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3 steps to master while preparing for peak season meetings

November 16, 2018

November, it’s that time of the year when event planners are leaving no stone unturned in converting prospective events into confirmed events. Just like the objects in your vehicle’s mirror may appear closer than you think, the deadlines may run like a wind and blow you away.

However, well begun is half done, and in the events industry a good and planned start, way prior to the event, leaves ample room for trials and better alternatives to overcome them. Speaking of a start, planning your meetings during peak season is the first step that sets the course towards executing a successful event. But, God lies in the details. Let’s go through 3 major steps to take while planning your meetings during peak season. Starting with...

1. Craft a detailed milestone master plan
The events industry though being a very dynamic field runs a lot on word-of-mouth advertising. Be it a favorable or an unfavorable experience, a client’s judgement of your work spreads like wildfire.
Knowing your big players, it’s always better to create a milestone master plan on a monthly basis. The most favorable clients have the biggest of chances to return to you for your next event. Keep a track of their events and the scope of work, see if their budget covers your monthly targets and accordingly set your timings for the meetings when entering the pitching stage.

Another point that needs consideration is the fact that every client has a particular style of working. E.g., some might like their events to spell panache while some might like to keep it simple yet suave. As an agency, what can give you an added advantage, especially with your regular clients, is the understanding you gain from the past events you have executed for them. Going prepared with a couple of creative campaigns based on their preferences will give you an upper hand and help you score extra points in terms of creating something unique yet relatable for them.

2. Lock the cost so you don’t lack in costing
With the pitching for an event to be executed in January to March starting from sometime around July or August, it is extremely necessary to sort all your budget plans a couple of months before the event, preferably October end. Moreover, October calls for festive mood (Diwali) and it’s that time of the year when clients invest their major share in employee bonus. Make sure you lock all the costs before that or else you might lack in planning the cost for important aspects.

3. Finalise all the contracts related to software needs
We live in a world of technological advancements where every day open doors to innovations. With the event industry being quite dynamic, clients are always keen on using the best-in-class technology at their events. Having a dedicated digital team on board will help you bring in latest software tools, conduct professional training, build user-friendly mobile apps (as per the event requirements) and many more. All of this can be done at a very economic cost and well prior to the final date of the event.

Let’s understand the fact that client is the king in event industry and the king’s wish is our command. Thus, being a step ahead throughout the journey will keep you in the trust books of the clients and make way for executing multiple events in future.