Organizing large events: What does the client need to know?
We are convinced that there should not be any secrets between the agency and the client in the organization of big events. And we are sincerely glad when a client is genuinely interested in how to better organize the event and what you need to pay attention to in the first place. We organized a business conference about lock repair and locksmithing for Danville locksmith and compiled a list of rules on how to organize any event as simple and budget-friendly as possible. Here we answer a few frequently asked questions, revealing the secrets of a successful event in all respects.
What do you need to pay attention to when you’re deciding on an agency concept?
In our opinion, the only marker of choice is whether the concept is fit for purpose. If presentations from agencies include tools that can solve business problems, all that remains is to choose the best one. And with an equal number of such tools, creativity is the next selection criterion. After all, it is not only the level of the organization that matters, it is the emotion with which guests will remember the event. And here it is only the skill of the agency’s creative team that decides everything.
How to choose a location?
Key parameters for choosing a location – location, security, size, infrastructure, modularity. It is very short on points. The location has to be convenient for the arrival and departure of guests, installation/dismantling of equipment, it has to be in an attractive location. Safety is the reliability of all constructive elements both inside and outside of the building, including suspensions, trusses, stage equipment, several entrances/exits, fire safety systems, medical kits, etc. The size should provide minimum requirements for comfortable accommodation of guests – minimum 1.5-2 square meters per person. This is one of the points on which you should never cut the budget. After all, everyone wins in the end.
How much do stars cost and are they necessary?
The main question is the relevance of inviting a top-tier artist. In our opinion, it all depends on what the company’s goal is. Celebrating real success when profits have increased significantly? New investors are cutting off the phone trying to become part of your business? It’s a good time for a well-deserved star-studded celebration. If it’s an attempt to be “like everyone else” or because employees are asking – in all likelihood, your budget will be thrown away. And most importantly! No matter how significant the name of the guest star, his performance complements, not replaces the concept of the event. Otherwise, everything that was done before the headliner will turn into dust. As for the cost of the performance of the artist – not everything is so unambiguous. The fee depends on the popularity and recognition of the artist in a particular moment. Also important is the “history” of the relationship with the agency, which affects the final amount. We should not forget about the cost of technical and domestic riders. Sometimes they can be more than the fee itself. In general, at the beginning of 2020 in the organization of large events, the cost of performances of top artists starts at $10 thousand and ends at $250 thousand. And another thing. Barter is certainly a good thing, but we are for the fact that the work should be paid.
The pitfalls of catering.
Undoubtedly, the most important thing in catering is reputation. A company that combines excellent cuisine and impeccable service will always be at the top of the recommended list. But we want to pay attention to a few not so obvious points, which can seriously influence the catering impression in general. Besides the menu approval, always ask about what the waiters will wear, whether it will be the same for everybody and fitted to everyone’s uniform. Also in advance pay attention to the table decor, textiles and furniture. Regarding the optimal output of food, then for a corporate event in the format of a banquet lasting five to six hours is enough 1.2-1.5 kg of food per person. And for a conference/forum lasting eight or nine hours – 1.2-1.5 kg per person.
How many attendants should there be?
There are no ideal proportions here since the task and format of the event greatly influence the number of all persons involved. But nevertheless, we have defined certain universal figures for ourselves. Hostess. In most cases, one hostess is enough for 50 people. Waiters. In general, we count on one waiter to serve 10-15 guests. The checkroom staff is one person per 100 guests. Security-based solely on the area of location, the number of guests, and guarded objects, about one in 30. And here, as in catering, there is nothing more important for security agencies than their reputation.