7 minute read
BEST PRACTICE
Conference and event organisers are constantly finding new and innovative ways in which to work. Meetings understands how the Covid-19 pandemic has changed planning and budgeting, providing some tips and tools you may want to consider.
TURNING ON A DIME
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Everything we do as planners and organisers is centred on both time and money. It is for this reason that planning and budgeting for an event should go hand in hand.
The fact is that when it comes to planning an event, there is less time and even less money than prior to the start of the Covid-19 pandemic, so we need to act prudently with the precious resources we have available to us.
BUDGET BONUS
From an event organiser’s perspective, events come about based on demand that is either identified on the part of the organiser, or a client who may also be the headline sponsor.
With timelines and budgets for producing events significantly reduced, this immediately impacts on sponsorship because it takes time to build relationships with potential sponsors who also need enough time to mull over proposals and make decisions.
In an age where cash flow is so incredibly constrained, having any budget at all is like manna from heaven.
Producing an event on behalf of a sponsor or client may need to happen on a very tight turnaround. This has been evidenced more so in lockdown, with the rapidly changing landscape meaning that planning for certain numbers can be affected by a single announcement. In South Africa, this usually starts with “My fellow South Africans”, as President Cyril Ramaphosa takes to the podium to address the nation. What this has resulted in is a ‘carpe diem’ mentality, where time is of the absolute essence; however, are
there other means we can deploy to militate against the major shifts that affect us?
Enter the evolution of the event planner…
PERMANENTLY ALTERED? As much as industries like the adversely impacted business events sector yearn to work in the same way as they did before, it is unlikely that this will be the case. Flock Eventing Platform gives us a reality check on where we are.
We’re not historians, but we like to think that social events have existed for as long as society itself has. We’re sure there are many examples of event planners in history, but a particularly notable one is Cleopatra. It’s said that every event of hers had a purpose, whether it be finding potential suitors or discussing matters of state with other politicians.
Organising these events wasn’t easy – sending out invitations alone took weeks, or months, as they were hand-delivered. That said, Cleopatra had access to an inordinate amount of free labour, which would have sped up the process.
1Event planning today These days, it feels like event planners have fewer parties to liaise with and longer DIY to-do lists to get the job done – especially for online events.
In fact, many organisers who have adapted their skill set for online functions no longer call themselves event planners. The new, updated description is digital event manager (DEM). DEMs still have the duties of the classic planner – liaising, organising and logistics – with the added tasks of a digital marketer.
Let’s take a look at how some aspects of event planning have changed over time, and how organisers have adapted.
2The invitation As we mentioned above, invitations were hand-delivered back in the day. This then evolved into snail mail, then email and, now, social media.
Previously, event organisers would contact a stationery supplier, get the invitations designed and printed by professionals, and send them off in the mail. A modern-day DEM, on the other hand, might design and build the emailer themselves. Even if the design is outsourced, they’re still familiar with platforms like Mailchimp and know how to manage them.
The same goes for social media. Both LinkedIn and Facebook have tools to advertise events, which planners need to take full advantage of.
3The venue Online events have, of course, become extremely popular, which means event planners today are much more tech-savvy than they’ve ever needed to be. Planners have to consider all aspects of the audio and visual experience. What kind of background should the speakers have? Should there be music? How do we incorporate branding into this?
Technology has made answering these questions all too easy. There’s no need to spend money on web hosting, designers and developers, when DEMs can use tools to host online events and webinars with ease. To stay competitive, event planners need to have these tools in their arsenal.
4Data management The way we collect data has also changed, thanks to technology. As such, clients expect to see more than the number of attendees in your report of the success of the event. They want to see guest engagement, brand awareness, sales, web traffic, return on investment – the whole nine yards.
Measuring the ROI from virtual events can be challenging, but luckily there are tools out there that make this easy for digital event planners. You just need to know how to use them.
In these three aspects alone, we can see that event organising has come a long way since Cleopatra’s time!
GET IN TOUCH WITH FLOCK EVENTING PLATFORM HERE. RESOURCES
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SANDTON, GAUTENG MEETING SPACES 12 MAX PAX 900 ACCOMMODATION 329 ROOMS
FOR THE ULTIMATE accommodation experience, Hilton Sandton features amenities for both business and leisure travellers alike. On-site features include an all-day restaurant, a state-of-the-art business centre, meeting facilities, fitness centre, outdoor pool and tennis court; and if you still can’t find what you’re looking for, the hotel provides complimentary shuttles to both Sandton City and the Sandton Gautrain station.
LOCATION
Situated in the Sandton business district in the heart of Johannesburg, Hilton Sandton’s convenient location offers guests easy access to large shopping centres, main banking institutions and the Johannesburg Stock Exchange.
MEETINGS AND EVENTS
Hilton Sandton offers distinctive spaces in a prime location for conferences and events. Each of its nine meeting rooms is completely customisable and features state-of-the-art technology. For added convenience, meeting facilities are located on the same floor as the full-service business centre, restaurants and bar.
ACCOMMODATION
All Hilton Sandton’s guestrooms feature stylish furnishings and generous amenities. Guests who stay in the Royal Suite or one of the six Terrace Suites on the Executive Floor can enjoy exclusive access to the Executive Lounge. Hilton also offers non-smoking and four accessible guestrooms. Guestroom facilities include LCD televisions and satellite channels with radio, video-on-demand and Wi-Fi.
CATERING
Sample a multicultural all-day dining experience at Tradewinds Restaurant & Bar. For the best of fusion flavour, the Lotus Teppanyaki & Sushi Bar offers a variety of popular sushi dishes, all carefully created by Hilton Sandton’s sushi master.
For an intimate get-together with friends or a quality corporate team-building experience, join the hotel’s Sushi School on Friday nights.
VENUES AND CAPACITIES Room Name Boardroom U-shape Theatre Classroom Cabaret Banquet Dinner Dance Cocktail
Hilton Ballroom - - 900 450 270 450 380 1 000
Ballroom 1 40 50 200 90 50 100 80 180 Ballroom 2 70 70 300 150 96 160 120 300 Ballroom 3 50 50 200 100 72 120 70 240 Kwena Suite 40 35 100 60 42 60 40 100 Kwena 1 20 15 30 20 12 20 - 30 Kwena 2 20 15 30 20 12 20 - 35 Li-duba 30 30 80 40 30 50 30 75 Tau 30 30 80 50 35 60 40 80 Umkombe 30 28 80 40 30 50 30 80 Thema 16 12 20 15 - 20 - 25 Boardroom 14 - - - - - - - Impala 10 10 15 10 - 15 - 20 Dzimba 10 10 15 10 - 15 - 20
138 Rivonia Road, Sandton, Gauteng hilton sandton
