An Event set with huge LED panels, Large stage, and Designer lighting always gives an impression of a great event.  A band performance or a celebrity presence at the event adds more to this impression. But it’s a big myth that these make a great event. It is the quality & quantity of Delegates or Visitors that make an event great. Hence a Delegate or Visitor is the KING of any event. An event management firm or an inexperienced client may spend all their money on an Event Stage-Set or Entertainment and may finally end up giving a treat to a poor quality turnout. It’s here that the Event Management companies with an eye for Quality audience acquisition come in to picture.

If a Banking Software giant is organizing an event to penetrate into the BFSI market, all they need to ensure first is to target the right profile of delegates from their prospect companies. Here, a Sensible Event Management company with Audience acquisition expertise would target a CIO from a  Bank’s Headquarters and not a Bank Branch manager. Audience acquisition for a Conference OR Visitor foot fall promotion for an Exhibition OR Generating audience for a Showroom Launch, these are all specialist jobs of Event Management companies with Audience Acquisition expertise.

Audience & Visitor acquisition Success stories

We at HostIndia Events & Marketing Pvt. Limited, a Bangalore-Head Quartered event management company with Audience acquisition capabilities had a unique challenge. The task of reaching out to the Vice Chancellors and Registrars from universities across the country and getting them to register to attend a conference in Delhi. HostIndia Events team worked from database building, invitee list profiling, communication design, mailers, e-mailers, to an aggressive Telemarketing campaign to reach out to the Target profile. The event finally was attended by the desired number of delegates. In such an events, it’s the Delegates who are the most key factor of the event and certainly not the event backdrop or Stage or LED.

In another case, the target audiences were the users of 3D printing from the  verticals such as Healthcare,  Automotive, Education, Aerospace & Defense. The delegate acquisition team from HostIndia Events started with a Conference website, followed up with Social media campaign and then the ” block the date” campaign. A huge database was built and was profiled for accuracy. Multi-pronged reach-out campaign through emails, messages, Telemarketing, direct mailers were carried out for over 30 days. Aggressive and systematic audience acquisition campaign yielded results and over 800 organizations registered for the event. Registration confirmation emails, confirmation & reconfirmation calls and timely reminders ensured a huge turn out at the event. The 3D printing users forum filled with the quality crowd was a very clear sign of a great event.

The Challenge of  Acquiring Senior Citizens as Delegates 

In yet another case the challenge was to acquire Senior Citizens of age 60 & 70 Plus as an audience in large numbers for an Event of a reputed Hospital brand. With the profile changing to retired–aged people who spend all their time at homes, the Event agency had to change their marketing strategy. The large housing societies were targeted for the reach-out activity & kiosk-based promotions and Registration drives were held. Posters, Standees were put up at RWA offices, Parks & Medical Stores. Very Senior people were hired for Tele Inviting. The hard work of the teams finally yielded unbelievable results as the registrations poured in from all quarters. In the end, Over 650 Sr. citizens graced the event and were benefited. The event was said to be one of the most successful one’s ever held by the clients in the city.

Therefore, an event with the good quality & quantity of audience in the hall is most likely to be a successful event. For the audience to turn up for an event and then to be satisfied in the end, there has to be a very good content. If  Audience is the King of the event, the content is the KEY.

Event Management is evolving as one of the most powerful tools of modern day marketing and therefore it has become all the more important to choose the best Event Management company for your Event. This blog takes you through a few simple and clear steps that you should take before finalizing an Event Management agency. The first and foremost thing you should understand is that there are broadly two kinds of Event Management companies going by the kind of Events that they are comfortable doing. They are…

• Social & Celebration Events:  These are your Wedding Events, Engagement Parties, Birthday Events, New Year Parties so on and so forth.
• Corporate Events or Business Events:  These are Dealer Meets, Product Launches, Conferences, Sales Kick-offs etc. This blog is to help you with Tips to choose the best corporate Event Management Company for your event.

The Kinds of Corporate Events

What kind of Events are managed by Corporates/brands in a day to day business?  There are two kinds of events that Corporates generally hold which are very different from each other.

• Events that are conducted by their Marketing Teams to promote their brand or introduce their products and services.  They also conduct events to generate leads and penetrate into new markets or to motivate their dealers, channel partners, and their own sales force.
• Events that are organized by the HR Team to motivate their team and retain them longer. These are unwinding and celebration kind of events comprising mostly of  Annual days, Sports Days, Theme events, Family days and the likes.

Event Management companies may have “BUSINESS EVENTS” or “SET & DECOR EVENTS” as their core expertise area and rarely both. An agency with good Set and Décor or Entertainment expertise would be found weaker when it comes to understanding the business events’ requirements. Similarly, the Event Management companies with a profound understanding of business & marketing may not give all the importance to the SET & DECOR.

7 Tips to Choose The Best Event Management Company for your Event

1. If you are looking for a Wedding Event, please do look for Wedding Planners with 5 plus years of experience. Please do not go with Event Managers who do corporate events. However, Event Managers who focus on set and décor and organize events such as parties & other social events can be tried.
2. For your Marketing Departments events’ such as Product launches, Dealer/Channel meets, User conferences, Promotions and activations you must go with established Event agencies with at least 10 to 15 years of similar events experience. With the 100s of fly by night Event agencies popping up every day it would be prudent to go with someone who is established.
3. Go through the credentials, case studies, clientele, and testimonials. You would get an idea if they have similar events experience
4. Analyze the background of the Directors of the Event Management Organisation. If an organization is set up less than 5 years ago and the promoters belong to a non Event Management industry, you better be cautious.
5. If you are looking for an Exhibition Management or Large convention management, please do look for an Event Management company with Tradeshow management and Exhibition Management experience to their credit. Exhibition Management is an entirely different ball game from other events.
6. Registration Management of an Event or an Exhibition is a very niche service provided by only 4 to 5 companies in India. If you are only expecting professional registration management for a large conference or exhibition, you must look for a Tradeshow Registration Management company and not just any event management company. These Registration Management agencies would have specific Registration Management Softwares and technology solutions.

A Case Study of an Event Management company

Here is an example of a leading Event Management company by name HostIndia Events & Marketing Pvt. limited., (www.hostindiaevents.com). This company has over 20 years of experience in Corporate Events Management, Exhibitions & Conference Management,  Trade Show Registration Management etc. However, Host India Events may not be a suitable partner for a Wedding Event or a Concert Event Management as suggested in this blog. This is because Host India Events’ core interest lies in Business events.

7. If you are looking for generating a specific audience for your Event or Conference or a Product launch, then such jobs are done by specific Event Management companies with audience acquisition capabilities. They would also have a huge Database, expertise to design and develop eMailers, Websites, manage Social Media marketing and In house Telemarketing etc.  HostIndia Events based out of Bangalore provides Audience acquisition, Conference Management, Promotions & activations, Exhibition Management, etc., They are one of the top 4 leading Event Registration Management companies in India as well.

Now it must be clear to you that in the world cluttered with 1000s of Events Management companies, how you must choose the best Event Management company for your event. How an Event Management company with Social Event Set & Decor expertise does not understand the Business Event requirements so on and so forth