MICE AND EVENT

MANAGEMENT
UNIT-5
Support service
1. AUDIO VISUAL SOLUTIONS AND STAGING
Through close collaboration with your event management team, you can transform any
venue into a stunning stage of lights and sounds that will bring your dream event to life.
Whether it is a corporate launch, a fancy festival, or an intimate wedding celebration, the
use of lights and sounds can elevate the event.
■ Unique audio-visual or AV solutions can provide a transformative experience that will
amplify the atmosphere of any affair. From sound and lighting, captivating visuals and
special effects, and even up to staging and rigging, you can rely on these creative and
technical experts to be with you every step of the way, starting from conceptualization
to production and installation.
2. EVENT MANAGEMENT
An experienced event management team can fully support you when you need to stage an
event. Whether you are dreaming up brand or product activations, concerts and festivals,
exhibitions and launch events, sports activities, or weddings, the experience and exposure
of these event managers to such a variety of events will benefit yours as well.
When you hire a team composed of dedicated, insightful, and dynamic event masters, it will
certainly spell the difference between failure and success. In-depth understanding and close
coordination with you will result in an event that is highly customized to your needs and
wishes. Their creative and technical expertise can also contribute to the creation of
innovative design and technological solutions to magnify the magnificence of your event.
3. PRODUCTION SUPPORT
In addition, event management specialists can provide you with crucial production support.
They can offer their insight and on-ground experience as you do your pre-production and
content ideation.

■ What’s more, their experience of working in various industries can also contribute when
you are creating content. It can give you inspiration in creating a dynamic event that
will set you apart from your competition or take you higher in the eyes of your target
audience.
Activities in event management
1. Pre-event activities
■ Every event needs two things: aims and objectives.
■ Once you know what you want to achieve, it’s simply a case of filling in the gaps to
help you get there. The earlier you start the planning process, the better.
■ You never know what challenges you may encounter along the way: venues may be
booked, caterers may be unavailable and plans may be changed.
■ Setting the date and booking the venue are the first things to finalise.
■ Once you have a venue and a date you can invite your guests and start the publicity
machine rolling. 71 percent of planners share content 3-10 weeks before the event, and
early promotion really is the key to maximising your attendance.
■ There are some excellent free event planning tools out there to keep your thoughts
structured and your plans in check. You can then work through them one by one until
you have the makings of a successful live event.
2. During event
This is the time when stress levels for event planners are at their highest. Underneath the
effervescent charm and easy smile, you should be working through your tick list of to-dos.
Arriving early gives you the chance to familiarise yourself with the venue and make sure
everything is in place.
Is the room set up correctly?
Is the audiovisual equipment in place?
Is the room too hot or too cold?
Have seats been reserved for special guests and speakers?
Where are the restrooms and exits?
■ Have the caterers arrived?
■ Once the event starts, the planner’s attention must turn to their guests.
■ Guests should be greeted and counted in, and speakers should be told about the audio
arrangements.
■ At this point, communication between the venue, staff and guests is essential to keeping
the event running to schedule.
■ If anything does go wrong, keep calm and try not to draw attention to the problem.
■ Remember, no one else will have a blueprint for the event, so there’s every chance it
will go unnoticed.
3. Post event
■ This is your chance to squeeze every last drop of PR and marketing value out of the
event.
■ Your PR team should move into follow-up mode.
■ Those who were unable to attend the event should receive photos and a news release
showing them what they missed.
■ You can also provide similar details to the media to see if you can generate some local
or national coverage.
■ Social media is a particularly good way to share your success.
■ Leverage your photos and other key messages and encourage attendees to tag their
pictures to spread the word.
■ Blogging is another great way to increase your reach.
Thank you

By
Prathika. P
22PTA027
MBA (TTM)