Advice from an event manager for your EU institutional event

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10 golden rules from our expert in institutional events

If you’re considering organising an event, the following advice might be useful to you.

1 – Negotiate and communicate continuously with suppliers since the beginning.
It is time consuming but essential to the success of your project! Select the right suppliers for the right mission, nowadays you only want to work with experts. Your weakest supplier might be a real threat to the success of your project.

2 – Organise a site inspection at the venue.
This allows you to better visualise the event and its floor plan and establish the overall schedule.

3 – If hosting a series of events, try to host them in the same venue.
It will help you reducing your costs and investment. In addition, they might make you an interesting offer the following year.

4 – Look for any public event that could harm yours.
What’s going on the same day as your event? If your event takes place in the Brussels EU area, ensure there is no European Summit on this day.

5 – Optimise your costs.
If your dates are flexible, try to select calmer days. This will allow you to negotiate better deals with suppliers. In case it takes place during the peak season, make sure to book all suppliers a long time in advance. Sometimes investing in technology can also save a lot of money, as it contributes to increase your overall efficiency.

European event organisation - Translation services6 – Build your suppliers network.
A/V companies, catering, translation services, photographers, video crew, venues, goodies… Maintaining a trustful relationship with all your suppliers is crucial. You need suppliers that will go the extra mile for you, that think together on how to add value to your event. Everything moves so fast nowadays that your network of suppliers is a crucial element in order to set up a top-notch project.

7 – SPOC is his name.
A SPOC, Single Point Of Contact, will make your life much easier! If you want to outsource a bunch of tasks, make sure you can outsource them to one person who understands your needs and who will deal with any kind of issues.

8 – Manage administrative tasks on a daily basis.
Never neglect your administrative duties. A close follow-up of your in/out invoices and a rigorous monitoring of the financial stability of the event are especially relevant.

9 – Get prepared to organise travel & hotel arrangements.
Your guests, VIP’s and speakers might need support before and during their stay.

10 – Increase the reach of your event.
Live broadcast, webinar, presentation sharing… Engage your audience and allow guests to participate even if they are not able to join physically.

Working as a Project/Communications Manager at a European institution?

You probably know how difficult it is to deal with event management & event communications, as events are typically challenging peaks throughout the season. Your organisation doesn’t necessarily have the resources to hire one or several full-time employees to fill these gaps, you might be interested in the services of an event manager. Freelancer, short-term contract or task force, your challenge is to find the right person – without making any compromise on the quality of your event!

You need to plan working groups, press conferences, member state visits, internal meetings or VIP dinners but don’t know how to manage?

Of’’Cores provides worldwide event services for short to long term projects. Our experts in domains such as event management, event marketing and communications and event technology can assist your organisation on a specific or recurring event, with no obligation to collaborate on the long term. Let’s meet!

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