Event
Management Company
There are currently numerous event companies around the
world. They are responsible for helping you, the organizer, to optimize your
time and relieve the responsibility of running all stages of the event. After
all, a big event is not built by just one person, is it?! Some of the services
that these companies offer are equipment to structure the venue, a team
specialized in each service, an event management platform, promotion, and much
more!
The event companies are essential to every detail to work in
the best possible way. An event is like construction so that it is built in
a solid way, it takes collaboration from several people. Looking for the best
partners will help you to have more time since the tasks will be divided and
the idea is that everything will be more practical. With great companies for
the sectors or stages of the event, you will be able to follow the whole
process and optimize your activities.
Structure /
Location
For a successful event to become a reality, it is necessary
to choose a good location. Observing if the environment is suitable for the
type of event is a task that requires time and a lot of research. Therefore,
hiring a company specialized in this field can be a considerable option. These
companies offer spaces for professional and scientific events. From rooms
suitable for lectures and stage to space for workshops.
Before closing the deal, check if the general conditions of
the lease are adequate. Observe the electrical part, generators, and the
location of the sockets to avoid problems or unforeseen circumstances with the
installation of the equipment on the day of the event. Also, be aware of the
company's legal issues, such as a license and operating license.
Staffs
Performing all the activities of an event is not a task for a
single person, thankfully there is the staff! The Staff - the team that
supports the event - will be responsible for carrying out activities ranging
from cleaning the bathrooms and the environment to the reception and security
of the participants. In addition, they carry out pre-event activities such as
contacting suppliers and setting up budgets.
Some of the functions of the staffs are:
·
Reception
and support:
The staff
responsible for this function must be prepared to captivate and inform.
Reception is the participant's first contact with the event and should make a
good impression.
·
Accreditation:
The
accreditation team must be attentive and well trained. She will be responsible
for validating the participant at the event, controlling entry and exit,
issuing badges and labels in addition to clarifying any doubts that arise
during the event.
·
Master of
ceremonies:
Conducting
the event is also critical to improving the participant's experience. The staff
responsible for this function will guide the guests at the time of the
lectures, presentation of scientific work, and the entire program of the event.
In addition, he will lead the organization of the venue on the day of the
event.
·
General
Services:
This is an essential activity to maintain the organization of the event, it is an excellent example of investment in outsourced service that works. Professionals
working in general services are responsible for solving small problems and
keeping the environment clean and pleasant.
·
Safety:
There are
numerous companies on the market that specialize in security. The team
responsible for this function must be very attentive and spread throughout the
event at the entrances and exits. Remember to pass all the location
instructions so that it is clear where each one should be and how to behave on
the day of the event. Every successful event needs good professionals to
function. It is important to observe, before hiring any type of service, if the
team has been well trained and if there is a good relationship between the
employees, after all, they will be spread across the sectors of your event.
Hire people
with good communication skills, who are willing to spend time standing and
serving well - with kindness and friendliness.
Recruitment
needs to be clear, people must have an interest in the events area and a
flexible agenda - as unforeseen events and delays can happen.
If you do not
know anyone in this area, choosing an appointment may be the safest solution. To
maintain good communication with the team, present the sectors and their
functions, make it clear where each one should be located so that it will be
easier to answer the questions of the participants or even forward them to the
responsible sector!
Event
platform
It is common to face problems when organizing an event. You
need to track enrolments and payments, receive scientific papers by email,
issue certificates, and all of this work is mostly manual. To save time,
increase productivity, have the autonomy, and focus on what really matters - which
is the quality of the event - you can choose to hire management and sell a platform for registration.
It offers solutions from pre to post-event, giving the
organizer the possibility to sell registrations online and monitor the entire
process with financial reports. It is also possible to create, customize, and
post the event website, receive scientific papers, make sweepstakes, and much
more. In addition, a platform offers you the possibility to generate
certificates for participants, organizers, speakers, and everyone involved in
the event - together with a satisfaction survey automatically - and send them
by email to avoid costs with impression and generate feedback from the event. With
an event platform, it will also be possible to reduce expenses with staff and
equipment. Accreditation, for example, can be done through a check-in an application downloaded on your Smartphone.
Equipment
leasing
If you are starting your career as an organizer or usually
hold one-off events, a considerable option for you is to invest in equipment
rental.
The lease will free you from the worry of finding a place to
store the equipment and avoid its depreciation due to the long term unused.
Organization
Event organizers are companies responsible for producing,
planning, and coordinating your event. Choosing to hire this service gives you
the possibility to minimize your work for a few reasons:
1. The organizing company divides the team and
distributes it in strategic locations ranging from the reception to the event
program;
2.
It will help you to make a schedule of actions and
activities that will be performed, such as: defining the number of expected
participants, which is essential to choose the location of the event, coffee
break buffet, gifts, support materials, etc;
3.
The team selects services and suppliers, evaluating
the best cost-benefit conditions among so many options on the market;
4.
The organization will be responsible for contacting
the suppliers to confirm their presence on the day, time and place of the
event;
5.
Will be present on the day of assembly of the
structure and equipment;
6.
Check the activities on the day of the event;
7.
The organization is also responsible for creating
partnerships. Because of this, many congresses and professional events also
offer discounts at some restaurants, travel agencies or hotels. Cool huh?
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