1. Define the topic, content, title, place and time
2. Arrange lecturers if the event is a conference type
3. Define whether participation is paid or free
4. Create a registration form for online applications
5. If participation is paid, define the payment method (PayPal e.g.)

Promotion 

While you won’t physically see them, you certainly want a large number of attendees at your online event as well. Invest in the promotion so that not only your users hear about it, but also all those who may be interested in the topic.

1. Create a web page or subpage on an existing one. It should include the program of the event, information about the lecturers, the registration form and the salary conditions (if any).
2. Announce online event media that follow “your” topic. Invite media representatives to “participate”.
3. Consider investing in a sponsored media article read by your potential participants. A sponsored article is a great format to present your online event in the best light and highlight all the important facts.
4. Send an e-mail invitation if you have a database of existing users and send them a personal invitation. We all love when someone addresses us directly.
5. Promote your online event on social media (Facebook, Twitter, Instagram, LinkedIn). When creating posts, take into account the “legality” of each social network – for example, with posts on Twitter, Instagram and LinkedIn, be sure to put a hashtag of your event and other related hashtags to make it easier for users to find. An example of how we created hashtags for WinDays Virtual online programming day can be viewed here.
6. Encourage lecturers to announce their participation on their social networks and motivate potential participants to join.

Technical requirements

1. Choose a platform that will support your online event. Test it and see if it fits what you need in all segments. For example, we had a great experience with Microsoft Teams Live Events that have the ability to record, and the recording is available to participants immediately after the event.
2. Make a dress rehearsal – involve all lecturers and participants in the program to make sure everyone knows what they are doing at what point so that everything runs smoothly during the online event.
3. Ensure a quality Wi-Fi network. You don’t want your online event to be a fiasco for a banal reason like a bad Wi-Fi signal.

Participant feedback 

1. Create a survey for participants and share the link at the end of the online event.
2. Be sure to share the link to the survey on your social networks to give followers the opportunity to give their comments.
3. Consider the comments, compliments and criticisms of the participants when planning your next event – in addition to improving its quality, they will be glad to see that their opinion is important to you.

If you are new to the world of online events, we are here to help you with our experience and knowledge, which is best confirmed by the nearly 2,000 participants at the last online event we worked on. Mozaik Event Center offers you the service of organizing an online event – find out more. 

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1. Set goals 

Determine what you want to achieve and define the topic. Set a realistic and achievable goal and plan the steps that will lead you to it.  

2. Set a date, number of people and budget 

Choose a date in which you expect a good response from participants. It won’t be the day before Easter or the holiday season. You are the one who knows your customers, clients and partners best, so you will know how to determine the best date. Right at the beginning, define how many people you will invite and what kind of response you expect. The budget for the event also depends on that. Request all subcontracting offers so you can form a budget. You will often get a predefined budget in advance – plan carefully and determine what you can fit and be prepared to say “no” to additional ideas that you cannot fund .

3. Develop a concept 

Put your idea “on paper” and work it out . This is a  step that is often taken lightly or skipped. As professional event organizers, we have different budgets and we can easily evaluate and create an idea that will suit your needs and fit into your budget. And with a smaller budget it is possible to create an effective event that will leave a good impression. Experience and knowledge make an invaluable difference. Every event must have elements that will entertain, make you laugh, relax the atmosphere or a “wow effect” that will be talked about for a long time. 

4. Create team 

You need to know, right at the beginning that you can’t do everything by yourself. In some cases, it will be enough to have one trusted colleague with whom you can share tasks and better organize your work. It’s good to have someone with whom you can exchange ideas. If you do not have the opportunity to form a team, it is important to choose professional and experienced organizers that you can rely on. The technical staff of Mozaik Group and quality audiovisual equipment can really contribute to the quality of your event. 

5. Don’t skimp on food and drink 

We all like to gather around the table and enjoy good food. We know that catering covers a significant part of the budget, but you want satisfied participants. Don’t skimp on the amount of food and drinks and make sure everyone has a choice, so be sure to include a vegetarian menu. 

6. Take care of participants, lecturers, sponsors and exhibitors 

Communicate with everyone and give them all the useful information on time, from accommodation and transportation to the location of the event to the program and all the details that are important to them. Plan the protocol of the event and define who is in charge of communicating with participants, lecturers, sponsors and exhibitors. If high-ranking guests come to your event, work with their protocol to define everything you need in advance and avoid surprises. Provide the space needed for sponsors and exhibitors and provide the necessary infrastructure and give them clear instructions on the delivery of their equipment. 

7. Obtain all permits on time and take care of security  

An American DJ participates in the entertainment part of the program? Get him a work permit on time. If necessary, register a public gathering. Be sure to fill out an application to ZAMP if a band is going to perform or you are going to play music. Provide a sufficient number of security guards and ensure cleaning of the area before and after.  

8. Register participants quickly and efficiently  

Almost every major event “requires” registration and accreditation of participants. Take advantage of technology to make the process fast and efficient, without long queues and waiting. For example, enable registration and login via QR code or PIN. See here what we offer for registration of participants.

9. Communicate with the audience 

Announce your event in time to the media who may find it interesting. Inform potential audiences via social media and give them more information about the content. Advertise your event to your target audience and consider what other channels you could use to inform them.

10. Make an analysis 

After a successful event, don’t fall asleep on your laurels. Analyze what was good and what could have been better. Track and analyze the event budget throughout the project so you can revise it and maybe even save. Finally, analyze the ratio of inputs and outputs to draw conclusions for the future. Thank all the participants and share with them your impressions, survey them to find out what they think about your event and how it can be even better next time. 

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1. Decorate his / her workplace 

Get confetti, balloons and birthday props and decorate the workplace. Buy a greeting card, collect the signatures of all colleagues and leave a message in a visible place.  

2. Record a fun video 

You will need a little more time for the video, but it pays off because you will give the celebrant a lasting memory. A number of applications can be found to help you easily edit the video. First devise a set of fun questions and agree with colleagues who will answer which. Let the answers be as personal and witty as possible. The easiest way is to record the answers with your mobile phone and edit them in the selected mobile application. If you have a team meeting that day, you can show it during the meeting, and if not, make sure you gather colleagues and look at it together.

3. Design a song for the celebrant 

Make your own version of the eternal hit “Happy Birthday”. Choose the celebrant’s favorite song and customize the lyrics so that it describes it well but also makes you laugh. Sing it to him in the morning or during the day when everyone is gathered.

4. Prepare a creative gift 

Get away from clichés and be creative. Collect a symbolic amount from a colleague and give the celebrant something that will throw him out of his shoes.

5. Offer to help 

If possible, free him from a daily task. Offer to help him make the day as easy and stress-free as possible. 

6. Toast with fine snacks 

Instead of the classic shared lunch, we suggest you organize a shared breakfast in the office. This can also be a good idea for an unusual gift. Share with each other the tasks of what to buy so that no one is overwhelmed and come a little earlier to prepare the table. Also get a bottle of your favorite toast drink. 

Whether you need a concept for a birthday, concert or corporate event celebration, see more about the concept development service.

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If you want a full hall, remember that a very important element is the promotion of the conference. A poorly organized conference will give a bad image of your company, and all we have listed is only a small part of the work that needs to be done to make your event meet expectations and leave a good impression on attendees. 

Organizing an event is a demanding task, so we advise you to hire a professional agency (PCO). We will list a few areas where we can help you. Leading the administration and making the most of the budget Over many years of work, we have gained rich experience based on which we have developed our system for registration and accreditation of participants. This system allows us to fully control the process of registration, collection of registration fees and accreditation of participants upon arrival at the conference. Forget keeping a list of participants in an Excel spreadsheet or manual payment records – we will relieve you and take over the administrative tasks and the complete registration process. 

Want a stand up comedian, a top DJ or a silk dancer? Rest assured that in our rich base of performers we will find the ones that fit the budget and contribute to the success of your event with quality. You can leave the negotiations on subcontractor prices and monitoring of project costs with confidence. Share with us all your goals and plans – it is possible that we will propose a more optimal solution to achieve, which at the same time saves the budget.

Saving time 

Sometimes suppliers tend to take advantage of your lack of time or a wider partner base and make a higher bid than the standard market bid. As a professional event management agency (PCO), we work with long-term partners with whom we have a relationship of trust, and the amount of events we work on together brings more affordable prices. 

Our task is to facilitate all communication, negotiations and bidding, and to ensure that all subcontractors provide maximum professional service on time and at the best price.  

Quick troubleshooting 

As professional congress organizers (PCOs), we have a number of successfully completed projects behind us that have taught us to solve problems quickly and efficiently. We have faced a large number of major and minor challenges, so we can rarely be unprepared. 

If you were to organize the conference by yourself, there is a good chance that the multitude of details would keep you so busy that you would increase the possibility of missing something important. In addition to organizing events, there are also your regular business commitments that require full attention. 

Our advantage is a team of experts who can think on the go, and each team member has their own area of ​​expertise and can very quickly suggest an effective solution.

If you have to sit on the floor, you will know that the promotion has done the job! 

For more information about our corporate event organization service, click here  (link na organizaciju kongresa)

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Some dilemmas can be resolved by focusing on the top 6 best types of events for companies and what you can expect to gain from each of them. We will also include plenty of data to help you start planning. But first, a quick definition: 

How are event types classified? Types of events can be divided into corporate, private, or charitable. Corporate events are focused on business and users, while private events are focused on private purposes, and charity events are intended for a humanitarian purpose.

The best corporate events have concrete and achievable goals. This makes sense given the cost and amount of planning required by each of them. If you’re new to corporate event planning or just looking for more inspiration to achieve business goals, you’ll find it helpful to keep reading.

The best types of business events to achieve business goals

In this section, we will deal with the top 4 best corporate events. Each type includes a brief description and details of what business goals are best for, what type of space you need, how to plan the look of the event, and examples of leading brands from which you can learn something.

1. Conferences

A conference is a large event (visitor numbers are usually in the hundreds or thousands) focused on a central theme or industry, and usually lasts for several days. Activities for this type of event include speakers, exhibition space, competitions and networking opportunities for participants, as well as more informal gatherings before and after the conference.

Best for the following business goals: increasing product or brand awareness, increasing sales, positioning the company as an expert in a specific area.

Ideal locations for this type of event: congress and conference centers.

Setup for this type of event: The setup will work well at the conference, allowing participants to be as close to the speakers as possible, to have a good view of the stage and enough space. The cinema set-up will allow you to keep your attention on stage, and the banquet set-up will make it easier to group people during breaks. 

Real-world example: TechCrunch Disrupt is an annual conference aimed at connecting startups with investors and educating participants about the latest trends in technology. Their list of speakers includes a number of prominent names, and it is these partnerships that help them secure their image as the most important resource for the latest news and innovation in technology.

Conclusions:

Conferences are a great spot to help your audience get to know your company and brand better. Follow the good example of TechCrunch and invite speakers who are recognizable to your audience. Don’t limit yourself to just the famous – micro influencers have a more affordable price and often have a loyal fan base.If you want to learn more about our conference organization service, click on the link.

2. Trade fairs

Fairs under one main theme bring together a lot of brands. This interactive event tip weakens the exhibition spaces and interesting partners to create unforgettable experiences for your audience.

Best for the following goals: when you want to show new newspapers and look at products, connect with your public in-ear, gather a list of contacts for sales and marketing activities.

Ideal locations for this type of event: congress and conference centers, universities.

Set up for this event tip: set in the form of a solution, it is recommended that exhibition spaces be placed in alleys, which is a spatial use and brands can be grouped into relevant categories. Such a set public will help to better pay for what the exhibitions will simply visit, as well as to discover some new brands nearby that they might like.

Real-world example: Natural Products Expo West offers trade fairs in several cities, where hundreds of organic and healthy products can be found. With a variety of food, a beauty product and a food supplement, participants can take advantage and discover attractive new brands. 

Conclusions:

Fairs are fun and exciting for participants because they like to get and try out samples, participate in hands-on product demonstrations, and learn about services that can be really useful to them.

For Instance, Natural Product Expo West ,organized in several large cities makes it even easier for all those interested to come to the fair. He also shares many online educational programs on his website, so anyone who is not able to physically come to the fair can join virtualy.

3. Seminars

At first glance, seminars and conferences are quite similar. The biggest difference is that the seminars are completely dedicated to learning and training. Due to their educational nature, it is logical that they are often done on multiple occasions / sequels and involve smaller groups of participants than conferences.

Best for the following business goals: product training, employee training, certification or courses, developing or strengthening long-term customer loyalty

Ideal locations for this type of event: classrooms, meeting rooms, smaller multifunctional spaces

Setup for this type of event: Classroom-like arrangements or conference-style desks help participants learn in a group, and also allow them to split into partners or discussion sections as needed.

Real-world example: The Academy of Business Leadership holds one-day seminars called “Got Big Dreams?”. Among the attendees are elementary and high school students who have big dreams that usually involve some level of entrepreneurship. Guest lecturers guide them through a series of exercises and discussions that help them shape their ideas and devise what next steps to take to start their own business.

Conclusions:

Seminars are educational events that help companies connect with attendees by giving them practical information, tools, and skills to achieve their personal goals.

Follow the example of The Academy of Business Leadership and target an underrepresented demographic (in their case teenagers and young people). Focus on addressing one major sore point, and then offer a range of extremely helpful solutions that can be reached based on that experience of addressing a key challenge

4. Corporate meetings and executive meetings

Corporate meetings and executive meetings are events that often involve high-ranking employees and / or key business partners. Companies use this type of event for a number of reasons, but it is up to the person planning the event to set it up to be successful, for which a clearly defined program, creative environment and tools that improve productivity are important.

Best for the following business goals: devising new ideas, performing a specific task, making important decisions, establishing partnerships

Ideal locations for this type of event: meeting rooms, restaurants, spaces for joint work

Setup for this type of event: Round tables are best for groups of 10 people or less (it will facilitate discussions), while in the case of larger groups a U-seating setup or a classic conference setup works better.

Real-world example: Companies like Buddytruk organize a meeting every Friday to recapitulate the main events of the week. In addition to keeping the entire executive team fully up to date with all developments, this weekly rhythm allows them to review current goals, budgets and projects more effectively. Although it would be expected that a regular meeting of this type would take longer than planned (because there are a lot of topics and it happens on a “slow” day), they have a fun policy of “keeping pace” with the meeting. If the meeting is extended outside the scheduled time, the last person to speak must do 50 push-ups!

Conclusions:

Corporate meetings and executive meetings facilitate communication and offer a higher level of collaboration that cannot be achieved by exchanging e-mails.

Face-to-face meetings can be fun and productive if you set some rules that will guide all participants to the task, just as Buddytruk did with his creative punishment.

5. Corporate parties

Corporate parties bring employees together to celebrate common victories, mark important moments, raise their morale and celebrate the holidays together. While the focus of this type of event is usually fun and relaxation, event planners can still set and achieve specific goals for their peers.

Best for the following business goals: showing gratitude to employees, facilitating socializing between departments, improving corporate culture

Ideal locations for this type of event: restaurants, unique locations, event space within the company, wedding locations, recreational locations.

Setup for this type of event: corporate parties exist for socializing so it’s best to provide enough space for dancing or for people to simply get together and talk. Add a number of tables and chairs to make them more comfortable (especially if you plan to serve food). 

A real-world example: Amazon’s post-holiday party marks the arrival of the new year, celebrating recent successes and its employees through a range of fun activities. In addition to enjoying great food and drink, employees also got their own caricature, enjoyed concerts, dancing, karaoke and piano duels.

Conclusions:

Corporate parties are an important component of a successful corporate event ecosystem because they unquestionably raise employee morale.

Even if you don’t have the budget to organize an extravagant party like Amazon, you can still plan interesting activities that employees will enjoy. Make an effort to include things or places that your team enjoys as a group or have special meaning for your brand.

6. Product presentations

Product presentations help to officially spread the word about a new brand, partnership, product / service or special offer. These events encourage publicity and help attendees get to know your brand better. Best for the following business goals: increase sales, achieve greater brand recognition, better connect with brand lovers 

Ideal locations for this type of event: boutiques, hotels, wellness centers, golf courses, restaurants / bars, locations that provide enough space for socializing, photography and product presentation.

Setup for this type of event: plan your schedule so that there is one focal point to which all views will be directed (the stage where you will present the product or service) and plenty of space to socialize. You can also set up mini booths where guests will be able to try the product or introduce their partners in them. 

A real-world example: only 180 carefully selected guests were invited to a party featuring Fenty Beauty (organized by Sephora). In addition to being the first to have exclusive access to new make-up products, they could take part in fun activities and take photos in the photo booth or “act” with Rihanna in a digital film shot during the event.

Conclusions:

Product presentations are a more personal way to make a good impression with your brand’s new offering. 

 Limit invitations only to your most influential fans as Fenty Beauty did; this will make your event even more special and impressive. Add some interesting activities as well.

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Capacity of tables 

The recommended number of seats for a round table with a diameter of 120 cm is 6. Calculate that in this setting, each person will have about 70 centimeters of space. If you want a tablecloth to the floor, you will need a round tablecloth of 275 cm. In the shorter version, the one of 225 cm will suffice. 

A round table with a diameter of 150 cm can accommodate 8 people, with each person having about 64 cm of space, which is quite enough. You can cover it with a shorter tablecloth of 225 cm or a longer version to the floor of 305 cm. 

The round table with a diameter of 180 cm will accommodate 10 people, and each will have about 65 cm of space. The appropriate dimensions of the tablecloth are 275 cm (shorter version) or 335 cm (to the floor).

For a rectangular table 180 cm long, it will comfortably accommodate 8 people and each will have about 65 cm of space. If you use a shorter tablecloth, a size of 225 x 260 cm will suffice, and if you want it to reach the floor, choose 230 x 335 cm.

Arrangement of tables and chairs in the space

When arranging tables in space, you can arrange them in several ways: in the form of a cube, circle, triangle, etc. When placing them, make sure that there is enough space between the tables and chairs. For example, when stacking tables in a cube or in the shape of a triangle, the optimal distance between the tables is 60 centimeters. The distance between the chairs at the next table should be at least 75 cm so that they can be served and circulated without hindrance. When stacking the chairs, move them 45 cm away from the comfortable seating table.

Determine the number of drinks and small snacks

Remember the equation from elementary school! Count to 5 bites per hour and multiply them by the number of hours the event lasts. You will get the total number of snacks for one person, which you need to multiply by the number of guests to get the total number of snacks you will serve. In addition, you can place trays with cheese and snacks on the tables. 

Use the same formula to calculate the number of drinks. Multiply 2 drinks per hour by the number of hours of the event. Multiply the number of drinks per person by the number of guests to calculate the total number of drinks. It is practical to know that from a 7.5 dl bottle you can get:

• 6 glasses of champagne
• 5 glasses of wine
• 23-15 glasses of spirits

To impress your guests, make a cocktail with your signature! When organizing an event, the hardest part is relaxing – try it though! If you do not want to bother with inches and you’re lucky to have erased the math from your head, contact us and you hang out and be a good host. Learn more about the catering service here.

The post Why is it important to know math for an event to succeed? appeared first on MozaikGrupa.

Set clear goals

The first step in event planning must be to define the goals you want to achieve. Why organize an event? What feeling do you want to achieve with the participants? What impression do you want to leave? What business goals to achieve? The better you define your goals, the easier it will be to “measure” them later and evaluate the success of your event. 

Start planning as soon as possible

The company’s anniversary is in December next year? What you can do right now is choose and book the right location, come up with a concept and start working on an entertainment program. The sooner you start working, the greater the chance that you will be able to hire just that band that is constantly busy or to get a better price from a subcontractor.

Fit all items into your budget

Plan your budget well and clearly define how much money you have for individual elements of the event. Communicate financial opportunities to subcontractors in advance so that they can prepare appropriate offers for you.

Nurture quality contacts In the world of the event industry, contacts are crucial, so it is important to maintain the acquired contacts and expand the network of new ones. The biggest advantage of Mozaik Event Center is long-term cooperation with quality and reliable partners, entertainers, influencers, bands, hostesses, technical staff and everyone whose contribution makes your event successful. 

Don’t be afraid to try something new

Today, events cannot do without technology. A good app, survey or virtual connection with those who are not able to come to the event can bring a better experience for the participants. Don’t run away from technology, embrace it and organize an event that will leave a great impression. Of course, get well acquainted with the technology you are using and be prepared to react in unexpected situations.

Make a dress rehearsal 

All program participants during the dress rehearsal will gain an additional sense of security and confidence, which also applies to you. During the rehearsal, you can “iron out” the final details, test the technique, and go through the script one last time to make sure everything works as you envisioned. 

Collect feedback

Make a survey for the participants and go through all their comments – their impressions are the most important, and if you take into account the constructive criticism, your next event can be even better. Have a meeting with your team and openly exchange opinions – what was good and what could be better. Don’t forget about program partners and participants – you can also get valuable insights from them on how to further enhance your event next time.

No matter how much you plan, something unforeseen can always happen that could take the event in an unwanted direction. That’s why a great event manager reacts quickly, analyzes the situation on the go and quickly comes up with the best solution. The advantage of event agencies is precisely the number of “games in the legs” that give us the ability to react quickly in unpredictable situations. Learn more about the event management service.

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Reduce the use of plastic 

Plastic is still widely represented at events, from accreditations, plastic cups and bottles to ballpoint pens and bags. It is clear to us that you cannot invest in completely replacing all plastic, but you can choose to use cardboard cups or accreditations to print on recycled paper instead of plastic ones and use them without cases.

 Transport organization for participants

 Whenever possible, arrange for participants to be transported together to the event location instead of everyone coming in their own car. Encourage participants to come by bike and provide them with bicycle parking during the event (for example, there is a permanent bicycle parking in our Center, which encourages many employees to come to work more often on two wheels). As the organizer of the “Green” meetings, we try to mitigate the carbon footprint of the arrival of foreign lecturers by paying additional amounts to reduce CO2 emissions with the plane ticket. 

Choose the right location and suppliers

 More and more people are aware of the need to preserve the planet, and the event industry is no exception. Choose locations and suppliers that will support you in your intention to organize a “greener” event and further contribute to its sustainability with your ideas. Also choose a location that fits the dimensions of your event to reduce the amount of waste. 

Plan how to reduce food and beverage waste 

Did you know that the use of local and organic food has a beneficial effect on the environment, thanks to the reduction of transport-related emissions? You can also arrange in advance with the catering company you hire to donate the rest of the food, for example, to the soup kitchen and arrange the transport of the leftover food.

 Use technology, not paper

 No need to print a program or presentations. A good event application will give participants all the necessary information, and it is also more environmentally friendly. Additionally, if you use a quality registration system, there will be no need to print participant lists, but you will be able to do everything with the help of a computer.

If you decide to organize a “greener” event, we advise you to start exploring because you will surely discover more additional possibilities. As an agency that professionally organizes events, we can help you with that and conceptually design your green event. Aware of the need to care for the environment, we have created “Think Green” meetings, and you can find out more about them by clicking on the link.

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