![\"\"](\"https://www.seebtm.com/wp-content/uploads/foto-1-22.jpg\")
In this regard, event managers are facing new challenges. How do we outdo the last idea every time, over and over again, and ultimately our selves as the ones in charge of planning the event? Our job is to create unforgettable and valuable experiences for both the client and every other attendee, ones that echo every moment of the event they attended. Perhaps a more fitting term would be \u201cdesigning\u201d experiences. What I\u2019m actually referring to is (U)XD \u2013 (user) experience design. The term is primarily associated with the tech arena \u2013 above all cellphone companies, which compete day in day out to ensure this magical experience\u00a0 for consumers using their products and base their sales strategies on this very foundation. So, what is (U)XD?
\nA process that boosts the product or service user\u2019s satisfaction by improving usability/accessibility/desirability in the very interaction with the pro duct or using the service.
\nLet\u2019s focus on services, because that\u2019s exactly what event planning is. In practice, this means that the service is designed so that the focus is on the quality of the user\u2019s or client\u2019s experience. However, this \u201cdesign\u201d doesn\u2019t adhere to the usual rules\u00a0 of design. On the contrary, it\u2019s about using and mixing multiple disciplines that take into account multiple aspects of the brand, business, environment, experience…\u00a0 To use an instructive example, if you\u2019re planning an event to launch a new pro duct, you need to think about everything: from what the product represents (literally and figuratively), its purpose, its packaging and the reasoning behind it, who will distribute it and where, what\u2019s the retail environment like, employee dress code, and so forth. Every little thing matters! Even the things that never cross your mind.
\n
XD aims to develop the product or service by tackling all or some of the following components: visual design, information architecture (how users get the information they need), interaction design (focusing on the interaction between users and the product/service), usefulness (ways to use the product/ service so as to ensure maximum performance and serve its purpose), access (how the system enables users to easily access the content), and human\u2013computer interaction (how communication is shaped in terms of design and implementation of computer systems).
\nEvents have long since stopped being mere gatherings of certain numbers of people in the same place. They are expected to provide an experience, preferably one that\u2019s never been lived before. That\u2019s why a new discipline is emerging \u2013 XD, or event design.
\nHow does one become a good XD designer? First and foremost, you have to understand your clients\u2019 needs and goals, and then find and plan a detailed roadmap that meets these needs all around, all the while taking care to create the right combination of digital and \u201creal life.\u201d This roadmap is the single most important part of the process. After getting information about the event\u2019s target audience and objectives, you should make sure that each next step in the event design roadmap is well\u00a0 thought out, customized, and involving as many participants as possible. This planning stage allows you to identify gaps in the user experience, determine where the experience is lacking, and accordingly define when and where to take it up or down a notch, as well as inform or entertain your audience. And precisely because the experience itself is an intangible category, it\u2019s crucial that the event planners develop road mapping methods that will bring these experiences to life. This means finding the most effective ways of mixing and combining these components in order to create the user experience.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/foto-2-18.jpg\")
Good visual components instantly draw attention and tell the story, although it\u2019s an art knowing how to pack in lots of information in a form that\u2019s appropriate on both the informational and aesthetic level.
\nThe details are what should highlight and accentuate the strongest ideas within the in formation hierarchy. The hierarchy is achieved by using different typography, font, contrast, and color. This principle directly relies on the analytical, strategic, and creative skills of the experience designer, or in our case the event manager.\u00a0 If possible, it\u2019s recommended that you analyze the participants data from past events so that you can understand how they interacted with, for example,\u00a0 venues, content, technology, and one another. This analysis aims to determine if there were points where the participants were disengaged or the experience was lacking, or any other slip \u00adup.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/foto-3-12.jpg\")
\n
Here you should think about how to fix it and find a way to create an experience for the guests that they won\u2019t forget. And if the experience was impressive and positive, pin down what the participants responded to particularly well and the components that led to success, so that you can have guide lines on what to put emphasis on this time and be even better.
\nEvents have long since stopped being mere gatherings of certain numbers of people in the sa me place. They are expected to provide an experience, preferably one that\u2019s never been lived before. That\u2019s why a new discipline is emerging \u2013 XD, or event design. Event design literally dives into every detail, it is part of everything that you come up with and implement. The key is to take into consideration what your client really needs or wants and deliver it before they become aware of it as a need or desire. This practically makes you the one who shapes their experience \u2013 or at least anticipates it. In that matter, the next time you\u2019re planning an event, ask yourself not only how you will meet the client\u2019s expectations, but how you will exceed them, as well.
The post Creating Experiences in Event Planning appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "You\u2019ll probably agree that events are becoming increasingly demanding. And not only in terms of technical organization. Events are becoming \u201calive,\u201d and clients want something that\u2019s never been done before. Envelopes are being pushed and new concepts are being designed.\nIn this regard, event managers are facing new challenges. How do we outdo the last idea every time, over and over again, and ultimately our selves as the ones in charge of planning the event? Our job is to create unforgettable and valuable experiences for both the client and every other attendee, ones that echo every moment of the event they attended. Perhaps a more fitting term would be \u201cdesigning\u201d experiences. What I\u2019m actually referring to is (U)XD \u2013 (user) experience design. The term is primarily associated with the tech arena \u2013 above all cellphone companies, which compete day in day out to ensure this magical experience\u00a0 for consumers using their products and base their sales strategies on this very foundation. So, what is (U)XD?\nA process that boosts the product or service user\u2019s satisfaction by improving usability/accessibility/desirability in the very interaction with the pro duct or using the service. \nLet\u2019s focus on services, because that\u2019s exactly what event planning is. In practice, this means that the service is designed so that the focus is on the quality of the user\u2019s or client\u2019s experience. However, this \u201cdesign\u201d doesn\u2019t adhere to the usual rules\u00a0 of design. On the contrary, it\u2019s about using and mixing multiple disciplines that take into account multiple aspects of the brand, business, environment, experience…\u00a0 To use an instructive example, if you\u2019re planning an event to launch a new pro duct, you need to think about everything: from what the product represents (literally and figuratively), its purpose, its packaging and the reasoning behind it, who will distribute it and where, what\u2019s the retail environment like, employee dress code, and so forth. Every little thing matters! Even the things that never cross your mind.\n\nXD aims to develop the product or service by tackling all or some of the following components: visual design, information architecture (how users get the information they need), interaction design (focusing on the interaction between users and the product/service), usefulness (ways to use the product/ service so as to ensure maximum performance and serve its purpose), access (how the system enables users to easily access the content), and human\u2013computer interaction (how communication is shaped in terms of design and implementation of computer systems).\nEvents have long since stopped being mere gatherings of certain numbers of people in the same place. They are expected to provide an experience, preferably one that\u2019s never been lived before. That\u2019s why a new discipline is emerging \u2013 XD, or event design.\nHow does one become a good XD designer? First and foremost, you have to understand your clients\u2019 needs and goals, and then find and plan a detailed roadmap that meets these needs all around, all the while taking care to create the right combination of digital and \u201creal life.\u201d This roadmap is the single most important part of the process. After getting information about the event\u2019s target audience and objectives, you should make sure that each next step in the event design roadmap is well\u00a0 thought out, customized, and involving as many participants as possible. This planning stage allows you to identify gaps in the user experience, determine where the experience is lacking, and accordingly define when and where to take it up or down a notch, as well as inform or entertain your audience. And precisely because the experience itself is an intangible category, it\u2019s crucial that the event planners develop road mapping methods that will bring these experiences to life. This means finding the most effective ways of mixing and combining these components in order to create the user experience.\n\nGood visual components instantly draw attention and tell the story, although it\u2019s an art knowing how to pack in lots of information in a form that\u2019s appropriate on both the informational and aesthetic level. \nThe details are what should highlight and accentuate the strongest ideas within the in formation hierarchy. The hierarchy is achieved by using different typography, font, contrast, and color. This principle directly relies on the analytical, strategic, and creative skills of the experience designer, or in our case the event manager.\u00a0 If possible, it\u2019s recommended that you analyze the participants data from past events so that you can understand how they interacted with, for example,\u00a0 venues, content, technology, and one another. This analysis aims to determine if there were points where the participants were disengaged or the experience was lacking, or any other slip \u00adup.\n\n \nHere you should think about how to fix it and find a way to create an experience for the guests that they won\u2019t forget. And if the experience was impressive and positive, pin down what the participants responded to particularly well and the components that led to success, so that you can have guide lines on what to put emphasis on this time and be even better.\nEvents have long since stopped being mere gatherings of certain numbers of people in the sa me place. They are expected to provide an experience, preferably one that\u2019s never been lived before. That\u2019s why a new discipline is emerging \u2013 XD, or event design. Event design literally dives into every detail, it is part of everything that you come up with and implement. The key is to take into consideration what your client really needs or wants and deliver it before they become aware of it as a need or desire. This practically makes you the one who shapes their experience \u2013 or at least anticipates it. In that matter, the next time you\u2019re planning an event, ask yourself not only how you will meet the client\u2019s expectations, but how you will exceed them, as well.\nThe post Creating Experiences in Event Planning appeared first on SEE Business travel & meetings magazine.", "date_published": "2019-08-08T09:45:00+02:00", "date_modified": "2019-08-08T09:45:00+02:00", "author": { "name": "Milica Novak", "url": "https://www.seebtm.com/en/author/milicanovak/", "avatar": "https://www.seebtm.com/wp-content/uploads/Milica-Novak.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/naslovna-111.jpg", "tags": [ "creating experience", "event manager", "event organization", "EVENT ORGANIZATION", "Hot topics", "MUST READ" ] }, { "id": "https://www.seebtm.com/en/what-every-event-planner-needs-to-know-about-the-vip-protocol/", "url": "https://www.seebtm.com/en/what-every-event-planner-needs-to-know-about-the-vip-protocol/", "title": "What Every Event Planner Needs to Know About the VIP Protocol?", "content_html": "It\u2019s different when your event is to be attended by high officials, ambassadors, or company top management. That is why there are protocols to be put in place.
\nProtocols are actually standards, customs, and rules laid down in writing that are common at certain types of events and that everyone who is directly involved in the event planning must abide by. When it comes to events that are attended by officials, the event manager is responsible for explaining why things are done a certain way to all internal and external collaborators. In other words, if your event is to be attended by a VIP individual, the protocol must be adhered to from start to finish. What speakers go first, who sits where, who enters when, who should greet who…? Managing this kind of events is not at all easy, especially if it\u2019s not something you do every day.
\nIn any case, it would be good to prepare for this type of event on time. Ministers, representatives of ministries, mayors, general managers, or perhaps even members
\nof royal families could one day be part of your event. And these special occasions require
\nthorough preparations. In this regard, if you adhere to and follow these protocol steps in planning these particular events, everything will be fine.
![\"\"](\"https://www.seebtm.com/wp-content/uploads/naslovna-10.jpg\")
Rule #1 \u2013As an event manager, you should know that it\u2019s not your job to welcome VIP guests. This part has to be done by another VIP individual who is on the team you are working for \u2013 depending on the kind of the event, this could be the company\u2019s general manager or the highest official who is going to attend the event.
\nFor example: you\u2019re planning an important celebration to mark the launch of a factory, and one of the guests is the Minister of Economy. He should be welcomed and greeted by the General Manager of the factory.
\nYour job is to know the protocol and its rules, and this way help your client or the people you work to navigate the event.
\nIt would be good \u2013 once you learn who the VIP is \u2013 to inquire about where the individual comes from, whether there are any special customs there, if the individuals has any religious beliefs, whether there are any special diet requirements, how long will the individual stay, and what language the individual speaks and accordingly secure an interpreter, etc. The more information you have available, the less room for error. Finally, you would not want the people you work with, whom you are supposed to introduce to the protocol, to be poorly or insufficiently informed.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-Asian-Chinese-hotel-executive-69085312.jpg\")
Rule #3 \u2013One of the most important things you need to know about the protocol is the seating. If your VIP is also one of the speakers or scheduled to take part in a round table discussion, you need to know where the person is supposed to be seated.
\nFor example: if you need to sit at the table, the VIP\u2019s place of honor is the first seat to the right of the person presiding the event \u2013 the host. The VIP guest subsequent in line by importance should be seated on the left side of the host, and so on. If the individual is only a member of the audience, your job is to clearly mark the person\u2019s seat in the first row (usually with the full name printed on a piece of paper). Also, if it\u2019s possible, you should avoid seating two men or two women next to each other. If the event is a meeting or a conference, the seating is determined by the program and the layout of tables. In most cases, the seating will be British seating \u2013 when the host sits at the head \u2013 or French
\nseating, when the host sits at the central part of the longest side of the table. Other guests are seated according to the protocol, which we explained in the paragraph above.
Just as there are rules for the seating, there are rules for speaking, too. You need to know who should speak first, and who should follow. In most cases, the common practice is for the conference/event to be launched by the host, who then introduces the VIP guest, and then follow all the other individuals in attendance in the order of importance. The reason for this rule is the following: high officials and VIPs tend to have overbooked daily schedules and do not have much time on their hands. It often happens that \u2013 after they finish their speech \u2013 VIP guests kindly thank everyone for attending and excuse themselves.
\nActivities of senior government officials and state representatives are managed by Event Protocol departments. This means that when a VIP individual is attending your event,
\nyou should expect call from some of the protocol advisors who are tasked with going through all the details of the event with you. Be prepared and try to provide as many details and significant information when you answer. In addition, this is always a good opportunity to learn something new, because these people deal with planning these types of events only!
![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-Personal-Concierge-141511469.jpg\")
Rule #6 \u2013If you thought that this was the photographer\u2019s job, you were wrong \u2013 it is not! The photographer only takes pictures, and you have to find a spot for each of the guests. This can be challenging because you need to come up with a good placement in the little time
\nyou have. Bear in mind the following: How many people need to be photographed, who is tall and who is short, what is the background in front of which people are to be photographed, is someone there with a partner, and so on. Not so simple, is it?
All this cannot be done well without good communication and respect between all team members. Teamwork in the event management business is crucial, especially when it comes to events that are not planned every day. All of us who are in this business should strive to learn to become as good a team member as possible, and this can be done only by adopting new knowledge. In this sense, if you know protocols and develop your internal and external communications abilities, can come to be quite a valuable link in the planning chain. Also, this can easily make you stand out from the competition because in the eyes of your client you become recognized for being professional and knowledgeable, which is the most important parameter in any job.
\n\n
The post What Every Event Planner Needs to Know About the VIP Protocol? appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "Planning VIP events isn\u2019t something we encounter every day. These events are special, and the rules that apply are special and new. In particular if the VIP individual is from another country, with entirely different customs or standards we\u2019re not familiar with.\nIt\u2019s different when your event is to be attended by high officials, ambassadors, or company top management. That is why there are protocols to be put in place.\nProtocols are actually standards, customs, and rules laid down in writing that are common at certain types of events and that everyone who is directly involved in the event planning must abide by. When it comes to events that are attended by officials, the event manager is responsible for explaining why things are done a certain way to all internal and external collaborators. In other words, if your event is to be attended by a VIP individual, the protocol must be adhered to from start to finish. What speakers go first, who sits where, who enters when, who should greet who…? Managing this kind of events is not at all easy, especially if it\u2019s not something you do every day.\nIn any case, it would be good to prepare for this type of event on time. Ministers, representatives of ministries, mayors, general managers, or perhaps even members\nof royal families could one day be part of your event. And these special occasions require\nthorough preparations. In this regard, if you adhere to and follow these protocol steps in planning these particular events, everything will be fine.\nRule #1 \u2013\n VIP guests should be welcomed in certain ways\nAs an event manager, you should know that it\u2019s not your job to welcome VIP guests. This part has to be done by another VIP individual who is on the team you are working for \u2013 depending on the kind of the event, this could be the company\u2019s general manager or the highest official who is going to attend the event.\nFor example: you\u2019re planning an important celebration to mark the launch of a factory, and one of the guests is the Minister of Economy. He should be welcomed and greeted by the General Manager of the factory.\nYour job is to know the protocol and its rules, and this way help your client or the people you work to navigate the event.\nRule #2 \u2013\n If the VIP individual is from another country…\nIt would be good \u2013 once you learn who the VIP is \u2013 to inquire about where the individual comes from, whether there are any special customs there, if the individuals has any religious beliefs, whether there are any special diet requirements, how long will the individual stay, and what language the individual speaks and accordingly secure an interpreter, etc. The more information you have available, the less room for error. Finally, you would not want the people you work with, whom you are supposed to introduce to the protocol, to be poorly or insufficiently informed.\nRule #3 \u2013\n Where will the VIP sit?\nOne of the most important things you need to know about the protocol is the seating. If your VIP is also one of the speakers or scheduled to take part in a round table discussion, you need to know where the person is supposed to be seated.\nFor example: if you need to sit at the table, the VIP\u2019s place of honor is the first seat to the right of the person presiding the event \u2013 the host. The VIP guest subsequent in line by importance should be seated on the left side of the host, and so on. If the individual is only a member of the audience, your job is to clearly mark the person\u2019s seat in the first row (usually with the full name printed on a piece of paper). Also, if it\u2019s possible, you should avoid seating two men or two women next to each other. If the event is a meeting or a conference, the seating is determined by the program and the layout of tables. In most cases, the seating will be British seating \u2013 when the host sits at the head \u2013 or French\nseating, when the host sits at the central part of the longest side of the table. Other guests are seated according to the protocol, which we explained in the paragraph above.\nRule #4 \u2013\n Start of the event and the VIP guest\nJust as there are rules for the seating, there are rules for speaking, too. You need to know who should speak first, and who should follow. In most cases, the common practice is for the conference/event to be launched by the host, who then introduces the VIP guest, and then follow all the other individuals in attendance in the order of importance. The reason for this rule is the following: high officials and VIPs tend to have overbooked daily schedules and do not have much time on their hands. It often happens that \u2013 after they finish their speech \u2013 VIP guests kindly thank everyone for attending and excuse themselves.\nRule #5 \u2013\nThe art of communicating with the staff of other Event Protocol departments\nActivities of senior government officials and state representatives are managed by Event Protocol departments. This means that when a VIP individual is attending your event,\nyou should expect call from some of the protocol advisors who are tasked with going through all the details of the event with you. Be prepared and try to provide as many details and significant information when you answer. In addition, this is always a good opportunity to learn something new, because these people deal with planning these types of events only!\nRule #6 \u2013\n Who should be standing where in photos?\nIf you thought that this was the photographer\u2019s job, you were wrong \u2013 it is not! The photographer only takes pictures, and you have to find a spot for each of the guests. This can be challenging because you need to come up with a good placement in the little time\nyou have. Bear in mind the following: How many people need to be photographed, who is tall and who is short, what is the background in front of which people are to be photographed, is someone there with a partner, and so on. Not so simple, is it?\nAll this cannot be done well without good communication and respect between all team members. Teamwork in the event management business is crucial, especially when it comes to events that are not planned every day. All of us who are in this business should strive to learn to become as good a team member as possible, and this can be done only by adopting new knowledge. In this sense, if you know protocols and develop your internal and external communications abilities, can come to be quite a valuable link in the planning chain. Also, this can easily make you stand out from the competition because in the eyes of your client you become recognized for being professional and knowledgeable, which is the most important parameter in any job.\n \nThe post What Every Event Planner Needs to Know About the VIP Protocol? appeared first on SEE Business travel & meetings magazine.", "date_published": "2017-06-19T13:03:17+02:00", "date_modified": "2017-12-13T12:30:37+01:00", "author": { "name": "Milica Novak", "url": "https://www.seebtm.com/en/author/milicanovak/", "avatar": "https://www.seebtm.com/wp-content/uploads/Milica-Novak.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/naslovna-2-1.jpg", "tags": [ "event manager", "event planner", "protocol", "VIP person", "VIP Protocol", "Hot topics", "NEWS" ] }, { "id": "https://www.seebtm.com/en/the-importance-and-the-role-of-communication-in-the-organization-of-events/", "url": "https://www.seebtm.com/en/the-importance-and-the-role-of-communication-in-the-organization-of-events/", "title": "The Importance and the Role of Communication in the Organization of Events", "content_html": "![\"Dragana](\"https://www.seebtm.com/wp-content/uploads/ZDD2.jpg\" "\\"Dragana")
Such an activity, event \u2013 should gather and ensure a participation of specific target group or to mark a specificity of the moment that should be remembered, or to point to perhaps brand newly emerged, important for the future, people, ideas, themes… And each participation shall be based on the specific characteristic of the human species, which is communication.
\nFrom the very idea of an event, to the concrete realization, there is a whole chain of steps, for many people entirely invisible, but without which no event will achieve its set objective.
\nWhether one is planning an organization of a symposium, congress, conference, concert, trade show, seminar, festival (and many other types of events), the implementation of the process shall involve the entire team, the synchronicity and quality of cooperation of which is the cornerstone of the success of the event. In most cases, events organizing represents a need for professionals from various business spheres, for which the only crossing point is the achievement of a specified goal. The success depends on the manner of use of widely available and necessary tool \u2013 communication.
Taking into account the variety of personal and professional profiles of all those involved in organizing the event, we often forget the need for a person who, in addition to coordinating the event, will coordinate the process of communication as well. This refers to a person who will be, let\u2019s call it \u2013 Communication Manager, whose task is very demanding and involves supervisory skill, and even mediating ones, but primarily the skills of assertive communication. Without this team member, who has a quite positive continuous role of a \u201cleader from the shadow\u201d, the operation of the team in event organizing can be of a significantly reduced quality. Communication Manager can be the event manager or the one with a completely separate role.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-165990815.jpg\")
But each event manager must possess the communication skills. Clear, open and direct communication is the rule of exactly every good relationship, and thus of the operations as well. Furthermore, the arrangement of the roles that is based on competencies, but also on ambition and attitude of the team member to, in each segment, give his / her (possible) maximum, is also the subject of communication. The foregoing is not referring to an interview and signed contract, but to communication as a process throughout the whole duration of the organization, from the beginning until the official end of the event.
The distribution of roles implies also a hierarchy of power, principles and ability (obligation) of decision making, and it is well know that the power is closely associated with the responsibility, i.e. each of those two components cannot exist without the other one. We have no power over all we would wanted, and automatically we have no responsibility over any segment over which we have no power to influence and action. In line with the foregoing, the responsibility for elements of the process shall be wisely accepted and delegated to members of the management team and the business team in general. Depending on the type of the event, the organization of the management turns into a network of interpersonal reactions, with individual and/or team tasks, with an obligation of a continuous communication.
\nWhether the organization of an event takes one day, or a lot more days or months, it is necessary to divide the process into concrete steps, in which each start and end of each of subsequent stage (days) will be started / finished with a joint meeting and a \u2018report\u2019 on (not) performed actions, new occurrences, difficulties, obstacles or circumstances. Accepting the possibility of change, even the one at the last moment, adapting to those, to be put simply \u2013 the flexibility and adaptability of each individual in the team and the entire team, shall be the foundation of a good organization. The coordination of the administration of exactly such circumstances necessarily requires a coordination of one person who will deal exclusively, as already mentioned \u2013 with the management of communication, interaction in the team.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-Let-Us-Talk-On-Sticky-Note-23749739.jpg\")
This procedure can be called a kind of team supervision (where there is a superior) or inter-vision meetings (when there are verbally outlined all the elements of a next step and, if necessary, re-delegated tasks). Notwithstanding that this approach represents a foundation of good organization and reduces the possibility of the process to turn into undesirable direction, there is achieved one still very important element, and that is \u2013 the release of all members of the team of (unnecessary) tension that accompanies many professions, especially in the field of events organization. Events are followed by a specific phenomenon, which is a closely focused objective to provide satisfaction to a larger number of (often of different types) persons, although they usually belong to a same targeted group.
The pressure caused by such a circumstance is well known to everyone involved in organizing
\nthe event and they know it very well how important it is to start a \u201cworking day\u201d in a harmony with the rest of the team, and come to its end in the same atmosphere. \u201cMalignant\u201d are called the situations in which a real alliances of individuals with negative attitude towards other associations of the same team. It is also prevented by a mutual daily communication, i.e. therefore described methods of a communication manager.
Understatement, ignoring, \u201cincompetence\u201d or a lack of desire for active listening, lack of collaboration ability, ambiguity, so-called \u201cdouble messages\u201d (the messages of the opposite / different meaning at the level of verbal and nonverbal communication), individual but unspoken decision to change the plan(s) and operation, are only small parts of what we call unhealthy communication.
\nIt is undeniable that the event managers should have knowledge, professional skills and ability to communicate. What is often forgotten is that all of this need to be used, not only at the level of a good will, but at the level of human and professional obligation.
\nDragana Deh, MSc psychologist,
\nsystem psychotherapist, life coach
\nwww.psihooaza.com
The post The Importance and the Role of Communication in the Organization of Events appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "Dragana Deh, Msc psychologist, system psychotherapist, life coach\nEach of us has been found in a situation to attend or be of a significant role at an event. Thinking of the word \u201eevent\u201c, there occurs a thought of an important, special, officially (to a lesser or greater extent) accepted, personal and / or public activity.\nSuch an activity, event \u2013 should gather and ensure a participation of specific target group or to mark a specificity of the moment that should be remembered, or to point to perhaps brand newly emerged, important for the future, people, ideas, themes… And each participation shall be based on the specific characteristic of the human species, which is communication.\nFrom the very idea of an event, to the concrete realization, there is a whole chain of steps, for many people entirely invisible, but without which no event will achieve its set objective.\nWhether one is planning an organization of a symposium, congress, conference, concert, trade show, seminar, festival (and many other types of events), the implementation of the process shall involve the entire team, the synchronicity and quality of cooperation of which is the cornerstone of the success of the event. In most cases, events organizing represents a need for professionals from various business spheres, for which the only crossing point is the achievement of a specified goal. The success depends on the manner of use of widely available and necessary tool \u2013 communication.\nTaking into account the variety of personal and professional profiles of all those involved in organizing the event, we often forget the need for a person who, in addition to coordinating the event, will coordinate the process of communication as well. This refers to a person who will be, let\u2019s call it \u2013 Communication Manager, whose task is very demanding and involves supervisory skill, and even mediating ones, but primarily the skills of assertive communication. Without this team member, who has a quite positive continuous role of a \u201cleader from the shadow\u201d, the operation of the team in event organizing can be of a significantly reduced quality. Communication Manager can be the event manager or the one with a completely separate role.\nBut each event manager must possess the communication skills. Clear, open and direct communication is the rule of exactly every good relationship, and thus of the operations as well. Furthermore, the arrangement of the roles that is based on competencies, but also on ambition and attitude of the team member to, in each segment, give his / her (possible) maximum, is also the subject of communication. The foregoing is not referring to an interview and signed contract, but to communication as a process throughout the whole duration of the organization, from the beginning until the official end of the event.\nThe distribution of roles implies also a hierarchy of power, principles and ability (obligation) of decision making, and it is well know that the power is closely associated with the responsibility, i.e. each of those two components cannot exist without the other one. We have no power over all we would wanted, and automatically we have no responsibility over any segment over which we have no power to influence and action. In line with the foregoing, the responsibility for elements of the process shall be wisely accepted and delegated to members of the management team and the business team in general. Depending on the type of the event, the organization of the management turns into a network of interpersonal reactions, with individual and/or team tasks, with an obligation of a continuous communication.\nWhether the organization of an event takes one day, or a lot more days or months, it is necessary to divide the process into concrete steps, in which each start and end of each of subsequent stage (days) will be started / finished with a joint meeting and a \u2018report\u2019 on (not) performed actions, new occurrences, difficulties, obstacles or circumstances. Accepting the possibility of change, even the one at the last moment, adapting to those, to be put simply \u2013 the flexibility and adaptability of each individual in the team and the entire team, shall be the foundation of a good organization. The coordination of the administration of exactly such circumstances necessarily requires a coordination of one person who will deal exclusively, as already mentioned \u2013 with the management of communication, interaction in the team.\nThis procedure can be called a kind of team supervision (where there is a superior) or inter-vision meetings (when there are verbally outlined all the elements of a next step and, if necessary, re-delegated tasks). Notwithstanding that this approach represents a foundation of good organization and reduces the possibility of the process to turn into undesirable direction, there is achieved one still very important element, and that is \u2013 the release of all members of the team of (unnecessary) tension that accompanies many professions, especially in the field of events organization. Events are followed by a specific phenomenon, which is a closely focused objective to provide satisfaction to a larger number of (often of different types) persons, although they usually belong to a same targeted group.\nThe pressure caused by such a circumstance is well known to everyone involved in organizing\nthe event and they know it very well how important it is to start a \u201cworking day\u201d in a harmony with the rest of the team, and come to its end in the same atmosphere. \u201cMalignant\u201d are called the situations in which a real alliances of individuals with negative attitude towards other associations of the same team. It is also prevented by a mutual daily communication, i.e. therefore described methods of a communication manager.\nUnderstatement, ignoring, \u201cincompetence\u201d or a lack of desire for active listening, lack of collaboration ability, ambiguity, so-called \u201cdouble messages\u201d (the messages of the opposite / different meaning at the level of verbal and nonverbal communication), individual but unspoken decision to change the plan(s) and operation, are only small parts of what we call unhealthy communication.\nIt is undeniable that the event managers should have knowledge, professional skills and ability to communicate. What is often forgotten is that all of this need to be used, not only at the level of a good will, but at the level of human and professional obligation.\nDragana Deh, MSc psychologist,\nsystem psychotherapist, life coach\nwww.psihooaza.com\nThe post The Importance and the Role of Communication in the Organization of Events appeared first on SEE Business travel & meetings magazine.", "date_published": "2017-06-16T15:49:44+02:00", "date_modified": "2017-06-16T15:49:44+02:00", "author": { "name": "Milica Novak", "url": "https://www.seebtm.com/en/author/milicanovak/", "avatar": "https://www.seebtm.com/wp-content/uploads/Milica-Novak.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/naslovna-9.jpg", "tags": [ "event", "event manager", "event organization", "importance of communication", "Interviews" ] }, { "id": "https://www.seebtm.com/en/how-to-be-a-successful-event-planner/", "url": "https://www.seebtm.com/en/how-to-be-a-successful-event-planner/", "title": "How to Be a Successful Event Planner?", "content_html": "How to avoid common mistakes? And if those occur, how to solve them? What advice to give to young colleagues? We asked these questions the experienced regional event professionals from companies, hotels and agencies.
\nIf you are wondering what features you need to be successful in the business of event organizing, most importantly, for a start, is that you are kind and patient. Sociability, understanding of needs, attentiveness and a skill of establishing good relations with people
\nare, in general, important in all aspects of event management. Participants in the survey emphasize the passion, enthusiasm and energy in this business. Without these qualities, it can happen that you quickly \u201cburn out\u201d. Almost equally important is that you are reliable, consistent and self-confident, confident in your abilities and your performance, which will further help you to be able to make decisions quickly, which is one of the skills that the participants in this survey indicated as a priority.
![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-where-when-who-what-why-h-66887335.jpg\")
If you work in a company and you are responsible for the event organization, it is necessary to handle all the information related to the event, to know its goal, to understand it \u2013 so as to make sure of what you are doing and requiring further in the chain of the organization processes. Also, if you work in a hotel or some other venue, it is necessary to know the premises themselves as \u201cyour pocket\u201d, their surface, capacities, possibilities of adaptation and the like. The more detailed, the better.
The next issue of importance is that you are flexible to the requirements and adaptive to the current or newly emerging situations, which further has to do with empathy and needs understanding, but also patience, as mentioned at the beginning. In order to be engaged in this work, you certainly need to be creative as well, which you will often need for the purpose of creating something unique, or perhaps for solving some problems, or to offset the budget deficit. Precision, accuracy, being organized and skilled are some of the qualities without which you will not stay long in the business of event planners.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/istrazivanje-2.jpg\")
As for the skills, the highest position belongs to the communication skill, listening to speakers and accurate transmission of information. The next important one is the resourcefulness, as well as the ability to set and then achieve the goals. Without organizational skills, those would be difficult to achieve. Negotiating skills are also important in this business, as well as the ability to take all parts of the business as a whole, or, in sport terms, it is necessary to have a good overview of the game, but also to be a team player.
When planning the event, which usually lasts longer than its realization, the event professionals who participated the survey believe that the most important is to well
\ndesign and set up a goal, and, accordingly, create the content, make a strategy and plan, as well as well choose the associates, then clearly define the offers, service and conditions. Timely agree on and confirm the venue as well as the list of participants, and always have a plan B. A detailed plan and the overview of all activities with precisely defined deadlines for each phase of planning the event, but, at the same time, one should take into account not to miss to keep the track of the general picture.
![\"\"](\"https://www.seebtm.com/wp-content/uploads/istrazivanje-5.jpg\")
The most common errors of the event plannersAs stated by the event professionals who participated in this survey, the most common mistakes result from a poor communication, failure to envisage a risk, insufficient
\nelaboration of the event or necessary details and timely manner. Therefore, the most common mistakes are the following:
\u00b7 Lack of understanding with the client \u2013 the client thinks of and considers included some of the services or conditions, while the planner does not check those or is not sufficiently clear during the bidding (verbal and/or written)
\n\u00b7 Failure to envisage a crisis situation or risk
\n\u00b7 An unknown number of people attending the event
\n\u00b7 Lack of knowledge about the target groups
\n\u00b7 Inattention to details
\n\u00b7 The information not being forwarded in due time
\n\u00b7 Do things at the last minute
\n\u00b7 Managing the activities orally, without a plan
Unforeseen situations in practice, even with the detailed planning, yet occur from time to time. In such a case, resourcefulness, calmness and flexibility comes into play, and we convey to you a couple of examples from personal experience of event professionals from a hotel.
\nVesna Vlatkovic, Marketing & PR Manager, A Hoteli
\nI was a guest speaker at a meeting where the technique \u201cfailed\u201d, and, instead of a planned PP presentation, I said to the listeners: \u201cAs I know that, when communicating with the customers, you have nothing but yourself, I will turn off the computer now and show you that I can convince you with only the words\u201d. It was one of my best speeches because my adrenalin phase \u201cforced\u201d me to give my best.
\nBojana Kuzmanovic, Manager of the Sector for Congresses and Meetings, MK Resort
\nProblems are solved by a quick reaction and finding an alternative solution. For example, when a video screen in a hall broke, guests were invited to a cocktail while the other hall was set up, in order to continue the smooth running of the program.
\nRanka Gismondi, Event Manager, Milenij Hotels
\nIn the midst of a great outdoor event, it unexpectedly began to downpour and a heavy rain; with a very professional and capable team of colleagues who were involved in the event, I quickly reacted, and the event was moved into the interior, and, within 10 minutes, I agreed an alternative (plan B) with the performers in order to get the whole thing done the best possible in almost the worst possible circumstances at the moment.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-174172933.jpg\")
Tips for young colleaguesIt is said, for a reason, that a good advice is gold worth. Experienced event professionals who participated in this study were kind enough to share with us the tips they have for young colleagues. We bring you some of those.
\n\u00b7 Patience ![\"\u263a\"](\"https://s.w.org/images/core/emoji/12.0.0-1/72x72/263a.png\")
\n\u00b7 Continuously improve your listening skill. Not just to find out what the client is saying, but what he wants as well.
\n\u00b7 There is no second chance.
\n\u00b7 It can never happen to have them ALL satisfied.
\n\u00b7 Patience and knowing that people are different.
\n\u00b7 Take great care of details and make sure that a lot of things are not meant to be accompanying the event.
\n\u00b7 It is important that, in addition to a good event, one should know whom it is intended for; how to get to the target group, and in which manner to measure the effects of the event.
\n\u00b7 Make sure you are well informed before you start the project realization and be persistent with your strong attitudes, but certainly do not let your ego and inflexibility slow down your personal and professional development.
\n\u00b7 Consistency and fairness to people you work with will maybe be of use for you ever more than the budget you have.
\n\u00b7 This is a very stressful job (and to find out how to fight the stress, read the article How to Deal With Stress in the Event Planning Industry) and people often do not understand that, and take the business of an event manager as a kind of \u201centertainment\u201d. This is a job where you are satisfied only after the event on which all other have a good \u201cfun\u201d, as a result of your work.
\n\u00b7 Every mistake should be taken as a lesson learned. You should not let mistakes discourage you, but you should take those as a lesson to learn from.
The post How to Be a Successful Event Planner? appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "Every business is characterized by the key attributes and skills that one need to possess and improve in order to perform such a business successfully. This edition will be focused on our research of which attributes and skills make a successful event organizer.\nHow to avoid common mistakes? And if those occur, how to solve them? What advice to give to young colleagues? We asked these questions the experienced regional event professionals from companies, hotels and agencies.\nIf you are wondering what features you need to be successful in the business of event organizing, most importantly, for a start, is that you are kind and patient. Sociability, understanding of needs, attentiveness and a skill of establishing good relations with people\nare, in general, important in all aspects of event management. Participants in the survey emphasize the passion, enthusiasm and energy in this business. Without these qualities, it can happen that you quickly \u201cburn out\u201d. Almost equally important is that you are reliable, consistent and self-confident, confident in your abilities and your performance, which will further help you to be able to make decisions quickly, which is one of the skills that the participants in this survey indicated as a priority.\nIf you work in a company and you are responsible for the event organization, it is necessary to handle all the information related to the event, to know its goal, to understand it \u2013 so as to make sure of what you are doing and requiring further in the chain of the organization processes. Also, if you work in a hotel or some other venue, it is necessary to know the premises themselves as \u201cyour pocket\u201d, their surface, capacities, possibilities of adaptation and the like. The more detailed, the better.\nThe next issue of importance is that you are flexible to the requirements and adaptive to the current or newly emerging situations, which further has to do with empathy and needs understanding, but also patience, as mentioned at the beginning. In order to be engaged in this work, you certainly need to be creative as well, which you will often need for the purpose of creating something unique, or perhaps for solving some problems, or to offset the budget deficit. Precision, accuracy, being organized and skilled are some of the qualities without which you will not stay long in the business of event planners.\nAs for the skills, the highest position belongs to the communication skill, listening to speakers and accurate transmission of information. The next important one is the resourcefulness, as well as the ability to set and then achieve the goals. Without organizational skills, those would be difficult to achieve. Negotiating skills are also important in this business, as well as the ability to take all parts of the business as a whole, or, in sport terms, it is necessary to have a good overview of the game, but also to be a team player.\nWhen planning the event, which usually lasts longer than its realization, the event professionals who participated the survey believe that the most important is to well\ndesign and set up a goal, and, accordingly, create the content, make a strategy and plan, as well as well choose the associates, then clearly define the offers, service and conditions. Timely agree on and confirm the venue as well as the list of participants, and always have a plan B. A detailed plan and the overview of all activities with precisely defined deadlines for each phase of planning the event, but, at the same time, one should take into account not to miss to keep the track of the general picture.\nThe most common errors of the event planners\nAs stated by the event professionals who participated in this survey, the most common mistakes result from a poor communication, failure to envisage a risk, insufficient\nelaboration of the event or necessary details and timely manner. Therefore, the most common mistakes are the following:\n\u00b7 Lack of understanding with the client \u2013 the client thinks of and considers included some of the services or conditions, while the planner does not check those or is not sufficiently clear during the bidding (verbal and/or written)\n\u00b7 Failure to envisage a crisis situation or risk\n\u00b7 An unknown number of people attending the event\n\u00b7 Lack of knowledge about the target groups\n\u00b7 Inattention to details\n\u00b7 The information not being forwarded in due time\n\u00b7 Do things at the last minute\n\u00b7 Managing the activities orally, without a plan\nUnforeseen situations in practice, even with the detailed planning, yet occur from time to time. In such a case, resourcefulness, calmness and flexibility comes into play, and we convey to you a couple of examples from personal experience of event professionals from a hotel.\nVesna Vlatkovic, Marketing & PR Manager, A Hoteli\nI was a guest speaker at a meeting where the technique \u201cfailed\u201d, and, instead of a planned PP presentation, I said to the listeners: \u201cAs I know that, when communicating with the customers, you have nothing but yourself, I will turn off the computer now and show you that I can convince you with only the words\u201d. It was one of my best speeches because my adrenalin phase \u201cforced\u201d me to give my best.\nBojana Kuzmanovic, Manager of the Sector for Congresses and Meetings, MK Resort\nProblems are solved by a quick reaction and finding an alternative solution. For example, when a video screen in a hall broke, guests were invited to a cocktail while the other hall was set up, in order to continue the smooth running of the program.\nRanka Gismondi, Event Manager, Milenij Hotels\nIn the midst of a great outdoor event, it unexpectedly began to downpour and a heavy rain; with a very professional and capable team of colleagues who were involved in the event, I quickly reacted, and the event was moved into the interior, and, within 10 minutes, I agreed an alternative (plan B) with the performers in order to get the whole thing done the best possible in almost the worst possible circumstances at the moment.\nTips for young colleagues\nIt is said, for a reason, that a good advice is gold worth. Experienced event professionals who participated in this study were kind enough to share with us the tips they have for young colleagues. We bring you some of those.\n\u00b7 Patience \n\u00b7 Continuously improve your listening skill. Not just to find out what the client is saying, but what he wants as well.\n\u00b7 There is no second chance.\n\u00b7 It can never happen to have them ALL satisfied.\n\u00b7 Patience and knowing that people are different.\n\u00b7 Take great care of details and make sure that a lot of things are not meant to be accompanying the event.\n\u00b7 It is important that, in addition to a good event, one should know whom it is intended for; how to get to the target group, and in which manner to measure the effects of the event.\n\u00b7 Make sure you are well informed before you start the project realization and be persistent with your strong attitudes, but certainly do not let your ego and inflexibility slow down your personal and professional development.\n\u00b7 Consistency and fairness to people you work with will maybe be of use for you ever more than the budget you have.\n\u00b7 This is a very stressful job (and to find out how to fight the stress, read the article How to Deal With Stress in the Event Planning Industry) and people often do not understand that, and take the business of an event manager as a kind of \u201centertainment\u201d. This is a job where you are satisfied only after the event on which all other have a good \u201cfun\u201d, as a result of your work.\n\u00b7 Every mistake should be taken as a lesson learned. You should not let mistakes discourage you, but you should take those as a lesson to learn from.\nThe post How to Be a Successful Event Planner? appeared first on SEE Business travel & meetings magazine.", "date_published": "2017-06-15T11:56:03+02:00", "date_modified": "2017-06-16T15:57:17+02:00", "author": { "name": "Miona Milic", "url": "https://www.seebtm.com/en/author/miona/", "avatar": "https://www.seebtm.com/wp-content/uploads/IMG-20240224-WA0003-e1728981138373.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/naslovna-7.jpg", "tags": [ "CHARACTERISTICS AND SKILLS", "event", "event manager", "EVENT ORGANIZER", "event planner", "research", "RESEARCH", "Statistics" ] }, { "id": "https://www.seebtm.com/en/every-event-is-like-building-a-puzzle/", "url": "https://www.seebtm.com/en/every-event-is-like-building-a-puzzle/", "title": "Every Event is Like Building a Puzzle", "content_html": "![\"Svetlana](\"https://www.seebtm.com/wp-content/uploads/DSC_1021.jpg\" "\\"Svetlana")
What else does this line of work hold and entail? Our questions were answered by Svetlana
\nGavri\u0107, a proven professional in the fi eld and Event Manager at SEEmice.com.
I\u2019ve been with the seemice.com team for seven years now, so I can say that I have been in the MICE industry all these years. At the very start, my job was focused on communicating with corporate clients and presenting the website. However, soon those clients began to recognize us as a reliable service and aide in event planning, and I started my work as an event manager.
\nThe first step is the client\u2019s brief \u2013 which can mean either just a few information or detailed requests that, naturally, make the planning easier. At that point we start to build the puzzle . It\u2019s best to defi ne everything at the outset, go into the tiniest detail, cover all the an gles, and anticipate a few steps ahe ad that can go in one direction or another.
Once we outline the brief, we contact suppliers \u2013 hotels, venues, restaurants, transport companies, specialized agencies for team building, translation agencies, technical support, guides and hostesses, etc., which send us offers, responses, and options, letting us know what they can do. That\u2019s when our puzzle starts to take shape, and we start to fi ll in the gaps. Sometimes we lose a piece, replace it with another (a better or alternative one), and keep going until the event takes its final shape.
\nAlthough the planning is the most demanding part that requires the most eff ort, there is
\na lot of work until the very end to keep all our puzzle pieces locked together, each one in its place. By WE, I mean the client on one end and me and the entire team on the other. WE are all on the same side with a common goal \u2013 which is a successful event.
![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-Planner-Organizer-Date-Events-125273375.jpg\")
What are the things that make an event successful?Everything! Virtually every item \u2013 even the smallest one \u2013 can have an effect and call a seamlessly planned event into question. One basic rule stands out in my line of work: professional relationships with all stakeholders, all the people involved in an event. It is
\ncrucial to have fair relationships and mutual respect, and trust that everyone will do their part according to plan. Event managers are the link that connects it all and keep the situation under control, but they can\u2019t do anything on their own.
Unexpected situations are exactly that \u2013 unexpected, but if I think five steps ahead and consider every possible scenario, we can minimize potential issues, and that\u2019s the goal.
\nI can cite a situation that happened last year, when one of the vehicles with the attendees
\nwho were going to the event broke down. A reliable and professional supplier with a proven
\ntrack record, but it just happened that the vehicle broke down.
Some would say it\u2019s not a big deal, these things can happen. But those who found themselves in this particular situation were not so understanding. At one point we had calls coming in from all sides, ten texts per second, and a huge amount of questions and cross-questions. The pressure from the participants and the client then exceeds the issue itself
\nand takes priority, which you have to cope with, while at the same time solving the problem on the logistics side.
You solve the situation by sending a new vehicle, which of course takes some time. Not many minutes pass, but to you it seems like eternity, and the level of stress and number of calls are growing rapidly. To me this was an actual example and a lesson on overcoming
\nmy own stress, absorbing the client\u2019s stress, and calmly resolving the situation with a cool head as quickly as possible. However, I most certainly always invest great efforts to make sure to provide for every contingency.
![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-Food-Brunch-Cafe-Catering-Dini-124681856.jpg\")
What are your thoughts on the research that shows that the job of event manager is among the most stressful ones? How do you deal with stress?I absolutely agree! As I mentioned in the example above, you are caught in a double line of fire between the client and the suppliers. So we can multiply the level of stress by three. I often see stress as an integral part of work / life, and not as an excuse for everything that I can\u2019t do or make time for. If I accept stress as a challenge, I try to overcome it with a positive attitude from the very start.
\nSometimes it can be interesting to see how everything can be done with a little will and perseverance. Of course, knowing yourself and your limits is essential \u2013 how much I can stand, how much further I can push beyond my limits, and when the time to ask for help is. Of course, my instant first aid in these ordeals are candies and a smile, I take it from there.
One thing I am sure about is that in most cases it\u2019s the personality. You can learn the basics, but given what this job requires, you have to really love it and, as they say, be born for planning to go a step further than the average. As for personal traits, I would maybe point out a few such as being organized, resourceful, and quick to respond, as well as able to multitask, which is not really in male\u2019s nature . You have to be confident about yourself and the decisions that you often need to make on the spot at the event.
The dynamics! The madness that gets my juices flowing! And of course that feeling in the end when everyone is happy, my body is worn out, and I could still run a marathon.
\nThe post Every Event is Like Building a Puzzle appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "Svetlana Gavric, Event Manager at SEEmice.com\nIt\u2019s true that event planning is perceived as very appealing, interesting, and dynamic. Which it most certainly is. Always being around many people and communicating with them, creativity, innovation, and frequent travels are a given.\nWhat else does this line of work hold and entail? Our questions were answered by Svetlana\nGavri\u0107, a proven professional in the fi eld and Event Manager at SEEmice.com.\nHow long have you been an event manager?\nI\u2019ve been with the seemice.com team for seven years now, so I can say that I have been in the MICE industry all these years. At the very start, my job was focused on communicating with corporate clients and presenting the website. However, soon those clients began to recognize us as a reliable service and aide in event planning, and I started my work as an event manager.\nWhat do preparations for an event look like in general?\nThe first step is the client\u2019s brief \u2013 which can mean either just a few information or detailed requests that, naturally, make the planning easier. At that point we start to build the puzzle . It\u2019s best to defi ne everything at the outset, go into the tiniest detail, cover all the an gles, and anticipate a few steps ahe ad that can go in one direction or another.\nOnce we outline the brief, we contact suppliers \u2013 hotels, venues, restaurants, transport companies, specialized agencies for team building, translation agencies, technical support, guides and hostesses, etc., which send us offers, responses, and options, letting us know what they can do. That\u2019s when our puzzle starts to take shape, and we start to fi ll in the gaps. Sometimes we lose a piece, replace it with another (a better or alternative one), and keep going until the event takes its final shape.\nAlthough the planning is the most demanding part that requires the most eff ort, there is\na lot of work until the very end to keep all our puzzle pieces locked together, each one in its place. By WE, I mean the client on one end and me and the entire team on the other. WE are all on the same side with a common goal \u2013 which is a successful event.\nWhat are the things that make an event successful?\nEverything! Virtually every item \u2013 even the smallest one \u2013 can have an effect and call a seamlessly planned event into question. One basic rule stands out in my line of work: professional relationships with all stakeholders, all the people involved in an event. It is\ncrucial to have fair relationships and mutual respect, and trust that everyone will do their part according to plan. Event managers are the link that connects it all and keep the situation under control, but they can\u2019t do anything on their own.\nCan you give us an example of an unexpected situation at an event and explain how you resolved it?\nUnexpected situations are exactly that \u2013 unexpected, but if I think five steps ahead and consider every possible scenario, we can minimize potential issues, and that\u2019s the goal.\nI can cite a situation that happened last year, when one of the vehicles with the attendees\nwho were going to the event broke down. A reliable and professional supplier with a proven\ntrack record, but it just happened that the vehicle broke down.\nSome would say it\u2019s not a big deal, these things can happen. But those who found themselves in this particular situation were not so understanding. At one point we had calls coming in from all sides, ten texts per second, and a huge amount of questions and cross-questions. The pressure from the participants and the client then exceeds the issue itself\nand takes priority, which you have to cope with, while at the same time solving the problem on the logistics side.\nYou solve the situation by sending a new vehicle, which of course takes some time. Not many minutes pass, but to you it seems like eternity, and the level of stress and number of calls are growing rapidly. To me this was an actual example and a lesson on overcoming\nmy own stress, absorbing the client\u2019s stress, and calmly resolving the situation with a cool head as quickly as possible. However, I most certainly always invest great efforts to make sure to provide for every contingency.\nWhat are your thoughts on the research that shows that the job of event manager is among the most stressful ones? How do you deal with stress?\nI absolutely agree! As I mentioned in the example above, you are caught in a double line of fire between the client and the suppliers. So we can multiply the level of stress by three. I often see stress as an integral part of work / life, and not as an excuse for everything that I can\u2019t do or make time for. If I accept stress as a challenge, I try to overcome it with a positive attitude from the very start.\nSometimes it can be interesting to see how everything can be done with a little will and perseverance. Of course, knowing yourself and your limits is essential \u2013 how much I can stand, how much further I can push beyond my limits, and when the time to ask for help is. Of course, my instant first aid in these ordeals are candies and a smile, I take it from there.\nIn your opinion, how much are personal traits important in this job? Is this something that can be taught or it simply takes a certain type of personality?\nOne thing I am sure about is that in most cases it\u2019s the personality. You can learn the basics, but given what this job requires, you have to really love it and, as they say, be born for planning to go a step further than the average. As for personal traits, I would maybe point out a few such as being organized, resourceful, and quick to respond, as well as able to multitask, which is not really in male\u2019s nature . You have to be confident about yourself and the decisions that you often need to make on the spot at the event.\nWhat do you like most about your job?\nThe dynamics! The madness that gets my juices flowing! And of course that feeling in the end when everyone is happy, my body is worn out, and I could still run a marathon.\nThe post Every Event is Like Building a Puzzle appeared first on SEE Business travel & meetings magazine.", "date_published": "2017-06-15T09:46:15+02:00", "date_modified": "2017-06-15T12:02:13+02:00", "author": { "name": "Milica Novak", "url": "https://www.seebtm.com/en/author/milicanovak/", "avatar": "https://www.seebtm.com/wp-content/uploads/Milica-Novak.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/bigstock-155502401.jpg", "tags": [ "event", "event manager", "event organization", "Interviews" ] }, { "id": "https://www.seebtm.com/en/how-to-deal-with-stress-in-the-event-planning-industry/", "url": "https://www.seebtm.com/en/how-to-deal-with-stress-in-the-event-planning-industry/", "title": "How to Deal with Stress in the Event Planning Industry?", "content_html": "Careercast.com has developed a special rating method that points out to different specifics of certain job groups \u2013 whose common denominator is stress. Further each of these specifics is considered on its own: is the job physically demanding, does it require frequent travel, is there room for advancement, are there deadlines, does it involve the public, does it pose risks to the lives of the person doing it or other people, does it involve competition, and is it subject to any outside factors, for example those dictated by the environment.
\nYou\u2019ll agree that the result is not surprising \u2013 event management professionals come in fifth.
If you\u2019re involved in event management \u2013 either directly or indirectly \u2013 don\u2019t let the statistics scare you. Remember that despite all the effort, hard work, and planning, you can\u2019t have everything under control always.
\nBeing a professional in this business doesn\u2019t necessarily mean that you must predict every possible issue or complication every time something comes up at an event you planned. Being a professional means that you accept the fact that this isn\u2019t always possible. In our line of work, the first lesson is that which pertains to reducing stress. The quicker you accept it, the more time you\u2019ll have to react when the situation requires a quick response!
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/naslovna-6.jpg\")
Let\u2019s consider the following situation: the event is about to start, and someone spilled a drink over the middle area of the carpet in the conference room, right in front of the stage. This is something you most definitely did not plan for could have done anything about. At this point,for starters, the single most important thing is that you take a deep breath, normalize your heartbeat as much as possible, completely eliminate the stress that \u2013 without a doubt \u2013 must be overwhelming, and start resolving the issue before the attendees enter the room.
\nFor example, you could move a plant to the spot on the carpet. The more level headed you are, the more quickly the solution will emerge. Skills to understand can be helpful in this case and You can read about them in the article Develop a Skill to Understand Yourself and Others.
Lesson number two pertains to your smile. Never drop your smile in front of your client. The reasoning behind this is simple and backed by science \u2013 people who smile a lot experience evidently lower stress levels thanks to two happiness hormones: serotonin and endorphins.
\nScience has proven that even what we call a fake smile can sooths us and help
\nus relax when in stressful or tense situations. Not mention another very important benefit of smiling \u2013 it makes all your attendees (including your client) feel secure and safe, trusting
\nthat you have the situation under your control no matter what. Indeed, this is your job exactly.
It\u2019s interesting that in Western countries there are forms of smile therapy used in treating stress. It is crucial that you never ever lose your nerve. And you\u2019ll agree that this isn\u2019t always easy and simple. However, if we look at this from a different perspective, should this happen to you, you could be well on your way to ruining the entire event you worked so hard and diligent on. When a situation arises that indicates a catastrophe, always ask yourself this: \u201cWhat\u2019s the worst that could happen?\u201d The event is already underway, so you can\u2019t really stop it. Stay calm and quickly deal with your priorities. Separate the \u201eurgent\u201d from the \u201eimportant\u201d and get down to it.
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-Busy-Person-Attaching-Many-Sti-116082629.jpg\")
If your calmly and politely speaking to the person who should help or assist you in resolving the situation is futile, be even more polite and ask that person to call another coworker or a superior to continue your communication. Including new people in the conversation almost always leads to solutions. Next on our advice list is people management. If you want to be overcoming obstacles and unforeseen situations on your own \u2013 without any help or assistance from others \u2013 we must tell you that this just isn\u2019t possible. This job mandates teamwork regardless of you being the individual in charge of the event planning itself.
So if any segment goes wrong, or if the event is heading toward a direction that was not planned for, it is important to have people on your team whom you can rely on. In these situations, the people supporting you should be dealing with the participants \u2013 in line with
\nthe instructions they received from you \u2013 while you\u2019re troubleshooting the problem. Stress levels decrease very quickly when you know that there\u2019s someone close by who will assist you and keep everything in connection with the participants under control.
Finally, perhaps the most important advice of all mentioned to help you lower your stress level as much as possible \u2013 be self-critical. Acknowledge and embrace all your faults and virtues. Remember that you \u2013 if you are honest to yourself \u2013 are the only person who really knows if everything at an event you planned went well and if there were any omissions. And even if there were, don\u2019t deny them. Analyze each one and learn from them. What led to the situation that made you lose your nerve? Or be in a bad mood? Maybe you were under stress because you kept thinking about the possible unforeseen situations that never even came about?
\n![\"\"](\"https://www.seebtm.com/wp-content/uploads/bigstock-Businessman-yells-stressed-90335906.jpg\")
If you adopt this attitude and have an open mind, you won\u2019t repeat the same mistakes next time. Determine whether your behavior has a pattern in these situations. If the answer to this question is yes, change your approach.
Despite the fact from the beginning of this article stating that the event manager profession is one of the five most stressful jobs, there are countless methods that you can use to eliminate stress entirely or \u2013 if that\u2019s not possible \u2013 then at least reduce it to a reasonable level. Change the things you can change \u2013 one of them being the way you deal with stress. Try to always be prepared, take breaks whenever possible, set realistic expectations of what you are doing, and in turn this will help you lead a healthier life.
\nThe more attention you give to these things, the more you will realize that the stress you feel when planning events is lower, and each next step goes better than the last. We also believe that changing mind of perspective can be very helpful, and more on this subject read in article Yoga as a Way of Life. So breathe in fresh air, believe in yourself and your planning and organizational skills, work on them every day and modify them to different situations, and your mind and your event will be grateful in the end!
\nThe post How to Deal with Stress in the Event Planning Industry? appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "Did you know that the job of event manager / planner \u2013 according to numerous annual surveys related to stressful jobs \u2013 always ends up in the top ten? What\u2019s more, over the last five years it\u2019s been rapidly climbing these lists, and the latest surveys show that this line of work comes in fifth \u2013 right behind soldiers, generals, firefighters, and pilots.\nCareercast.com has developed a special rating method that points out to different specifics of certain job groups \u2013 whose common denominator is stress. Further each of these specifics is considered on its own: is the job physically demanding, does it require frequent travel, is there room for advancement, are there deadlines, does it involve the public, does it pose risks to the lives of the person doing it or other people, does it involve competition, and is it subject to any outside factors, for example those dictated by the environment.\nYou\u2019ll agree that the result is not surprising \u2013 event management professionals come in fifth.\nIf you\u2019re involved in event management \u2013 either directly or indirectly \u2013 don\u2019t let the statistics scare you. Remember that despite all the effort, hard work, and planning, you can\u2019t have everything under control always.\nBeing a professional in this business doesn\u2019t necessarily mean that you must predict every possible issue or complication every time something comes up at an event you planned. Being a professional means that you accept the fact that this isn\u2019t always possible. In our line of work, the first lesson is that which pertains to reducing stress. The quicker you accept it, the more time you\u2019ll have to react when the situation requires a quick response!\nLet\u2019s consider the following situation: the event is about to start, and someone spilled a drink over the middle area of the carpet in the conference room, right in front of the stage. This is something you most definitely did not plan for could have done anything about. At this point,for starters, the single most important thing is that you take a deep breath, normalize your heartbeat as much as possible, completely eliminate the stress that \u2013 without a doubt \u2013 must be overwhelming, and start resolving the issue before the attendees enter the room.\nFor example, you could move a plant to the spot on the carpet. The more level headed you are, the more quickly the solution will emerge. Skills to understand can be helpful in this case and You can read about them in the article Develop a Skill to Understand Yourself and Others.\nLesson number two pertains to your smile. Never drop your smile in front of your client. The reasoning behind this is simple and backed by science \u2013 people who smile a lot experience evidently lower stress levels thanks to two happiness hormones: serotonin and endorphins.\nScience has proven that even what we call a fake smile can sooths us and help\nus relax when in stressful or tense situations. Not mention another very important benefit of smiling \u2013 it makes all your attendees (including your client) feel secure and safe, trusting\nthat you have the situation under your control no matter what. Indeed, this is your job exactly.\nIt\u2019s interesting that in Western countries there are forms of smile therapy used in treating stress. It is crucial that you never ever lose your nerve. And you\u2019ll agree that this isn\u2019t always easy and simple. However, if we look at this from a different perspective, should this happen to you, you could be well on your way to ruining the entire event you worked so hard and diligent on. When a situation arises that indicates a catastrophe, always ask yourself this: \u201cWhat\u2019s the worst that could happen?\u201d The event is already underway, so you can\u2019t really stop it. Stay calm and quickly deal with your priorities. Separate the \u201eurgent\u201d from the \u201eimportant\u201d and get down to it.\nIf your calmly and politely speaking to the person who should help or assist you in resolving the situation is futile, be even more polite and ask that person to call another coworker or a superior to continue your communication. Including new people in the conversation almost always leads to solutions. Next on our advice list is people management. If you want to be overcoming obstacles and unforeseen situations on your own \u2013 without any help or assistance from others \u2013 we must tell you that this just isn\u2019t possible. This job mandates teamwork regardless of you being the individual in charge of the event planning itself.\nSo if any segment goes wrong, or if the event is heading toward a direction that was not planned for, it is important to have people on your team whom you can rely on. In these situations, the people supporting you should be dealing with the participants \u2013 in line with\nthe instructions they received from you \u2013 while you\u2019re troubleshooting the problem. Stress levels decrease very quickly when you know that there\u2019s someone close by who will assist you and keep everything in connection with the participants under control.\nFinally, perhaps the most important advice of all mentioned to help you lower your stress level as much as possible \u2013 be self-critical. Acknowledge and embrace all your faults and virtues. Remember that you \u2013 if you are honest to yourself \u2013 are the only person who really knows if everything at an event you planned went well and if there were any omissions. And even if there were, don\u2019t deny them. Analyze each one and learn from them. What led to the situation that made you lose your nerve? Or be in a bad mood? Maybe you were under stress because you kept thinking about the possible unforeseen situations that never even came about?\nIf you adopt this attitude and have an open mind, you won\u2019t repeat the same mistakes next time. Determine whether your behavior has a pattern in these situations. If the answer to this question is yes, change your approach.\nDespite the fact from the beginning of this article stating that the event manager profession is one of the five most stressful jobs, there are countless methods that you can use to eliminate stress entirely or \u2013 if that\u2019s not possible \u2013 then at least reduce it to a reasonable level. Change the things you can change \u2013 one of them being the way you deal with stress. Try to always be prepared, take breaks whenever possible, set realistic expectations of what you are doing, and in turn this will help you lead a healthier life.\nThe more attention you give to these things, the more you will realize that the stress you feel when planning events is lower, and each next step goes better than the last. We also believe that changing mind of perspective can be very helpful, and more on this subject read in article Yoga as a Way of Life. So breathe in fresh air, believe in yourself and your planning and organizational skills, work on them every day and modify them to different situations, and your mind and your event will be grateful in the end!\nThe post How to Deal with Stress in the Event Planning Industry? appeared first on SEE Business travel & meetings magazine.", "date_published": "2017-06-09T13:50:53+02:00", "date_modified": "2017-12-13T12:46:27+01:00", "author": { "name": "Milica Novak", "url": "https://www.seebtm.com/en/author/milicanovak/", "avatar": "https://www.seebtm.com/wp-content/uploads/Milica-Novak.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/bigstock-137787155.jpg", "tags": [ "event industry", "event manager", "event organisation", "stress", "tension", "Hot topics" ] }, { "id": "https://www.seebtm.com/en/must-have-characteristics-and-skills-of-an-event-manager/", "url": "https://www.seebtm.com/en/must-have-characteristics-and-skills-of-an-event-manager/", "title": "MUST-HAVE CHARACTERISTICS AND SKILLS OF AN EVENT MANAGER", "content_html": "![\"Must-have](\"https://www.seebtm.com/wp-content/uploads/must-have-charasteristics-and-skills-of-event-manager-300x199.jpg\" "\\"Must-have")
In this article, we would like to turn to the rudiments, what we consider a must-have in terms of characteristics and skills that hotel employees engaged in Event Management Division, Sales Department as well as the hotel staff should have or learn. The aim is to fulfill or even exceed the expectations of hotel guests or event attendees.
Personal characteristics
\nYou should be communicative, yet skilful enough to listen and to understand what your guests want you to hear. The most important moment in this industry are relationships with people. It is necessary that you communicate on the level which is full of respect for all, and to provide clear and precise answers.
\nYou must be able to stay calm when you are under pressure, the last thing that the guest wants to see is panic \u2013 there are no problems, only solutions. The swiftness of reaction is of a great significance, as well as the cleverness in solving of the problems which might occur. An extension cord is missing.
\nIt must be there as soon as possible, and the client does not care whose responsibility that is, who should be blamed and what the solution of the problem is.
\nKindness, temperance and pleasant face expression do not have to be considered as innate features, they can also be learned, but they must not be missing in contact with the guests.
\nSuccessful managers should be full of enthusiasm and should have passion for what they do, but that cannot be learned. Enthusiasm and passion bring creativity, and without them, no obstacle can be overcome and you cannot triumph when everything seems to be lost.
\n![\"Must-have](\"https://www.seebtm.com/wp-content/uploads/Working-Meeting-300x200.jpg\" "\\"Must-have")
Knowledge and professional skills
What majority of people consider as necessary professional feature is organization. It is necessary to coordinate and manage your own time, and if you are on the senior position, it includes coordination and management of your team. One should set the priorities and properly estimate the time necessary for realization of each activity.
\nAs the course of event can be changed within a minute, one should be ready for all planned and unplanned situations, to be flexible.
\nThe basic general knowledge gives stability and confidence necessary for a good conversation with the guest. There are various questions for which you should either know the answer or be able to avoid the topic which is not the one you are competent in. The answers such as \u201cI am doing my apprenticeship\u201d or \u201cI have just started to work here\u201d must not be the answers for the guests. Additional confidence is provided with good expertness in work and good knowledge of all details related to your job position.
\nFurther, being well informed, if we talk about the event taking place in the hotel, the number of people you expect, the organization of the conference room, the menu which will be served, the overall agenda, etc., that is something that each employee must be familiar with during the event.
\nIn this part, we should also mention competence and education in the field of tourism and event organization. For example, CMP (Certified Meeting Professional) is one of the globally recognized certificates for professionals in the field of event industry. Another widely recognized certificate is CSEP (Certified Special Events Professional) but it is more focused on specific events. Both certificates require three years of experience in industry.
\n![\"Must-have](\"https://www.seebtm.com/wp-content/uploads/must-have-charasteristics-and-skills-of-event-manager-1.jpg\" "\\"Must-have")
\nAnother must-have in hotels is speaking foreign languages, particularly if we talk about hotels within international chains. Also, as this is the era of internet technologies and online business, the basics of the IT literacy is not enough anymore.
\u00a0
\nProfessionalism
\nAlthough left for the end, professionalism is the most important must-have feature at work. We may have our personal problems, perhaps the weather makes us feel moody, or someone made us upset from the early morning, perhaps we have too much work to complete in a short period of time and tough deadlines, we may have a lot of pressure from our seniors, there might be some technical problems, or it is simply not our day\u2026 that is the moment when professional approach comes out, when everything stays aside and we are completely dedicated to our client.
\n\nThe post MUST-HAVE CHARACTERISTICS AND SKILLS OF AN EVENT MANAGER appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "In this article, we would like to turn to the rudiments, what we consider a must-have in terms of characteristics and skills that hotel employees engaged in Event Management Division, Sales Department as well as the hotel staff should have or learn. The aim is to fulfill or even exceed the expectations of hotel guests or event attendees.\nPersonal characteristics\nYou should be communicative, yet skilful enough to listen and to understand what your guests want you to hear. The most important moment in this industry are relationships with people. It is necessary that you communicate on the level which is full of respect for all, and to provide clear and precise answers.\nYou must be able to stay calm when you are under pressure, the last thing that the guest wants to see is panic \u2013 there are no problems, only solutions. The swiftness of reaction is of a great significance, as well as the cleverness in solving of the problems which might occur. An extension cord is missing.\nIt must be there as soon as possible, and the client does not care whose responsibility that is, who should be blamed and what the solution of the problem is.\nKindness, temperance and pleasant face expression do not have to be considered as innate features, they can also be learned, but they must not be missing in contact with the guests.\nSuccessful managers should be full of enthusiasm and should have passion for what they do, but that cannot be learned. Enthusiasm and passion bring creativity, and without them, no obstacle can be overcome and you cannot triumph when everything seems to be lost.\nKnowledge and professional skills \nWhat majority of people consider as necessary professional feature is organization. It is necessary to coordinate and manage your own time, and if you are on the senior position, it includes coordination and management of your team. One should set the priorities and properly estimate the time necessary for realization of each activity.\nAs the course of event can be changed within a minute, one should be ready for all planned and unplanned situations, to be flexible.\nThe basic general knowledge gives stability and confidence necessary for a good conversation with the guest. There are various questions for which you should either know the answer or be able to avoid the topic which is not the one you are competent in. The answers such as \u201cI am doing my apprenticeship\u201d or \u201cI have just started to work here\u201d must not be the answers for the guests. Additional confidence is provided with good expertness in work and good knowledge of all details related to your job position.\nFurther, being well informed, if we talk about the event taking place in the hotel, the number of people you expect, the organization of the conference room, the menu which will be served, the overall agenda, etc., that is something that each employee must be familiar with during the event.\nIn this part, we should also mention competence and education in the field of tourism and event organization. For example, CMP (Certified Meeting Professional) is one of the globally recognized certificates for professionals in the field of event industry. Another widely recognized certificate is CSEP (Certified Special Events Professional) but it is more focused on specific events. Both certificates require three years of experience in industry.\n\nAnother must-have in hotels is speaking foreign languages, particularly if we talk about hotels within international chains. Also, as this is the era of internet technologies and online business, the basics of the IT literacy is not enough anymore.\n\u00a0\nProfessionalism \nAlthough left for the end, professionalism is the most important must-have feature at work. We may have our personal problems, perhaps the weather makes us feel moody, or someone made us upset from the early morning, perhaps we have too much work to complete in a short period of time and tough deadlines, we may have a lot of pressure from our seniors, there might be some technical problems, or it is simply not our day\u2026 that is the moment when professional approach comes out, when everything stays aside and we are completely dedicated to our client.\nS.G.\nThe post MUST-HAVE CHARACTERISTICS AND SKILLS OF AN EVENT MANAGER appeared first on SEE Business travel & meetings magazine.", "date_published": "2014-06-25T16:18:03+02:00", "date_modified": "2015-03-26T16:48:56+01:00", "author": { "name": "Mirjana Novitovic", "url": "https://www.seebtm.com/en/author/officebs/", "avatar": "https://www.seebtm.com/wp-content/uploads/slika-.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/must-have-charasteristics-and-skills-of-event-manager.jpg", "tags": [ "CHARACTERISTICS AND SKILLS", "event manager", "must have", "Hot topics" ] } ] }