Tackling the European Market in Conferencing and Event Management

 

Introduction

When a company or organisation wants to put on a conference or large event, it is unlikely they would consider doing it themselves. Most companies do not have all the necessary in-house expertise, and releasing personnel from their usual work could be less cost efficient than bringing in the experts. There is also a great deal more to organising a conference than most people would realise in that it is a very stressful and technical activity. The client therefore would usually call in another company that specialises entirely in conference and event management.

There are a great many companies offering Corporate Event Management Services so competition is keen. Even if you are the best you still have to compete with others who offer lower prices and might appear to be less expensive. One of the ways of countering the cut throat business in the UK is to look at offering Conference Production Services in Europe. European managers then have the option of using a UK or EU company to provide for their Conference or Event. UK conference services are more than able to offer competitive prices. In the current economic climate with the pound at its lowest value for many years, UK companies have a distinct advantage in the EU market. The following example will serve as a useful illustration of the many benefits of taking your event expertise outside of the domestic environment.

I plan to take you through a step by step account of the stages of managing an event in Europe using examples from a recent contract in Rome.

Step 1

As a company offering conference and event management services it is vital that the quality of service provided is professional and value for money. To this end attention to detail is paramount. The project manager will know his team and the quality and reliability of the technical staff, the quality of the electronic equipment and the soundness of the sets that are used. Once these issues are in place and proven on previous jobs then the pitch to the client can be confident and knowledgeable so that the client can be reassured things will run smoothly. If you can trust your team to do a good job then the client can trust you to do a good job.

Step 2

The Brief

The brief we were given was a three and a half day conference event in Rome in early February for approximately 150 international delegates attending, the majority of whom would be travelling from the USA.

Technical Specification

The technical requirement was to combine a rear projection set and a four speaker PA system with radio microphones. Also data and video switching, wireless table microphones for delegate interaction with presenters in question and answer sessions. They wanted two show laptop PC’s loaded with PowerPoint and various video software to assist with conversion of any extra footage required to a suitable format for projection.

Step 3

A quotation was provided for all the physical hardware and the technical requirements and the services of the project manager and his team. No subcontracting was required. Details were agreed and the quote was accepted by the client and a contract issued. It is important to make sure you have a contract and in it, a clause for cancellation charges.

Finding the best event company to suit your organisation may be difficult because there are so many to choose from.

Step 4

When organising any event abroad we find it more reliable and economical to use our own technical equipment and workforce who we know and trust. There are no problems with language and the team understand the technical issues that are likely to be encountered. They are used to working together, each having their strengths to contribute to the whole, and they can be trusted to do the best possible job with the minimum of fuss. However planning is a key activity particularly when organising meetings and conference events abroad. If you have forgotten something it’s too late to go back when you have driven 600 miles. So having decided to transport the full conference set, staging and equipment by van to Rome we then worked out the details of how best to achieve it.

Step 5

Transportation

The size of the event is critical to the choice of shipping. In our Rome example it was possible to convey all the required equipment in a hire van which could be driven using a standard UK driving licence. If the scale of a conference or exhibition event is much larger it would be recommended to use a dedicated freighting company to collect, deliver and return staging and technical elements to the destination. Using a dedicated freighting company also has the benefit of delivering the key personnel to the event without them being tired out after driving across Europe.

However, in this case it was decided that the event technicians would drive the van to Rome which would still be well within budget for all staging and technical elements. When hiring a vehicle it is essential to pay attention to maximum load capacity of the vehicle. The weight of the technical equipment and set must be less than the maximum load and once the main systems are onboard, care must be taken not to fill it to the brim with extra bits and pieces.

It is so easy, when being helpful, to add the client event material, such as delegate registration systems and materials, brochures, display and graphic panels. The result can easily mean that the maximum safe load allowance for the vehicle is compromised. As the load capacity is a legal necessity it is never a good idea to consent to extra items on behalf of the client without being aware of the likely impact on overall weight.

Step 6

The Journey

As the distance was twelve hundred miles there and back it was decided that with an allotted journey time of two and a half days each way to Rome would be enough. Although it would have been possible to travel to Rome in two days we have learned from experience to allow a margin for any delays en route. It also allows for the technicians themselves to be fresh enough after the road trip to be able to work effectively.

When travelling long distance across Europe and at a time of year when the weather might be inclement, it is essential that the safety of personnel and other road users is paramount. By dividing the travel time between two drivers and rotating them every two hours, we have found that neither is unduly fatigued. This system allows large distances of up to 600 miles a day to be covered with safety. Regular breaks help to maintain concentration and awareness, with total travel times of no more than ten hours in any day and preferably no more than eight hours a day. It is never advisable to rely on a bare minimum of journey time for any long distance travel to meet an event deadline.

Conference management is a highly stressful and frustrating job because there are so many different aspects to the work.

Having decided on the route to be taken from the UK to Rome we left the UK via a ferry from Dover to Calais and then journeyed to an area just North of Dijon on day one. From Dijon on day two, the journey continued as far as Bologna via the Mont Blanc tunnel. We decided on day three, to make an early start for the half day drive from Bologna to Rome and deliver the equipment to the venue, then rest up for the remainder of the day so the crew would be fresh to start work the next morning.

Navigation across Europe is now much more straight forward with Satellite, but we would also recommend printed route plans and local maps of any places where a stop-over is planned. It has sometimes been the case that even with the latest updated information the Sat Nav cannot always find the precise location of the road you want, due to the ongoing construction of many new motorway networks. You may find yourself suddenly stuck on a road it doesn’t know and this is when the co-driver can be a great help to navigate you through the confusion.

Step 7

Accommodation for Overnight Stops

Choosing accommodation for suitable overnight stops is worth some research. There is a plentiful choice of motel stops near to all major roads in France and Italy all of which are reasonably priced. However, there are great guest houses away from the main cities and major roads which offer a much more relaxing experience for a tired traveller and are usually cheaper than the chain motels. Often these places have secure parking enhancing vehicle security from theft and damage. After all, when freighting audio-visual systems with a value stretching to tens of thousands of pounds, peace of mind is useful to say the least.It is advisable to spend time during pre-event production locating places to overnight. There is little benefit from having to find a room late in the day at an unknown cost which may impact on the profitability of the job.

Step 8

On Site Conference Production

On arrival in Rome we drove the van to the conference venue so that the audio-visual equipment and staging could be unloaded directly into the conference room. This was to secure the items and have everything ready for installation the following day. Getting an early start to set up the equipment allowed for the client to begin presentation rehearsals on the afternoon of the rig day. Later on the same day there was to be an evening reception and brief welcome presentation to all attending delegates. The setting up procedures are tried and tested and the team worked like a well oiled machine so that all the audio-visual elements were complete and in place on schedule and all the technical systems were working correctly by the time the client presenters arrived from the USA.

Step 9

Audio Visual and Production Content

An example of the kind of last minute technical hitches that has to be resolved is when a conference presenter is unable to submit his presentation during the pre-production period and will arrive on site with it in his briefcase (Probably having worked on it during his flight over). The production team will not know until late in the process what presentation format is required. However the presenter will still expect his material to be incorporated seamlessly into a master slide deck. If a conference set uses a wide screen projection format the content will need to be generated in a sixteen by nine aspect ratio. Unknown to the presenter however, the offered material may have been built around a slide template that used a four by three aspect ratio instead. Depending on content, this may have minimal impact on the look of the presentation but if there are images of people, or pie chart graphs, these will then appear as stretched and elliptical shapes which would be unsatisfactory. Fonts and text boxes may move out of alignment and embedded applications such as XL may well be impossible to read. The added value for European clients of using a UK based corporate event supplier is that the British are famous for their ability to be innovative and come up with solutions to problems at the last minute and particularly under pressure.

My understanding of what audio visual equipment means is that it could be anything from simple interactive whiteboards to the full works with plasma screens, video control and PA systems as well as integrated audio output for live events.

During the rehearsals for the first day of the conference one of the American presenters had travelled to site with a power point presentation containing video footage. Unfortunately the video content had not been embedded into his presentation so it did not appear as he expected. The video content was hyper-linked to files that were inaccessible from the PowerPoint presentation – supplied to us on a memory stick. Fortunately with our technical expertise we were able to download the video from source and convert the video footage into a high resolution format that would be compatible with our audio visual systems. This is when event support specialists, who speak English as a first language and are familiar with the requirements of such last-minute complications, are invaluable.

In an ideal scenario, all presentation content will have been tendered during the pre-production phase to minimise such last minute glitches, but more often than not on-site changes are required to re-format a presentation. Whilst it is by no means out of the question that a local AV company might well have been able to do the same, feedback from client events in Europe suggests that when they have used a local supplier they have often failed to be sufficiently expert to support such needs.

Step 10

During the Conference

Over the period of the two and a half day event we were able to further increase our reputation with the client and delegates. Something that they had overlooked until the last minute was to provide appropriate themed music for role-play exercises. Although it had not been part of the original conference production brief, we were able to provide apt and timely presentation support at very short notice from our on-site database of over thirty thousand music tracks.Again, this was something which many of our European competitors may not have been able to achieve within the time frame and it would probably have added an extra cost.

Whilst seeming relatively trivial points in themselves the above types of scenarios can be very stressful for conference and event organisers, who already have responsibilities that go beyond the presentation content. The corporate conference event being organised by the client is a huge task of delegate management and event logistics, so that any projects that can be left to an experienced dedicated event management team such as ourselves, frees them up to focus on their own tasks of delivering a successful delegate experience.

Step 11

Language Issues in European Conferencing.

When working in Europe either as an event manager, conference producer, or production company, it is always helpful if you are able to communicate directly with the people you meet at the venue and along the way. Whilst all major event management destinations and hotels across Europe have staff who will speak English, there are occasions when they will not be available. We are happy to have colleagues with rudimentary skills in French, Spanish and German who are all keen to improve their language skills. They are prepared to have a go whenever possible to try out what they have learned and this has sometimes proved to be invaluable. It may seem obvious to say, but we recommend that at least one on your production team should have a working knowledge of the local language and should be encouraged to use their language skills as often as possible. It is often surprising how a little effort can generate a much better response from those who you are working alongside.

Conclusion

If you haven’t given much thought to the idea of working in Europe then we really recommend it. Conference events in Europe can be undertaken by a UK event production company at comparable cost to our European colleagues in the audio-visual supply sector. Favourable exchange rates add a further competitive edge to the costs of bringing your audio-visual and staging from the UK. Researching and planning the route and method by which conferencing systems are freighted and delivered will provide surprisingly low cost delivery solutions.

Taking your regular conference production team with you to Europe will give increased peace of mind with regard to the quality of your technical support. Our client in Rome was very happy with the service and level of attention to detail we brought to their conference and repeat European corporate events are now routinely part of our conferencing diary. Fortunately our team really enjoy the experience of travelling abroad and having the opportunity during ‘down time’ to experience life in another culture and country.

 

Pay Less Product Reviews

Picking the Correct Auto Rims

Any vehicle owner would like to have a driving machine that will stand prominent above the rest. Thus, there are a lot of modifications that one can do in order to achieve the look that they wish to have. Now, if you are looking for the most valuable way to do this then you can get used rims for sale.

The catch is, this part is not available at bargain prices. Any vehicle modification would really ask the owner to spend a big deal of cash, in view of this; you can always obtain used auto rims in order to get your desired style and lesser the price.

Unfortunately, the manner of choosing the correct used truck rims is not as straight forward as getting an old tape measure and measuring the part. Well, for other means of ‘measuring’ this could work but not in the case of the wheel rims.

Measuring this portion is done in a contradictory manner since it will trust so much on the tire size of your driving machine. If you take a peek on the tire size of any vehicle, you will see that there are series of numbers which normally ends with R14, R15, R16, etc. These numbers will work as your guide in searching for the right size of rims. For instance, if your wheel has R14 on it then this only means that you need to have a 14 inch hubcap or wheel. If you try to physically measure the part, you will wind up having over a 15 inch size instead.

10 Reasons for Using Online Surveys to Market Products and Services

Your customers are tough and demanding. They’re extremely media aware and increasingly cynical – it’s a clever marketeer who can get under their skin. Online surveys reinvent the traditional format and offer a unique way of interaction – all the benefits of the internet without the programming. Here are ten reasons why they may be the silver bullet marketeers’ need, complete with examples supplied by Martin Day, managing director of online survey website Survey Galaxy – one of a new breed of websites making online surveys quicker and cheaper

1. It’s cheap as buttons
Select the right survey website and creating surveys can be free of any charge and the cost to publish is minimal.
Useful information derived from survey analysis can be reused and repackaged in other marketing and PR for use in press outlets making it a very efficient form of information gathering.

2. It’s extremely easy
Anyone can create, design and publish an online survey. Online surveys are quick and simple to create and design, no programming skills are required and when publishing completing the surveys is straight forward.

3. Deployment options
Once the survey is online it is a simple step to promote it the most popular methods being either through email (with a link enclosed) or via a link from a website. Once advised of the survey’s URL anyone can link can to the survey at a time that is convenient to them, 24×7.

4. We have an opinion – and we like to give it
The majority of customers do not view surveys as spam and will in fact welcome the opportunity to voice their opinion and have the chance to make an impact on a brand. They can be particularly good for change management projects; a survey asking a workforce on their opinion of change allows the key issues to be raised in a positive manner and encourages employee participation. Deliver a message to individuals and then have the feedback collated in a manageable form.

5. Get inside your respondents heads
With traditional advertising you can lead a customer to an advertisement but you can’t make them think. Surveys actively engage the respondent, who think about the question before giving their response.

6. Building relationships
It needn’t all end at the end of the survey – while you have the respondent’s attention and they are in the mood you can ask if they want to sign up for more information or a regular newsletter – making the most of the window of opportunity where you have their interest.

7. Link your survey to other online information
One of the most important benefits of a survey is the ability to make inspired or useful connections instantly to other areas. By including links within the survey to websites that offer detailed information you are able to maximise your marketing effort and reinforce the marketing message.

8. The soft sell
Surveys can associate a product with a number of positive attributes. By listing the many features of a product and asking the respondent how important they are, regardless of their response, the product will be associated with the features; if they are rated as important the positive impact is endorsed by the customer.

9. It’s not just about selling
A survey is an effective, quick and easy method to help promote and gain acceptance for a difficult proposal; such as a public body trying to gain acceptance and support for a particular scheme.
For example take a city trying to gain support from the general public for their bid to host a future Olympic Games. A survey can explain each benefit putting the respondent in a much better position to appreciate what the real advantages are that might just combat any negative headlines. Using the feedback that is received the overall marketing strategy can be fine tuned.

10. Fresh topics engage interest
By thinking laterally a lively and imaginative approach to surveys could provide a ‘hook’ to engage respondents. The survey subject can be aimed at a particular group on a subject close to theirs hearts. A survey’s marketing message can take the form of a simple brand awareness message by stating that the survey is being sponsored by brand name, or by finding a link from the subject matter to the product – something that is surprisingly easy and highly effective.

Attract traffic by providing a Public Survey section as many people who enjoy completing crosswords and doing word puzzles enjoy completing questionnaires. Having a public survey notice board as part of a website is a low cost and automated method that helps to increase traffic and establish a loyal and returning following. Unlike discussion boards there is no opportunity for people to disrupt the site by inappropriate remarks as the survey results are displayed in summary form enabling them to dispense with moderators and maintenance.

The majority of customers do not view surveys as spam and will welcome the opportunity to voice their opinion and have the chance to make an impact on a brand.

Many of the techniques and a few more are contained in the following sample survey created using Survey Galaxy’s survey software tool.

Thyroid Levels Online

A Guide To Getting More Website Traffic

Traffic is essential to any website and no traffic means no sales. But how do you drive more web traffic to your site? Well, the simple is that there is no single solution. You need to use a multi-pronged strategy in order to get more traffic to your website. There are some strategies that you can use to increase your web traffic using some straight-forward yet effective techniques.

The first technique is to simply pay for advertising for your website. This can be done using services like those provided by Google, Yahoo and MSN where you pay to have your website listed in their sponsored links section when a user searches for a key key phrase. This will get traffic to your website in a short space of time. It is important to refine each ad campaign to find out if you can maximize the return on investment.

The second technique is to write articles and content. Include content on your site that is appropriate to the products and services you are providing. Make sure you use web analytics to find out what search terms people are using and then write about those topics. If you have the time or expertise then you could write these articles yourself. Alternatively, you could hire a freelance writer to do this job for you. This is certainly one of the most effective techniques of getting more web traffic to your site. You should also make sure that you publish some articles to syndication sites that will allow other website owners to benefit from your experience and knowledge.

The third recommend technique is to submit your website to the top search engines. These include Google, Yahoo and MSN. This will get increased traffic by users searching for content that you have developed using the above methods.

The fourth technique is to partner with somebody else on the web that is selling similar complimentary products. Exchange links with these partners in order to increase your rankings on the search engines.

The fifth technique is to find forums that are relevant to your products or services and participate in the threads. Avoid overselling your products or services as you will most likely be banned. Rather, only answer the questions that people ask to make yourself the true expert in the field so that people will visit your website.

Another technique is to buy web traffic in bulk. There are various websites where you can buy web traffic in high volumes and at relatively low cost. This can be a very cost effective method of getting visitors to your site within a tight budget.

These techniques are low cost methods to get people to visit your website. While not the only techniques out there for driving traffic to your website these are some of the most effective techniques that will help to get your website noticed.