. Flex - It is a flexible insulated wire.

8. Scroller - It is a moving display unit. Scrollers are available in different sizes also.

9. Canopy - It is a roof like projection.

10. Kiosk - It is a light open structure, generally used to sell newspapers, food etc.

11. Backlit - illuminated from behind.

12. Front lit - illuminated from front.

13. Types of hoardings

1. Front lit Hoarding 

2. Backlit hoarding

3. Painted hoarding

4. Poster hoarding - It is that hoarding on which a poster is pasted.

5. Hoarding with single sided visibility & 6. Hoarding with double sided visibility

7. Mono pole - It is a outdoor promotional material which has double sided visibility with front lit or backlit option. A mono pole can be from 15 feet to 40 feet high.

8. Unipole

9. Tri-Vision
It is a hoarding which displays three images one after the other, after a certain time interval. It can be used both indoor and outdoor. A tri-vision can be from 5' X 5' to 10' X 10' in size.

10. Billboard
Very large hoarding is known as the billboard. There are two types of billboard: Scrolling message billboard & Mobile billboard - billboard which is moved from place to place through a truck.

How to grow event planning business

Event planning business is multibillion dollar industry which is growing year after year. There is a huge demand out there in market for event planner. Many entrepreneurs are taking this deal seriously and working hard to make their mark in this business and then grow step-by-step. You might get success in event planning in small cities even if you have some loopholes in your services same thing doesn’t apply for big cities like New York, London, or Melbourne. You need to be smart, creative, intelligent, persistent, and consistent to be successful as event planner in big cities. Here are best three ways to build and grow event planning business in big cities.

It is important to define target audience. It means you should very well know that you are implementing business for which kind of audience. If you are planning an event for Spanish people, visit Rocket Spanish which helps you in learning Spanish free within 8 weeks. Specialization is required to be successful as an event planner in mega cities. You can specialize in corporate event planning, green event planning, charity event planning, or social event planning. All these specializations require different skill set along with basic knowledge of event planning.

Businessmen only if they can raise their need in market. For example, people go to doctors because they can’t do work of doctors themselves. Same formula goes for event planning business as well. While having conversation with potential client, you should emphasis on your need for that event rather than you need that event.

Yes it is true that contacts and friends earn you business but for more growth it is vital to build new relations and friends.

Event planning business is multibillion dollar industry which is growing year after year. There is a huge demand out there in market for event planner. Many entrepreneurs are taking this deal seriously and working hard to make their mark in this business and then grow step-by-step. You might get success in event planning in small cities even if you have some loopholes in your services same thing doesn’t apply for big cities like New York, London, or Melbourne. You need to be smart, creative, intelligent, persistent, and consistent to be successful as event planner in big cities. Here are best three ways to build and grow event planning business in big cities.

It is important to define target audience. It means you should very well know that you are implementing business for which kind of audience. If you are planning an event for Spanish people, visit Rocket Spanish which helps you in learning Spanish free within 8 weeks. Specialization is required to be successful as an event planner in mega cities. You can specialize in corporate event planning, green event planning, charity event planning, or social event planning. All these specializations require different skill set along with basic knowledge of event planning.

Businessmen only if they can raise their need in market. For example, people go to doctors because they can’t do work of doctors themselves. Same formula goes for event planning business as well. While having conversation with potential client, you should emphasis on your need for that event rather than you need that event.

Yes it is true that contacts and friends earn you business but for more growth it is vital to build new relations and friends.

Promoting your event on Facebook

With social media being the buzz of today and gaining moment everyday, it is smart to get on the “Bandwagon” and use these platforms to your company’s advantage. Social media sites such as Twitter, Facebook and LinkedIn, are providing such a broad area to connect with people and other companies, it makes it a perfect platform to share real-time information and promote your events.

Facebook, for example, has over 800 million users and is said to have over 1 billion accounts by August 2012! On no other platform can you reach so many people. This makes Facebook a perfect forum to promote events, conferences, meetings, and any other functions that your company is organizing. With your friends and colleagues already on your Facebook page, it makes these people and their friends much easier to reach. The following steps will show you how to set up an events page and promote an event.

Login to your personal account, then click on the “Events” link on the left hand side of the page (if for some reason the “Events” link is not there, click on “Edit Page”. Then, click on “Apps” and then “Events. After that you click on “Go To App”.

Now you click on the “Create Event” button. You can now fill any information that you wish in this area. You can also upload an image that promotes the event.

At this point you can promote your event by clicking on “Invite Guests”. Now you will need to go through your friends list and manually invite the people you want.

If you would like to further promote your event, you can post it periodically to your wall on Facebook with a link to your events page. You can also send this link to friends and ask them to share it also. Remember, for every person that is your friend, there are 150 people that are in your network. This means that all these people can view the information that is posted on your friend’s walls and news feeds.

The event feature on Facebook would be excellent for also promoting other meetings, trade shows, and even international conferences. Facebook is the number one most visited site in the world; so don’t let your opportunity go by to promote you next event.

Are you using any of the social media platforms available?

Information Management in Events

Information Management includes acquiring information from various sources and then organizing, retrieving and maintaining that information.

For small size events, you can do information management all by yourself. However for big and very big events you will need an information manager. This information manager may have several assistants depending upon the size of the event.

An information manager is responsible for maintaining database of service providers (like decorators, technicians, DJ, anchor, florist, artists, ushers etc), guests, sponsors, partners, organizers, delegates, speakers, media people, clients and target audience.

The information which is usually managed is the contact details and all the business operations and monetary transactions carried out pre-event, at-event and post event. For e.g. when you hired a particular DJ, how much he asked for his service, how much advance you paid, what were the terms and condition on which there was mutual agreement and things like this.

An information manager is responsible for documenting all such activities. In case of meetings and conferences, he is the one who records the proceedings. He also formulates, prepares and implements the risk management plan i.e. risks related to information management like loss of data due to data theft or hard disk crash.

SWOT Analysis in Event Planning

Products/Services Research

If you are organizing a corporate event then it is necessary for you as an event manager to do research of the products/ services promoted and sold by your corporate client.

- Find out how the company promotes its products

- How the company wants to build/enhance the image associated with its product (also known as the brand image)?

- What is the market value and market share of the company and its products?

- Who are the customers of the product?

- What are the features of the product?

- What are the advantages and disadvantages of the product in comparison to competitors' products?

All this research will later help you in making an effecting promotional campaign for your corporate event.

SWOT Analysis

In SWOT Analysis:

'S' stands for Strengths.

'W' stands for Weaknesses.

'O' stands for Opportunities.

'T' stands for Threats.

It is a strategic planning tool which is used to identify and analyze the strengths, weaknesses, opportunities and threats involved in your project. SWOT analysis can also be done on your organization.

Strengths:

These are the attributes of your project/organization which are helpful in achieving project's objectives. For e.g.: experienced event team, high motivation level, excellent PR, good market share etc.

Weaknesses:

These are those attributes of your project/organization which are harmful in achieving project's objectives. For e.g.: social loafing, lack of funds, inexperienced event team, low energy level, lack of media and corporate contacts etc.

Opportunities:

These are those external factors which are helpful in achieving the project's objectives. For e.g.: little competition, favorable economic conditions, support from the local authorities, availability of the state of the art infrastructure etc.

Threats:

These are those external factors which are harmful in achieving the project's objectives. For e.g.: high competition, little or no support from local authorities, bad weather, poor infrastructure, high lab our rate, unavailability of raw material etc. It is very important that you conduct SWOT analysis before developing an event plan to develop a strategy which maximizes the potential of strengths and opportunities of your project and at the same time, minimizes the impact of the weaknesses and threats.

DJ Sound For Event Planning

1. Reverberation - Repeated resounding or echoing. 

2. Attenuation - To reduce the intensity of sound waves.

3. Decibel - It is the unit to measure the level of sound.

4. Microphone - It is a device which is used to convert sound waves into electrical signals.

5. Microphone Mixer - It is a device which is used to combine two or more electrical signals.

6. Amplifier - It is a device which is used to amplify (i.e. increase the strength of) electrical signal.

7. Amplified Speakers - This speaker contains a built in amplifier.

8. P.A. System - It is an abbreviation for Public Address System. P.A. System consist of microphone, mixer, amplifier, speakers etc.

9. Feedback - It is a ringing nose which is produced when a microphone regenerates the sound picked up from a speaker.

10. Sound Source - It can be a speaker, vocalist or an instrument or any device which produces sound.

11. Frequency Response - It is a way a device like microphone or environment like a room respond to different frequencies.

12. Flat Response - It means a device like microphone respond in the same way to different frequencies i.e. whether the frequency is high or low, the device is going to respond in the same way. No device or environment can have a flat response. However they can have a nearly flat response.

13. Ear Plugs - This device is used to attenuate sound waves. It is worn by people who work in noisy places like clubs to prevent permanent damage to hearing.

14. Noise Reduction Rating (NRR) - Any device which has a NRR of less than 20 DB (decibel) is not of much use.

How to do Wedding Planning?

At least 4 Months before the wedding;

1) Ask bride, groom and their parents to set budget for various ceremonies And how they will share expenses. 

2) Ask bride, groom and their parents to divide responsibilities between both families. 

3) Interview bride, groom and their parents, review historical data, conduct risk analysis and feasibility study to estimate the overall budget of the wedding. 

4) Take approval for the budget from bride, groom and their parents. 

Note: Have all your booking confirmations in writing. Keep a record of every transaction.

5) Place an order for wedding invitation cards according to bride, groom and their parents´ preferences. 

6) Place an order to the wedding boutique for making and designing engagement wedding and reception attires and trousseau according to bride, groom and their parents´ preferences. 

7) Place an order to the Jewellery shop for making and designing wedding Jewellery according to bride, groom and their parents´ preferences. 

8) Ask bride and groom to keep their passport and visa ready for honeymoon. 

9) Filled an application for registering the marriage in the registry office.

At least 2 Months before the wedding

1) Ask bride and her parents to start shopping for wedding gifts.

2) Send wedding invitations to all the guests along with a map to help them in finding the venue.

3) Be sure the wedding attire and Jewellery is collected and ready to wear.

4) Book cars for transportation.

Note: Be in touch with all the service providers like venue manager, Caterer, priest, florist, photographers etc

 At least 1 month before the wedding

1) Confirm all bookings and arrangements.

2) Hire 2 or 3 girls for petal tossing.

3) Confirm final guest list.

4) Book 3 or 4 security personals

5) Finalize shopping for wedding day.

6) Finalize your menu, beverages and alcohol order.

7) Plan wedding hall layout and seating arrangements with your venue manager And get an approval from bride, groom and their parents before finalizing.

One week before the wedding:

1) Ask photographer to meet bride, groom and their parents to know what type of photos they want.

2) Ask Videographer to meet bride, groom and their parents to know which events or people they want to be videotaped.

3) Ask bride, groom and their parents to make sure that all the wedding dresses and outfits are ironed/dry cleaned and absolutely ready to use.

4) Confirm all bookings and arrangements once again.

A day before the wedding:

Ask bride, groom and there family members to go to the parlor for pedicure, manicure, nails, facial etc. 

On the wedding day- Onsite Management:

1) Ask bride and groom to go to the parlor for final makeup.

2) Appoint three or four persons (preferably educated well mannered security Guards) and assign them following responsibilities:

   i) Maintain a record of all gifts received during the wedding.

  ii) Make sure that bride and groom´s outfit, Jewellery, presents, all rented items and other items are safe.

  iii) Lookout for suspicious people like freebies and thieves.

  iv) Make sure that guests do not face any problem.

 v) Take care of all the kids. Keep them away from electrical appliances, heaters, burners etc.

 vi) Transport gifts from the ceremony site to the bride´s suite or car.

vii) Make sure that everything is running smoothly and in case of a mishap or any problem contact the event manager.

viii) Switch on generators during a power failure.

  ix) Use fire extinguishers in case of fire.

   x) Handle the entire security of the wedding

Note: Make sure that all rented objects are returned and all payments are made after the wedding.