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When people ask me what I do for work I often receive different versions of the same question. The list goes on: “Do you get to attend glamorous functions every weekend?”; “Do you meet famous people?”; “What do you actually DO?”. Much like the film industry’s “movie magic”, the event industry has a fantastical and otherworldly quality about it which may explain the mystery or misunderstanding of an event assistant’s day-to-day work..

The short answer is admin (yes, lots of it!). If I express it as a percentage of my total working time, it is at least 80%.

I enjoy many aspects of my role, and fortunately this includes completing the admin. I know that admin does not exactly have a reputation for being exciting – so please let me explain! Yes, admin involves creating spreadsheets, making phone calls and drafting emails amongst other tasks; but it is also rewarding in two ways.

  1. I am continually learning.

One week I may be getting extremely well-acquainted with Robe, which is a little seaside town in South Australia that holds great historical significance in Australia and particularly for the Chinese Community. Another week I may be learning about the future direction of the palliative care industry and thinking about creative ways to incorporate the concept of “compassionate communities” for a brand launch. Another week I may be researching event trends in LA. Yes, my specialty area is event production, but there are many other intricate details that I learn about other industries through my day-to-day work. In the truest sense, no one day in the same!

 

  1. Playing a large part in supporting the team.

As an event assistant, I’m the person in the background who makes sure that everything runs smoothly. It may be something seemingly trivial like making sure that the spare external battery is fully charged, or even that a spare copy of the run sheet is printed “just in case”; all these small tasks ultimately influence how effectively the wheels of the event are turning. At the end of the event, it is rewarding to know that these small actions play a part in the big picture and help the team as a whole.

Due to the multi-faceted aspect of this role, there is always something to learn as an event assistant – and that is where having good mentors, being a keen observer and having a positive attitude goes the extra mile!

We all know the saying “it’s not what you know, it’s who you know” – and those of us in business know that, in this age of global communications, this statement couldn’t be more accurate. With the rapid rise of networking apps like Linkedin, Facebook and other Social Media platforms, some of us could be justified in thinking that there is no point in physically networking anymore – seems like a waste of time doesn’t it? But the truth is that the more we adapt to virtual communications, the more value is attributed to real face-to-face interactions – those physical meetings of the minds become more memorable, more productive and in turn, more valuable.

So try to imagine combining the impact of real world interactions with the power of your social media presence? If you manage to get followers but struggle to convert them into customers or business opportunities, then read our tips below and take action now!

  1. Business is business

It doesn’t matter what industry you are in – everybody can benefit from a networking event, just make sure you target people who will have an interest in attending your event. Don’t be too restrictive in targeting either – think about industries that work around yours as well, think about experts in your industry (even if they don’t have the obvious potential to bring direct business, they will undoubtedly have valuable expertise and connections).

  1. Maximise attendance

Use all your social networks and contact lists to promote your event, it’s a game of statistics: the more people you contact/reach, the more are likely to turn up. Take the time to “curate” your social media targets to make sure you are reaching the right people if you end up doing some advertising or online promotion – there’s nothing more disappointing than working hard to push a message but pushing it to the wrong people.

  1. Be Seen and Be Heard

Cut through the BS. Make your message clear and to the point when promoting your event. Most social media platforms are now flooded with paid content trying to sell people products and services. Reaching your target audience is one thing, but they need to see you amongst all the other targeted content they scroll through.

  1. Collect Information

The work doesn’t end at your networking event… the point of going through all this effort is, after all, to grow your business opportunities. As such, your role is to think of all the ways you can collect valuable information from attendees and how to efficiently store and use it for your purposes post-event. Get them to fill a survey, get contact details from application forms or guest lists, introduce an app to your event to engage your audience more and make it more interactive – get creative and remain strategic. Also, you are not exempt of the now established and necessary practice of ‘hash tagging’ – create easy, memorable and relevant hashtags to engage your attendees and grow your event’s traction.

  1. Follow Up

And of course, once you have all this valuable information – use it! Add emails to your newsletter contact list, use survey responses to refine your services/improve your customer’s experience etc. Again, being creative and strategic form the base of success here.

 Now this is all well and good – but how do you find the time to organise all of the above? Remember there are more than just two options (running everything yourself or outsourcing everything). If you know you won’t have enough time to maximise the above work, be wise and divide the workload at the very least. A company like ours can easily help you with the things you definitely don’t want to fail (event strategy, guest management, advertising and promotion) – leaving you in control of the areas where you are most comfortable and can achieve more. Contact Us today!

Whether we are managing a charity event, a conference or a special Gala Dinner, as event managers one of our requirements is to make sponsors stand out in a way that flows with the event whilst maximising exposure for the brand. It’s not as simple as sticking the logo in every available space, in fact that can be offensive to guests if anything! Luckily, Perfect Events has a team of highly creative Event Managers that are able to flawlessly integrate sponsorship material to any themed event. Here are some examples of what we have been able to do so far:

1. Custom Red Carpet

In 2016 we managed the Opening Night Gala, Centrepiece Gala and Closing Night Gala for the notorious Melbourne International Film Festival. For Opening Night at Hamer Hall, the sponsor was Grey Goose Vodka. Evidently, Grey Goose had their logo on the media wall but our team managed to integrate their branding into a few different elements of the night, including the red carpet which, for the occasion, became blue! Yes we did – we ordered ‘blue carpet’ to reflect Grey Goose’s brand colours and it looked fantastic!

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2. Custom Cocktails

Melbourne International Film Festival’s Opening Night Gala also included a special cocktail using Grey Goose vodka and some very slick Grey Goose branded cocktail stirrers. These were prepared and served in a very cleverly branded Grey Goose bar (blue lights, logo decals, branded aprons and a fabulous archway in the entry emitting blue lights for guests to walk in).

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3. Unique Merchandise

For the Guide Dogs Victoria’s annual Dogs Unite event, we created hero capes for the dogs – because there isn’t anything much cuter than some puppies wearing capes! This also reflected the event’s message very clearly in celebrating the seeing eye dog’s hero status.

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4. Phone Charging Stations

Perfect Events organised for some branded charging stations to be at the annual Pivot Summit conference & Pivot Connect in Geelong. There is no greater brand exposure than when the branded element becomes a necessity to the guests.

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5. Environmental Design

Never underestimate the power of subtle decorative branding elements. Guests enjoy the event without focusing on the brand but are reminded of it at every corner. Think hanging structures, wall decals, brand colours in the lighting etc. For Landcare Australia in 2016, our client had requested the centrepieces for their awards dinner to be as sustainable as possible. Perfect Events created some beautiful centrepieces using fresh fruit and vegetables in recycled wooden crates. The fruit and vegetables were then donated to OzHarvest following the event. OzHarvest is a perishable food rescue organisation in Australia that collects excess food from commercial outlets and delivers it direct, to more than 900 charities. This meant that nothing was wasted and we were able to help people less fortunate by donating the beautiful fresh food!

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If you need help with finding sponsors and maximising their exposure at your event – contact our team of professionals today!