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Producing a Gala Dinner is bloody hard work! There are so many different “event elements” that need to be managed, which is why Event Management companies are often engaged to focus purely on one particular element of the event – usually this is will be Theming or Entertainment.
Perfect Events were brought in to manage the Entertainment for the 2016 ONJ Gala, which celebrates one of Australia’s true icons – Olivia Newton-John – and raises money for her amazing Cancer, Wellness & Research Centre in Ivanhoe and is part of the Austin Hospital.
This event has been a great success since its inception in 2013, with guests treated to memorable performances from Australian musical legends. They included getting John Farnham out of retirement (again) in 2014 – which led to an Australian Tour of Olivia and John in 2015. In 2015 we worked with the incredibly talented Barry Gibb who flew out from America specifically to perform at the ONJ Gala. He truly was sensational. We also had The Veronicas, Wendy Matthews, Glenn Shorrock, Christine Anu, Tim Campbell and many other great Australian performers over the last three years which we had the great pleasure of working with. The highlight of course was the star of the night, Olivia Newton-John who also performed every year, and did so again this year.
A Lineup Made in Heaven (if not managed properly we all know where this goes…Hell!)
This trend continued in 2016 with an awesome lineup of Jimmy Barnes, Jon Stevens, the boys from Swing On This, Jason Heerah, and the cast from Kinky Boots… not to mention Olivia Newton-John releasing her new song “LIV ON” supported by 20 girls from the Australian Girls Choir.
Managing entertainment is a lot more than simply booking talent and waiting for the talent to rock up on the night and perform. You need to ensure that all their production requirements are taken care of which includes constant liaison with the client, managers/performers, AV techs, Musical Director etc etc. You also need to ensure that riders, flights, transfers, accommodation, food and drinks are taken care of. But the biggest thing is MANAGING EXPECTATIONS – as this is a fundraiser event, not a concert.
One person who I have worked closely with on this event since inception and have an exceptional relationship with is Music Director, Chong Lim, who I cannot speak more highly of, and to be honest is probably the key ingredient in managing and producing the final product.
A lot of people wouldn’t be privy to the work that goes into the scheduling of the rehearsals/sound checks on the day of the event, and with Chong this is vital as he and his band are potentially playing for up to 5-6 consecutive hours. It is up to me to keep this on track (happy band & performers = great show)!
Working with entertainment can be a tricky one, and over the years in this biz I have learnt that you need to be a/ extremely patient, b/ open minded (don’t believe what you hear, most of them are so nice!), and c/ prepared for more than a few late “curve balls” to be thrown at you, ESPECIALLY on the day! This was no different with this event.
Some of the “curve balls” I encountered:
- Flight changes (lots of them!)
- Flights delayed/cancelled – this has a MASSIVE flow on effect
- Missed transfers (just completely forgot one had been organized)
- Someone has fallen sick and couldn’t make it;
- Having HAN-GRY Entertainers because of no food or drinks
To handle these “curve balls” you definitely need a supportive and understanding crew with you – which thankfully I had!
We were extremely lucky to have Deborah Hutton and Richard Wilkins as MC’s for the ONJ Gala; both complete pro’s and have been involved with this event for several years, and are therefore very familiar with the fundraising goals.
A lot of time is spent on the MC notes – are the sponsors mentioned enough, have we mentioned all the fundraising activities – although it is effectively a live document. Deborah, Richard and I collaborated throughout the night to adapt to changes and make sure the event flow wasn’t disrupted. It’s so important to have the right vibe in the room, and thankfully Deborah and Richard, along with Chong, made this happen.
Feet on the Ground, Head in the Stars!
The event this year was another great success, and I had to pinch myself watching Jimmy Barnes/Jon Stevens belt out Good Times from side of stage – it’s not often I pull my phone out to capture something while I work, but this was definitely an exception!
Working with high-profile entertainers can become quite daunting, and even surreal at times, as you’ve spent years watching them on TV or listening to them at home, sometimes they can be people you’ve looked up to your whole life.
In these moments it can be easy to become star struck, but it’s important to remain professional and remember that you’re all there for a common cause – and in this case to execute an amazing show that will raise lots of money for an amazing cause – the Olivia Newton John Cancer and Wellness Centre. We’re there to create an event that will become ingrained in the memories of every guest in the room – because at the end of the day, the “guest experience” is why most of get into this business.
Shane is one of our three main event gurus here at Perfect Events – his experience is evident in the amazing work he does and translates into a contact list that can no doubt wrap itself around Melbourne a couple of times! Shane is a gentleman with a rock-n-roll edge which is only one of many reasons he enjoyed working on the Olivia Newton John Gala (other reasons include, of course, his passion for the job and professionalism!)
September 2, 2017
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.
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!
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!
August 15, 2017
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!
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).
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.
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.
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.
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.