Tips/Advice on organising a consumer event

[jen]

Hi guys,

A friend of mine is planning to organise a small consumer events/exhibition and have started ringing round for potential venue. Wonder if anyone can give her a little pointer or two on what kind of things to look out for or what she should ask the venue owner.

Just a research at this present stage to check the local potential and event venues.

What kind of insurance she should have?

I've read somewhere about potential sponsors etc..how do organisers approach these potential sponsor especially if it is going to be the first event she would organise.

She wanted to do a research on how many potential visiors there would be but for her to do this she would need the info of a venue, time etc..to enable people to take interest right? But she doesn't want to book a venue until she's sure of the figures both exhibitors and visitors.

Would be grateful for some advice and tips.

Many thanks.

J

 

[Rachael]

Has she thought about getting a professional events organiser in - it's not the easy job that it looks.

Sorry if this is no help at all but I'd really not be comfortable organising a paid event having had no experience.

Insurance - She needs to make sure she has her own insurance as many venues a) expect this and b) don't have great enough cover - She'd NEED public Liability and in my professional opinion she needs to have professional indemnity too – in case anyone decides to sue.

These insurance brokers should be able to tailor a policy to suit her exact need:
http://www.clarityeventinsurance.com/clarityeventinsurance2.html
or
http://www.pcmrisksolutions.com/
or even - AXA, http://www.arthurdoodson.co.uk/

NEVER EVER trust a venues insurance is enough because it never will be!

Sponsorship - such a wide area to cover. Depends on what the event is for and who she wants to sponsor it and what she wants out of them. For example I've run an event sponsored by the Hilton and all I needed to do in exchange was to give them a free area to promote their business to the guests but then I've done a sponsorship with Lloyds TSB on a production and it's taken a lot of figures and pitch meetings to get a maybe so really this does depend.

However here is a small article on the subject that may help:
Sponsorship
How to gain sponsorship

A sponsorship proposal is the most comprehensive and professional approach to seeking sponsorship involvement from business. A sponsorship proposal should clearly:

* highlight the various aspects of the event;
* list the benefits for the organisation of being associated with Seniors Week;
* list what you want and why (for example printing of programs to promote the event widely to the community);
* indicate how much support (financial or in-kind) you are seeking;
* indicate if there are various levels of sponsorship available (for example platinum, gold, and silver);
* present the proposal as an attractive proposition for any potential sponsor (typed and either stapled or bound);
* try not to make the proposal too long, or the person reading it could lose interest; and
* personally deliver or mail the proposal, but ensure that it is followed up with a telephone call within a week of sending, if you have not had a reply.

The most successful sponsorship proposals clearly link the event with the sponsor through identifying common goals. For example, look at local businesses that may wish to expand their business into the older people's market, such as industries in the travel and leisure sector.


The venue check (reccee):
* How large the venue is
* How many people can it hold (legally - check the fire regulations and adhere to them)
* Price
* What the price includes
* Location
* Facilities
* Reputation
* Health and safety
* Security
* Car parking
* Parking for exhibitors
* Entry and exit times
etc etc etc etc etc

Planning an event really isn't easy. It's not about turning up all glam and smoozhing its about hard work, lugging boxes, getting dirty, not sleeping for days worrying about it, mini break downs when the act/decor/accessories don't turn up!!

I'd personally not go for it unless I was 250% I could pull it off!!

Rachael

 

[AHAEvents]

I agree with Rachael, event organising isn't as easy as people think.

My friends still find it hard to believe that it takes an entire year to organise one air show (it does get easier over time though and we are now involved to in 3 military events!!)

I think gaging how many people are going to attend is a tough one. We already knew how many people attended our main show before we took over the runnnig of it, but even we got taken by surprise last year. We always expect a crowd of around 25,000 yet last year, due to good weather and an unusual exhibit (Boeing 747 from South Africa), we had 36,000 people attend. Record attendances though also bring record complaints!!

Insurance in our field is a nightmare, not many companies want to think about multi-million pound planes crashing into tens-of-thousands of people.

The events I work on don't come close to what your friend is trying to organise though so it isn't a fair comparison.

I've probably not been much help and have spouted a load of poop but its Friday afternoon so I'll forgive myself!

Gonzo

 

[Rachael]

I can imagine your insurance would be a nightmare!! Who do you use?

I think people see event management as being a glamourous career and don't see us polished professional when we're in our cars rocking back and forth tapping our heads in tears because the venue has had a flood or the catering has decided not to turn up!!

It's not easy!!!

 

[10Yetis]

The one tip I would give about events is... get a professional in.

Rachel in particular is one of those people who just makes it all go so well.

100% support for The Phillips, The event company of choice for Yetis!

 

[i'm_not_a_farmer!]

when it comes to most small scale public events, the minimum Public Liability insurance most venues require is £5million in my experience.

 

[Rachael]

The one tip I would give about events is... get a professional in.

Rachael in particular is one of those people who just makes it all go so well.

100% support for The Phillips, The event company of choice for Yetis!

Thank you Mr Campaign Manager.

i'm not a farmer is right although I'd suggest maybe having higher cover depending on the calibre of the people exhibiting.

 

[jen]

Wow Thank you Rachael, top advice and info there. Much appreciated that. She knows it's going to be hard work, she's just at a planning stage , still has a lot of research to do. Also been looking into cost & charges of using an event company and I think because this is a very small scale event, the cost of hiring a company maybe unaffordable. What she would take from paying exhibitors would just pay for the event company's fees.

Thank you to AHAEvent, I'm not a farmer & Yeti to all your great advice.

Have printed the post and passed it on.

Regards.

J