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Managing events-related administration

Eventing is known for involving a fair amount of paperwork – pre, during and post-event. To be honest, I detest paperwork with a passion, and for this reason, I make sure that I have a team who are brilliant at it. This frees me to get involved in the aspects of the process which really resonate with me. Pre-event paperwork usually involves...

Venue enquiry email template

Use the basic template below for your follow up email to the venue, once you have made telephonic contact. I always suggest phoning and speaking to someone first, as sometimes emails can get lost in the many others that the venue coordinators receive, and they know to look out for yours. If its urgent, stress the urgency both on the phone and the...

Venue booking checklist

Although I created this template to help my staff asking the right questions in client meetings for predominantly speaker events where product sales and the like take place – this can be adapted to any event. Sit down and work through every question you may need to ask a client the first time you meet them, to structure their event...

Basic business plan template

Putting together your first business plan shouldn’t be a totally over whelming and daunting experience.  Below is a fool proof guide to creating a basic, yet comprehensive business plan for any business. Business Plan OWNERS Business name:           Your Business Name Address:                      Address Line 1 Address Line 2 City,...

Basic event budget template

A basic budget template to get you started with your events. Remember to put the name of the event, the date and the venue at the top of your document. This can be done in an excel document, with a page for projected budget and one for actual budget. Event Name Event Venue Event Dates DESCRIPTION QTY COST TOTAL VENUE Boksburg Convention Centre 1...

Timesheet for client projects

Keeping track of your time spent on your different client’s projects is vital. Often you don’t realise how much time is allocated to one client per month, and you don’t want to be working like a maniac and undercharging for your time. Client Hour Capture Sheet Name:­_______________________________________________...

More cool gamification ideas

Crack The Code and Badgeville encourage attendees to visit as many exhibition stands and attend as many breakaway sessions as possible to gain points and claim prizes. However, if your goal is to increase interaction between attendees and exhibitors, there must also be incentives, or activities to ensure that people spend time at each station or...

Gamification ideas

Looking to spice up your events a smidge? Something different and encouraging delegate participation and involvement, getting people talking and your event trending on social media? Gamification basically takes the competitive nature and form of gaming and applies them to things outside the entertainment sphere. When it comes to the eventing,...

Events staff sourcing and training

Be particular about the staff you hire. They need to be motivated and enthusiastic, and not driven solely by the fact that they will be receiving money at the end of the day. They should get a kick out of the events industry, or from being able to help and interact with people. Some of our staff enjoy chatting to and assisting attendees, while...

Rates for your staff…and yourself

How do you know what to pay those who work for you – and not to mention yourself? A good rule of thumb is to check out what the greater industry pays. I pay my temporary staff quite well, as I train them to have event-specific skills. I train all my staff personally, to ensure that they are trustworthy, presentable and neat. I use the same staff...

The Gruffalo brought to life

Finding the right audiovisual partner is crucial to the success of any event. Julian Cohen shares how he made every child’s dream come true by bringing the Gruffalo to life. For Julian Cohen, owner of Avstage , challenges are viewed as opportunities. With over 25 years of audiovisual experience he excels at producing creative event solutions for...