TIPS FOR EVENT PLANNING AND SAVING COST EFFECTIVELY

TIPS FOR EVENT PLANNING AND SAVING COST EFFECTIVELY

TIPS FOR EVENT PLANNING AND SAVING COST EFFECTIVELY   It is simply being smart to have a budget for your event. Yet it is very easy to go beyond your budget; no matter how frugal you are. Having a smart budget is exploring your creativity which then boost your output and increase your productivity. These basic rules would help you;   Rule 1: Identify what excite participants about your events Photo from shutterstock.com   At every event, there is a highlight. What excite the participants about your event? You have to identify it.  Could it be the opera music played at the background? Could it be the ball dance before the commencement of the program? You have to identify the particular thing. This would help you to know what exactly to focus on. It is very easy to streamline your budget once you are able to identify it. It is possible that you are budgeting on the wrong things. For example, engaging and paying for the travelling bills of an interpreter from China. It therefore means that you have to know what your participants want. If you have to sample their opinion, please do. This would save you the long haul of budgeting on the wrong things and yet not getting the expected result.   Rule 2:  Use cost effective interpreters. Photo from canstockphoto.com. Every event have diverse and various participants all around the world that wants to attend. Diverse participants that wants to benefit from your seminar and yet speak and understand different languages. Hence there is need for interpreters. It is important to save cost on paid interpreters. Your budget would be minimal if you would stop paying high fees and then transfer cost that you would use to engage the services of an interpreter.   The solution to this challenge is a click away; it is the Translator.fm app. Interpreters can use the translator.fm app to translate to different languages as suits the needs of the event. Put your mind at rest because translator.fm app does even more, such as

  1. Solves the problem of insufficient headsets, and lack of enough space. The capacity of listeners is limitless.
  2. It also provides event managers with instant voice recordings, statistics, listener comments, event presentations and many other services
  Technology has eased the challenge of interpreting and provided a solution to obsolete interpreting methods. Such out of date interpreting methods are site interpreters, traditional audio hardware and so on. You would find out that using these methods can overburden your event logistics and budget. It costs more too. Therefore, what is the way out of this?   No doubt, interpreting is very important to the success of your event, this is because there might be participants that have travelled all the way down to attend your event. And since the obsolete methods are not cost friendly.  You have to work around it.   Use the more recent and affordable technology means   The Translator.fm app comes in handy as a translation app and interpretation means. Translator.fm app helps you to translate directly into your participants’ devices.  The app has been well developed and updated from consecutive to simultaneous translation and interpretation app. This means that translator.fm app has the capacity to translate from the official language of the seminar simultaneously to unlimited languages. Translator.fm app is often used as a portable translation equipment for events such as; conference, church, seminars and other related events. The translator.fm is one of the interpreting companies that ensure that interpretation equipment and app are accessible and affordable; in order to meet your budget. With translator.fm app you no longer need to hire or purchase expensive conference equipment. With translator.fm app, we offer our users at least 50% cheaper service that meets their budget and help them to save cost. Translator.fm app allows you to only use a phone and there is no need to use old system headsets, their chargers and sound cabinets. Translator.fm app is also very simply to use. Users only need to open our website- translator.fm or use the translator.fm app. Therefore, how does all these affect your budgeting? When you get to use the right translators and interpretation equipment such as the ones mentioned, you would definitely save cost. These recent translation equipments are user friendly and their straightforward interface makes the app appealing. That means you do not have to pay travelling expenses to engage the services of interpreters, they can be engaged anywhere in the world and in the comfort of their office.   Rule 3: Strategize Photo from study.com   If you fail to plan, you plan to fail. Proper planning and strategy cannot be over-emphasized when you have an upcoming event. You have to ensure that all your logistics are in place. Fire-brigade approach is not very cool for even planning. You have to tie all loose ends that might impair the success of your event.
  1. Book Appointment with your invited speakers and follow up on the Invite: Your invited speakers are as important as the event. You have to keep sending those reminders via text messages and emails. These methods are more cost-efficient that putting a call through.
  If you followed up properly before the event, you would not have to be jittery if they are not picking calls on the day of the event. And you do not want to start making unnecessary long calls, trying to jog their memory about the event and plead with them to grace the event with their presence.   These would ultimately affect your budget plans. You would have ended up spending more for staying long hours on the phone telling them about the event.  The same attitude should apply to your participants, ensure that you have sent reminders over and over again before the set date of the event. You do not want to imagine what it is like to call numerous people on the day of an event.  
  1. Tools such as Asana, Dropbox , Google apps and so on are tools to help organize events.
  Rule 4: Inculcate the Marketing skills of a pro. Photo from conbizresources.com   Marketing skills has to do with your creativity. In order to endear yourself to the heart of people, you have to be innovative in your marketing strategy. Being creative in marketing is not all about money. It is about effectiveness. You could spend so much money, yet you are not effective in reaching your target audience.   For your event, think of marketing alternatives. Rather than having a website for the purpose of the event, consider social media campaigns like Facebook, Instagram stories and WhatsApp. You can upload videos about the event, entice people and arouse their interest about the event.   Advertisement goes hand-in-hand with marketing. You can employ the use of radio, TV, newspaper and magazine advertisement.   It is a paper-less world today. Avoid the use of printing as much as you can. Imagine that your event is to take place online. That means, your audience is online, your invitation would be online, your reminders would be online. This is the reason you should not be considering using papers at all. There is wider coverage of sharing and reposting online with friends and family too.   Truth be told, reading printed leaflets is becoming old-fashioned. People seldom are interested in reading printed works. Most people are with their mobile 24/7. Hence a way of cutting your budget is to publish your event online where they would see it and read it. You can also encourage these people to help you re-share, retweet and repost online.   Lastly, part of marketing is planning for the next event. Post pictures of your concluded events online. Posting positive photos is an excellent way to demonstrate the success of your event. You can engage a professional photographer but not his camera. He knows the kinds of photos required for your nature of event. You can use any phone which has good camera.   Rule 5: Backup Plan and Doing a Run Through Photo from pexels.com   There are slim chances that an event would not have a hitch. An item may turn up or an important guest speaker may arrive late. Identify the important issues your event will have and create a backup plan for each. If a number of issues arise in the future, find out whether an alternative can be found or if it should be cut entirely from the event. Also, about two weeks before the event, do a run through of the entire event process. Organize a meeting with your team and go through the event plan all over; from the initial set up to the follow up process to the alternative plans. Often complications are highlighted at these meetings and you will have time to correct them. A few days before event organize another run through at the venue with your team members. In conclusion, following through a budget for an event requires planning and discipline. The rules identified and discussed above are to guide you as an event planner.        

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