Expert Insights Archives - Page 8 of 11

17th March 202020th March 2020

Event insurance, are you covered for Coronavirus COVID-19?

Before the breakout of Coronavirus, insurance cover for communicable diseases was either part of the standard policy or could be added at low cost. However, since January 2020, when the insurance companies realised the extent of the problem, this cover was removed. It is unlikely that an event organiser will be able to add it to an insurance policy now as it is classed as a pre-existing condition and listed under excemptions.

However, the way to get around this going forward is for organisers to put clauses in their contracts with event attendees, speakers, exhibitors, suppliers and venues.

If you think you are going to cancel an event, the best thing to do is speak to your insurance company as early as possible, take advice and understand what the procedure and terms are. Make sure you’ve got all the necessary evidence to claim successfully. The worst thing to do is present them with a claim after the event has been cancelled, without notice. Each claim will be assessed on an individual basis, taking the government advice into account and whether Force Majeure applies.

Force Majeure

This is a provision in a contract that allows a party to suspend or terminate the performance of its obligations when certain circumstances beyond their control arise, making performance inadvisable, commercially impracticable, illegal, or impossible. A recent example is a law passed by the Swiss government prohibiting public events of more than 1,000 people which caused the cancellation of the Geneva Motor Show. Some other considerations are if the city/country is in a state of emergency, flights have been suspended or travel has been prohibited.

The law that applies will be the law of the country where the event is being held
If your meeting is in the UK but attendees are from China, USA or EU countries which are not operating flights to the UK
Hotel contracts will usually have a Force Majeure contract that applies to the hotel’s location, so would only apply if that destination prevents the event.

Will Coronavirus be covered by future insurance?

After 9/11 very few event insurance policies would cover terrorism, but as time passed the option was offered with an expensive premium in proportion to the risk. In the longer-term insurance underwriters adjusted their assessments and exposure to claims and the rates reduced. At the moment we don’t know how long Coronavirus will last and the impact on events in the future. When will a vaccine be available or will the virus die out in due course? There may be legislation to address insurance claims due to Coronavirus in the future, but in the short-term it’s better for event organisers to take matters into their own hands and build clauses into their contracts.

This article does not constitute legal advice and we advise organisers to take independent legal guidance which is appropriate to their circumstances. This article is not intended to be relied upon to make specific decisions.

12th March 202012th March 2020

Proceed, postpone or cancel?

Decisions need to be made about forthcoming events that are being organised, whether to continue as usual, postpone them until later in the year or cancel them entirely. We saw yesterday that Imex has cancelled their event in Frankfurt in May. So, with the spread of Coronavirus, how should you come to a decision how to proceed in the next few months?

The first consideration is to make an informed decision, based on facts. We work in a collaborative and supportive industry and everyone understands the value of the global events industry. The most important factor is making a choice that is best for the business and whether the company’s objectives can be met without the event or if there is reduced attendance. What is the event’s purpose and what are the alternatives? Once this decision has been made, then the legal and insurance factors come in to play, but these should not be the driving factor whether the event should go ahead.

Force Majeure

The question is whether damages have to be paid if the conference is cancelled. So, does Force Majeure apply? It does if the event is illegal, impossible or commercially impracticable to hold. A recent example is a law passed by the Swiss government prohibiting public events of more than 1,000 people which caused the cancellation of the Geneva Motor Show. Some other considerations are if the city/country is in a state of emergency, flights have been suspended or travel has been prohibited. Fear is not force majeure.

Cancellation or postponement

Establish the critical mass of attendance for the purpose of the event to be successful. If 10% of attendees cannot be there it probably won’t have a significant impact, but if 30% or more don’t attend then that’s a different situation. Set a date when the decision will be made whether to proceed or not, considering travel arrangements, event set up, suppliers etc and make a well-thought-out business decision.

Contracts

Check all contracts: venues, DMCs, a/v providers, caterers, other suppliers, as well as attendees, exhibitors and sponsors. Is there an event cancellation policy in place and what will this mean? Take advice about whether the force majeure provisions apply, your legal team can argue about cancellation and attrition fees. It’s in everyone’s interest to proceed with the event, so if numbers are reduced then speak to the venue about minimum attendee numbers, accommodation and the spend on food and beverage because it is in everyone’s interest to negotiate. If there’s a new agreement make sure you have an addendum signed by both parties. If additional hygiene practices are required, find out what the venue is going to put in place and get these agreed in writing.

Insurance

There are two factors here. Firstly, the event insurance, check your general liability insurance, which should cover you if an attendee becomes ill at an event and have a claim against your company. Does this specifically cover COVID-19? Some insurance companies excluded COVID-19 from their policies since January 2020 as it became more prevalent. Secondly, there is business travel insurance which may come into effect if a company imposes travel restrictions to their employees.

Crisis Management and Communication

There should already be a plan in place and even if it isn’t entirely appropriate to the current circumstances, then elements may help to manage the situation.

Communicate with the stakeholders separately and stick to the facts. Keep the message simple and clear. If you are proceeding, then tell people about the hygiene practices onsite and how the event will be managed. Update any statements as necessary before and during the event.

30th January 202030th January 2020

Tips to create an event brief to maximise profitability

We all want our events to run smoothly and get the best value for money from our suppliers. We’re looking at writing an event brief and how to make it attractive to hotels and venues as well as managing the event costs. Here are a few ideas that will help you get the best response to ensure your event runs smoothly.

Make the conference or meeting attractive to the venue or hotel

If you can demonstrate the value of holding the event at the venue, then you’re likely to get a better rate. Some of the things that you might want to include in the event brief are:

Information about your company. How many events you hold. Whether there’s the possibility of the venue hosting several of them.
The event details. Is it a new meeting, if so, could it be repeated at the same venue for a possible 2-year deal? Is there scope for growth in the future? Or is it an established event which means that you can demonstrate the attendance, accommodation pick up, food and beverage consumption etc?
Know your budget, both the overall spend and breakdown of items. Do you need timed coffee breaks or all-day servings? Will the meals be buffets, standing or seated, or a 3- or 4- course served meal?
What are the event objectives? Make it clear exactly what you and the attendees need while they are onsite. That way there are no surprises for the venue later.
Give the venue as much detail as possible. Can they assist with local suppliers for better rates on transport, team building, leisure activities etc?
Plan the space that you need and make it clear to the venue. That’s not only the meeting rooms, but the catering space and networking areas. Do you need it for exclusive use, or will it be shared with other companies?
If you can, be flexible with dates. If a venue can fit your booking between ones already in the diary and it fills a gap, this makes it more attractive to them.

Accommodation – will it be booked by the attendees or from a rooming list supplied by you. The less work that a hotel does to manage the accommodation bookings the better.
Highlight if you are detailing with a preferred partner or preferred group. If the venue can verify that your event is an attractive piece on business, then they will want to work with you.
Tell the venue your decision-making date, deadlines and milestones as this will help them work with you. If you have dates planned for site visit, then let them know and whether you’d prefer to see the venue empty or with an event running there.

Factors to consider in your event brief

Work out what needs to be booked as far as possible in advance to gain the best rate as last-minute buying leaves less room to negotiate and increases the costs. However, if you don’t know some of the detail, leave that until later to confirm as you don’t want to book something and then have to cancel.
Get a quote from the in-house technology supplier and if there’s chargers for bringing your own supplier. Ensure this is negotiated and contracted at the time of the booking. You don’t want to find that you have unavoidable cost later.
Is there free WIFI and is it secure and good enough for your speakers, organisers and attendees? Adding a secure network can be expensive, so make sure you know the cost in advance and contract it.
Are there any costs for loading and unloading equipment? Consider the costs for setup and breakdown, can these be included or provided at a reduced rate? Are there any time restrictions in place?
Meeting room set up – find out if there are costs for changing a meeting room set up. In some countries there may be labour costs if rooms are changed during the day.
Do you need overnight hold of all the space? The answer is ‘yes’ if you have a two-day event with a/v equipment. You don’t want to find that the venue sells the room for a dinner while you are not using it in the evening.
Don’t find that you have unused break out rooms that you’ve paid for. Would it be possible to use the main room for a breakout session and save the room hire on an extra small room?
Use a template to compare costs from different venues against your budget. Check the prices and re-negotiate. Check the rates of other bookings that have been made in the same destination or with the same venue group.
Keep to the deadlines and contract, missing dates or trying to change details will at best irritate the venue and can also incur additional cost.

The best ways to negotiate

Ask for everything you want in your event brief. You won’t get it, but you will get some of the things you ask for.
The venue maybe prepared to give you items that add value to your event, that cost them very little but are of significance to you and the attendees. Bacon rolls on arrival, a proportion of the bedrooms in upgraded categories, some bedrooms with early check-in or late check-out etc.
Use a specialist? A venue finding agent is an independent 3rd party and may be able to negotiate a better deal than if you do business directly. For example, they may be placing more business with the venue or group and have good contacts there, so you can take advantage of their buying power. They also have a wealth of experience of many different events and can help you throughout the booking process.

EDGEvenues.com offers a free venue finding service, just email enquiries@edgevenues.com or call 01780 484051 for help or advice.

23rd October 201923rd October 2019

Social media: our guide to before, during and after your event

Which social media channels should you use? The best thing is to use all of the ones that you think will reach your target audience and tailor the messages to the audiences on different channels. You’ll quickly find out which ones work best for your event and after an initial campaign, you’ll know which ones to focus on. Don’t disregard Pintrest which has 250 million active users every month.

The objective is to make your event a great experience for attendees from beginning to end and to achieve that you’ll need to be creative.

Here are our tips for social media activity before, during and after the event.

Before the event

Create a unique #, or if it is a repeat event continue to use the previous one to maintain momentum and pick up previous attendees
Make your social media schedule available to everyone, so that they know what is going on and like, share etc, to get your message to as many people as possible
Consider if it would help to work with an influencer, who can endorse your event and bring it to a wider audience
Boost posts – look at what’s working and target that audience
Create a Facebook Event page
Share good content – a constant drip feed of information works well

Content

Tailor content to each platform
Tell everyone what’s new and why they should attend
Publish interviews with speakers
Become a guest on a relevant podcast
Use videos, particularly with speakers, particularly if they have controversial views
Do something different to attract attention

During the event

Run a social media contest to get everyone involved and active
Feature interviews with speakers
Use testimonials from attendees and quotes from speakers
Carry out live podcasting
Publish photos of the day
Post a video recap of the day

After the event

Publish testimonials from attendees
Use comments, responses and answers to questions from speakers
Post an event podcast
Circulate a video of the event and round up of photos

Throughout the process it’s a good idea to monitor Return on Investment. You’ll be able to see what has worked and what hasn’t ready for other events or if you are repeating this one at a later date. Eventbrite’s research has shown that 30% of people who watch a livestream of an event will attend the same event the following year, so it’s well worth incorporating some live streaming in your activity.

3rd October 20198th October 2019

Benefits for Agents using EDGE Venues

Comprehensive data, comparison tools, RFPs… just some of the benefits for agents using EDGE Venues, says Agent Anne Reidy.

EDGE Venues – an online digital portal which supports Corporates, Associations and Agency buyers to find venues for their event programmes worldwide. A platform with 19,000 venues at your fingertips, that allows you to compare venues to ensure it meets your event requirements, it’s an obvious digital choice for meeting and event planners searching for that perfect venue.

The platform, that’s been live for nine months, is used by hundreds of corporates and agents across the UK as a reliable tool to source suitable venues for meetings and events.

Anne Reidy, Event Planner at Black Tulip Events, has been using the digital platform for several months and says. “EDGE Venues is like a breath of fresh air when it comes to venue finding platforms. There are multiple platforms available that allow you to search venues for events, but none compare to the ease and simplicity of EDGE Venues.

“As event planners, we’re all extremely busy. As much as we continue to build our knowledge of venues, we all need a platform that enables us to compare features between venues to determine suitability, at ease and with speed. The side-by-side comparison tool provided by EDGE Venues allows you clearly identify which properties will work for an event. Using its comprehensive data and by sending request for proposals to multiple venues in one go, it certainly quickens the venue finding process for me.”

Regular enhancements are made to EDGE Venues to ensure it continues to meet the needs of event planners. Recent developments include the ‘distance from airports’ feature. Where available, venue virtual tours have also been added to the site allowing users to experience more of the venues outside of the standard gallery. Both are simple and effective advancements which help event planners consider venue options.

Jacqui Kavanagh, Managing Director for EDGE Venues, explains the importance of listening to the site’s users to continue its development: “EDGE Venues was built for the industry, by the industry, and we continue with this mantra as we evolve. As a business, we’re regularly engaging with the agencies to determine what wish-list features they’d like to support them on their venue quests. One advantage that agents benefit from with EDGE Venues is that it can be personalised with their company logo, making this a bespoke service for them.”

Further enhancements to EDGE Venues are in final development stages and will be released in the coming months.

For more information on EDGE Venues and to see how you can benefit from this innovative, digital platform, contact the team.

1st October 20192nd October 2019

Procurement: Ask the Experts

Procurement is often seen as a dirty word focusing only on price and terms rather than fit for purpose and value for money.

Jacqui Kavanagh shares her thoughts on procurement and suggests the following approach…

Commercials

Be clear and transparent on your commercial proposition. There is a fear that someone will come in and it will immediately cost the company money whilst they lose control. Try offering a pilot with some key deliverables.

People

One of the biggest problems to companies who would like to add a control and process system to their procurement of products is that the people who have been in control of the procurement process have often been doing this outside their job role and they like doing it. I.e. booking venues, buying travel etc.

Sadly, this means that sometimes it is very hard to actually know who is responsible for what as it is such a fragmented approach. The key features and benefits need to demonstrate that whilst the procurement process is being controlled, the selection process can still remain in the domain of these people. Therefore, you are not taking away what could be perceived as a nice or good part of their job.

Selection process by experts

Experts will be invested in that market and will know what the market prices are; whether they are going up or down, what are the trends, what’s hot and what is not! The ultimate decision maker then benefits from that expert advice.

Noise

Searching for goods and services online delivers lots of noise which can be very stressful for already time poor executives that are supporting the sourcing process over and above the day job

Manage risk

It may be very easy to be swayed by slick sales and glossy websites, but without a proper assessment process on suppliers there may be a risk to the business to buying from the wrong company that does not align with your Corporate Governance – e.g. CSR, Human Rights or even current legislation. Also, when people leave then the knowledge and relationship, and sometimes deals, leave with them, reducing control by the company.

Save time

Sourcing products often without knowing a full specification of what is needed due to lack of training is very time consuming and it is hard to quantify the time being spent on this process. Having a procurement process on supplier selection will save time and increase choice as the initial and time-consuming process of selection of suitable suppliers can we done by experts the choice. Matching the strive to the specific requirement then becomes a quality led process to find the fit for purpose.

Transparent process

With the movement of people it’s important to have a strong process that that can be audited and ensure that it keeps delivering value for the company. This then allows the process to be measured which can then be managed.

Visibility of cost savings

Monthly reporting on cost saving that can be drilled down by product or region allows visibility of the where the costing saving are being made these can then allow the market share to be managed.

Audit-able process

The company needs to protect itself and ensure that all purchases can withstand the scrutiny of how the purchasing process is run. This is especially relevant and valuable in compliance led markets

Reduction of numbers of suppliers

Thus allowing for a more refined and managed purchasing system to be managed in the business again delivering cost savings due to process management which does not reduce cost or choice.

24th September 201924th September 2019

Sustainability is beyond “hang up your towel” at Scandic Hotels

Sustainability is becoming increasingly important to customers when choosing a hotel or venue destination. Having a few low-key green features is not enough as clients seek hotels that match their values and positions on environmental issues. When it comes to sustainability, Scandic Hotels, the chain that pioneered the “hang up your towel” initiative 25 years ago, continues to stand out for its award-winning approach.

Scandic Hotels is the largest hotel company in the Nordic countries with 280 hotels at 130 destinations and close to 18,000 team members who understand the value of thinking sustainably.

The company ranks high in the Sustainable Brand Index, the annual survey that ranks how the biggest brands in the Nordic countries manage environmental and corporate social responsibility. In 2018, Scandic was named best in the industry in Sweden for the eighth consecutive year.

“Awareness of responsible travel is growing and today, a hotel’s sustainability credentials come into play early on in the customer relationship,” says Vanessa Butani, Director of Sustainable Business at Scandic Hotels. “Creating great hotel experiences for people also means showing that we take responsibility for the planet and society.”

Scandic was one of the first hotels in the Nordic countries to start reporting its environmental data and today, each hotel closely monitors waste and emissions. Combined with a number of eco-measures, careful monitoring has helped the company reduce CO2 emissions substantially.

Scandic was also a forerunner in environmental certification for its hotels. Today, almost all Scandic hotels are environmentally certified with the Swan Ecolabel or EU Ecolabel/Green Globe and run on 100 percent fossil-free energy. Some hotels are even powered by the sun.

2018 saw an increase in momentum when Scandic held a sustainability hackathon to tap the creativity of its Team Members. The event generated more than 400 innovative ideas on how the company can operate even more sustainably, Scandic is now working to evaluate and implement them.

Other green measures that help Scandic make a difference include organic breakfasts, removing single-use plastic containers from hotel rooms as the company did in 1996, and serving local water in specially designed reusable water bottles, saving about 4 million bottles per year. Incidentally, the sleek bottles sport the handprint of Swedish swimming sensation Therese Alshammar.

Reducing food waste, which is a talking point in the industry, was also an area where Scandic made a huge impact during the year. This was mainly through initiatives including using smaller plates in restaurants and selling food on digital platforms in partnership with Karma and Too Good to Go. In fact, in 2018, 89 percent of leftover food, or more than 125,000 portions, was redistributed.

2018 was also the year that Scandic banned all plastic straws and cocktail sticks (which will lead to 1.3 million fewer straws and 120,000 fewer sticks used each year). Scandic also committed to phasing out eggs from caged hens at all hotels by 2022.

Scandic’s restaurants launched the meat-free Beyond Burger, selling more than 15,000 in Sweden alone during the first month, with the expectation of selling 12 tons of plant-based food instead of meat in a year.

The company also brought its best practice and know-how on sustainability to the table last year by collaborating with 13 other leading hotels as a member of the International Tourism Partnership (ITP).

Scandic knows well that having a strong sustainability profile is in its long-term interest, which is why the company has ambitious sustainability goals for 2020. These include being the hotel company with the lowest emissions and reducing waste. Thanks to initiatives such as selling leftover food, Scandic already reached its waste reduction target in 2018.

“Scandic has been working to operate more sustainably for more than 25 years. While we’re proud of our achievements, we strive to get better every day. With our 18,000 team members, we know that we can make an impact.”

Here are 5 ways to make your next event greener:

Ask the supplier you’re thinking about working with about their sustainability program.
Serve plant-based food as the default and let guests opt in for meat, chicken or fish.
One third of all food is thrown out. Remind guests to try to minimize food waste from the start.
Choose sustainable transport to and from your destination/venue.
Put sustainability on the agenda at your event. Go paperless, pay attention to details like reusable cutlery and crockery, water bottles and cloth napkins, choose locally-sourced food and products and recycle all waste.

23rd September 201924th September 2019

Tips for travelling in Europe post-Brexit

Flights

The EU is putting legislation in place and the UK has agreed to reciprocate, so as a result all airlines are confident that they will continue to fly as normal, even in the event of a no-deal Brexit. The European Commission has proposed extending the right to fly until October 2020 giving some reassurance that air travel will not be impacted. For more information on flights click here.

Eurostar and Eurotunnel

Eurostar expects to maintain services on the existing basis, timetable and terms and conditions following Brexit.

Eurotunnel has the protection of The Treaty of Canterbury and will continue to operate as normal in the event of a no-deal Brexit.

Travellers should leave additional time to accommodate potential traffic as congestion is expected due to delays at the border.

Border Controls

It is expected that there will be delays at border control, as passport and security queues designated for EU nationals might not be available to UK passport holders, and vice versa. It is advisable that travellers allow additional time to get through security.

Passports

The government has advised that passports will require at least six months’ validity to travel in the event of a no-deal Brexit.

If passport was renewed before it expired, extra months may have been added to the new passport’s expiry date. It is advisable to check whether they count towards the six months that should be remaining for travel to most countries in Europe.

This link enables you to check the validity of your passport.

However, some EU nationals currently travel on ID cards. If the UK leaves the EU without a deal, there is no guarantee that ID cards will be permitted for travel between the EU and UK. It is advisable for all travellers to have a valid passport.

Visas

The latest proposal from the European Commission states there will be visa-free travel to the EU for UK nationals in a no-deal scenario if the UK also grants reciprocal visa-free travel to all EU citizens. Therefore, British citizens should be able to travel for up to 90 days in any 180-day period in the Schengen area or elsewhere in the EU without needing a visa, so requirements for short-term business trips will remain the same. More information is available here.

Driving in Europe

British citizens may require an International Driving Permit to drive in the EU in the event of a no-deal Brexit. There are a number of different permits and are available from the Post Office. Check on the government website whether this is necessary.

If the UK leaves without a deal, UK citizens driving their vehicle within the EU would be required to obtain and carry a physical Green Card in order for their UK car insurance to be applicable in the EU. These cards are be issued by insurers and there may be a fee to cover the cost.

Speak with your insurer for more information on obtaining a Green Card for any trip on or after 31 October 2019.

Health Insurance

In the event of no-deal Brexit, the EHIC card, which allows access to state medical care, will no longer be valid. Check that you are fully covered under your travel insurance.

Data roaming

Under EU rules, the cost of making calls, sending messages or using the internet on your phone in the EU is the same in the UK. If the UK leaves without a deal these rules will no longer apply, but some UK companies have said they may continue to offer this benefit to their customers. Check with your mobile phone provider about the costs of using your phone in the EU.

This information is correct on 19 September 2019, but may change closer to Brexit. The UK government website guidelines should be checked in advance of travelling.

18th September 201918th September 2019

Choosing a safe destination for your event

When we’re organising an event abroad, we need our attendees to be as safe as they can be while they are travelling, when they are there and when they go out to see the city. The Economist Intelligence Unit has published the 2019 Safe Cities Index, which ranks 60 cities across 57 indicators covering digital security, health security, infrastructure security and personal security.

Cities in the Asia-Pacific region make up six of the top ten destination, although the region does not have any bearing on the results. The top twenty cities are as follows:

Tokyo
Singapore
Osaka
Amsterdam
Sydney
Toronto
Washington DC
= Copenhagen
= Seoul
Melbourne
Chicago
Stockholm
San Francisco
London
New York
Frankfurt
Los Angeles
= Wellington
= Zurich
Hong Kong

Paris is ranked at 23, with Brussels 24, Madrid 25, Barcelona 26 and Rome at 30. Abu Dhabi and Dubai are 27 and 28.

Health Security

The top cities in this sector are Osaka, Tokyo, Seoul, Amsterdam and Stockholm, which have good access to high-quality healthcare, safe food, water and air, and speed of emergency services.

Infrastructure Security

The top cities in this sector are Singapore, Osaka, Barcelona, Tokyo and Madrid. These cities have good continuity management plans, pedestrian friendliness, institutional capacity and disaster-risk informed development.

Personal Security

The top cities in this sector are Singapore, Copenhagen, Hong Kong, Tokyo and Wellington, which have strong personal security policies, community-based patrolling and low levels of violent and petty crime, illegal drug use, corruption and organised crime.

Digital Security

The top cities in this sector are Tokyo, Singapore, Chicago, Washington DC, Los Angeles and San Francisco. They have low levels of infection by computer viruses and malware and a high level of knowledge about privacy policies, awareness of cybersecurity and dedicated cyber-security teams.

Crime, a natural disaster or terrorism can happen anywhere, but if a destination is prepared to deal with it efficiently and has a good emergency service, then that makes it a safer city for a conference or meeting. The recent riots in Hong Kong have had a significant impact on the attractiveness of the destination for business travellers, who are switching to Singapore and other Asian destinations to avoid disruption.

3rd September 201912th September 2023

Ideas to make sure attendees get the most out of your events

We all know that planning is the key to a successful conference, meeting or event. So how do you plan to make sure delegates get the best out of your events?

The German Convention Bureau has identified five elements to improve the delegate experience. We explore them, here.

Get the most out of your events:

1. Networking

Research has shown that networking is an important reason for attending an event. Event organisers should plan enough time for everyone to have the opportunity to meet and introduce themselves.

There are plenty of things organisers can do to facilitate networking. There are matchmaking systems to connect people before the event has begun. At the event, icebreakers can start communication and get people familiar with each other. Or interactive displays will create a reaction and get people talking.

2. Sharing Knowledge and Information

Another top reason for attending an event is to have access to new and exciting information. For many events, attendee satisfaction depends on the quality of content. The content must deliver new knowledge, improve understanding, and attendees need to be able to use it when they are back in the office. The information must have the power to motivate them or change their behaviour.

Speakers must be able to discuss a topic thoroughly and be engaging so the audience listen and take in what they say. They must also be able to answer questions, so, they should be very knowledgeable in their chosen topic. Think about the formats of sessions. Can some be interactive, or can a session be delivered by attendees working in small groups?

3. Disruption

Events that surprise and create change can positively impact both individuals and organisations. First-hand experience is important, and to introduce something different can create a lasting memory and sense of community.

Event organisers should consider building in an element that ties in with their organisation’s CSR policy, such as a meditation session, an inspiring speaker, creating artwork or a team-building exercise. This element needs to have a purpose but it can introduce attendees to something unusual and change their mindset.

4. Technology

Everyone expects technology to be at the forefront of the event. While it’s nice to introduce some innovative elements, they must be meaningful. There are apps and software to facilitate interaction between attendees and speakers, and using technology to engage delegates will create more interaction. Elements such as live streaming, virtual reality, specialist apps, and so on can elevate an event to the next level.

Organisers should consider whether it would be possible to mix digital and real-life options for people to interact with each other, while remembering that different personality types (more or less introvert or extrovert) have different ways of communicating.

5. Satisfaction

The main overall aim is that the attendees are happy with the event. They will have had different reasons for being there, and if they leave having achieved their goal, they will be satisfied. If they have gone to learn something new, made new contacts, and met their goals, they will deem it a successful event and hopefully attend again.

There is many aspects to remember when organising an event which contribute to the overall success. However, the most important factor to consider is the clients’ and delegates’ satisfaction. If they are happy, it was a successful event!

Need help planning your next event? Try our very own Trinity Event Solutions