Tips for a better event management

  1. 03/23/2011 at 11:28

    VIP hospitality is the level of service that you would like to provide to a certain group of people. It is not limited to dignitaries, company executives and entertainers. 

    The level of service required varies significantly from individual to individual and from situation to situation.

    If you are going to have a VIP group and want to get into the little details well here is a good start!

    First of all you have to understand perfectly the group of people that you address.

    There are some things that will help you create your group’s profile.


    1. Nationality
    2. Age
    3. Profession/Status/Industry
    4. Habits
    5. Health and diet profile
    6. Traveling alone or not?
    7. Religion
    8. Destination Coming from/Destination going to
    9. Means of transportation

    To get all of the above information you have to get a really good brief from your customer and a really good participation form.

    Client wants and donts!

    1. Destination questionnaire:
    Are we going out of town?
    Do you care if the hotel is on the beach or at the mountain?
    Would you like something centrally located?
    Do you prefer 4 or 5 star hotels ?
    2. Budget per person/per day
    3. What is being paid by the company and what’s not?
    4. Client philosophy and probable points that the client would like to
    stress from this event.
    5. Which destinations have already been visited by the same group of
    people in the past?
    6. What is the maximum time that you would like your journey to last
    till you reach your final destination (flights inclusive)?
    7. How many days would you like your trip to last?
    8. Does your hotel need to have a spa, or golf, or casino etc?
    9. Do you want to keep your group inside the hotel, or would you like
    us to arrange any extra activities?
    10. What type of rooms would you like to have? Will you allow any
    11. Is there something that you would like to provide? For Example at
    the bus, upon arrival, at the room, during an excursion, at the
    12. If you do not want a destination where people should have a visa
    or have to vaccine themselves kindly note.
    13. Would you like to inspect the destination/venue prior to your
    groups arrival?
    14. Do you want it to be high season at the time the group arrives to
    the destination?
    15. What is the maximum time that we should consider for rest,
    shopping and excursions/day?
    16. Will there be any VIP transfers?
    17. Last but not least you NEED to ask your client about past negative
    experiences. That way you can figure out and help your client
    understand what he/she thinks is important as a service.

    To sum it up, you need to carefully take the following steps,

    Step 1: Develop Clear Objectives
    Step 2: Understand your Target Audience
    Step 3: Identify your Current Group Image
    Step 4: Set the Aspirational Client/Group Identity
    Step 5: Develop your Plan
    Step 6: Create Value for Money Proposals
    Step 7: Execute the trip with custom made Strategy
    Step 8: Measure Success

    All the above helped me more than once in my line of work and believe me not many people take the time to ask these questions.
    Having less knowledge of what should happen and what is needed from you for your VIP group, makes you have to constantly fill in gaps in the end, probably be out of budget and stress both you and your customer with phrases like you did not tell me, but you are the professional…etc.

    Stay tuned for the next article.

  2. 04/27/2011 at 13:54

    BOS (Back Of Stage) total quality event management!

    Event managers are a multi-dimensional profession.
    Them and their teams are often behind-the-scenes running an event. The “vertical” and “horizontal” relationship of the people that work on a project is very crucial for your event’s success, so you need to work on this “project” before, during and after your event.

    One of the things that an event manager should take care of, so as to have the maximum result, is for the event’s staff to get along and feel good about what they are working on of course.

    My advice:

    1. “Do not forget about their needs if you do not want them to forget about your and your clients needs”.
    2. “Let them know each other before it’s too late”

    Most organizers tend to forget that the people working for them have needs as well during the event and the usual outcome is that they do not plan in advance for them.

    There are things that you should consider if you want to better utilize your staff: After all they are your eyes, ears and hands on the project…


    a. Motivate them.
    b. Let them tell you what they think best prior to the event.
    c. Give them sufficient knowledge of what is going to happen and train them on the concept.
    d. Make perfectly clear who is responsible for which tasks and when.
    e. Give them a clear idea about the venue and its pros and cons.


    a. Arrange ways for your staff to come at the venue on time (someone to pick them up, parking space, clear directions).
    b. Give them some time to adjust and prepare themselves.
    c. Give a good brief before the event starts every day…and a good debrief at the end of the day.
    d. Provide them with what they need during the event so as to be able to deliver what is asked.
    e. In order for the staff to provide their best possible services you need to organize their break sessions as well. Plan for them before the event and find the most suitable time frames for each member.
    f. Give them a dedicated space to go and feel free to eat, talk, etc.
    g. Plan for everyone-when, where and what they are going to be eating and/or drinking.
    h. Think about all the “what if” scenarios. Who is going to cover whom or who is going to support, who in case that something does not come out as expected or someone has an accident?
    i. Do not ask for more that one can give. This means that you have to place the right person at the right position.


    Do not forget to thank them for their effort, either by taking them out to have a meal and/or by sending them a thank you note from your client.
    To conclude, if you do not take care of your staff before hand by letting them know that you understand their needs and therefore provide them with a certain time frame to cover them, they will try to do it on their own, whenever they feel its proper from their point of view. This means that no one will know who is where when, and why? Ending up with a total back of stage mess.
    Panic and screams with phrases such as: ”Why did you leave your post?” But I thought it was ok. “No it wasn’t”. But I needed to visit the toilet.

    Total quality management of an event is about the whole process and not just the end product!

  1. No trackbacks yet.

Leave a Reply

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

%d bloggers like this: