--- title: Bano News | Eventplanning description: Eventplanning | Bano blog with all he new information about live, online and hybrid event production across Europe. How to produce the best events with WOW! --- Posts about # Eventplanning ## [How to organize an exhibition](https://www.bano.nl/en/how-to-organize-an-exhibition) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 22-apr-2021 15:23:30 You are planning to organize an exhibition yourself. A huge step, because organizing a fair... [ Lees meer ](https://www.bano.nl/en/how-to-organize-an-exhibition) ## [The perfect checklist for organizing (online) events](https://www.bano.nl/en/checklist-for-organizing-events) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 22-apr-2021 14:19:27 Event organization is a real search for the [right location](https://www.bano.nl/en/perfect-event-location) for the event, the decoration of... [ Lees meer ](https://www.bano.nl/en/checklist-for-organizing-events) ## [How to organize a fair](https://www.bano.nl/en/how-to-organize-a-fair) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 20-apr-2021 17:46:54 In many places a fair or annual market is one of the highlights of the year. A tradition we... [ Lees meer ](https://www.bano.nl/en/how-to-organize-a-fair) ## [How to organize a road show](https://www.bano.nl/en/how-to-organize-road-show) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 20-apr-2021 17:36:42 A roadshow is the ultimate marketing tool to build a bond with your target group. You don’t... [ Lees meer ](https://www.bano.nl/en/how-to-organize-road-show) ## [What does the technical production for events look like?](https://www.bano.nl/en/hoe-ziet-technische-productie-evenementen-eruit) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 20-apr-2021 16:01:58 What does the technical production for events look like? It is a question that concerns every... [ Lees meer ](https://www.bano.nl/en/hoe-ziet-technische-productie-evenementen-eruit) ## [Determine the budget of your event](https://www.bano.nl/en/determine-budget-for-events) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 15-apr-2021 14:18:14 Estimating your event is not easy. How exactly does it work? For a realistic budget it is... [ Lees meer ](https://www.bano.nl/en/determine-budget-for-events) ## [How to organize a festival](https://www.bano.nl/en/how-to-organize-a-festival) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 15-apr-2021 11:24:32 Organize a festival yourself. A thought that many of us have before. But what is involved in... [ Lees meer ](https://www.bano.nl/en/how-to-organize-a-festival) ## [How to choose the perfect location for your event](https://www.bano.nl/en/perfect-event-location) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 13-apr-2021 15:22:19 How do you choose the right location for an event? It is a question that concerns every event... [ Lees meer ](https://www.bano.nl/en/perfect-event-location) ## [The perfect checklist for organizing events](https://www.bano.nl/en/checklist-organizing-events) Door [Erwin Balkema](https://www.bano.nl/en/author/admin) | 13-apr-2021 14:41:57 Event organization is a real search for the right location for the event, the decoration of... [ Lees meer ](https://www.bano.nl/en/checklist-organizing-events) ```json { "@context" : "https://schema.org", "@id" : "https://www.bano.nl/#organization", "@type" : [ "Organization", "LocalBusiness", "ProfessionalService" ], "address" : { "@type" : "PostalAddress", "addressCountry" : "NL", "addressLocality" : "Groningen", "addressRegion" : "Groningen", "postalCode" : "9723 TK", "streetAddress" : "Gotenburgweg 15" }, "alternateName" : [ "Bano", "Bano Event Technology" ], "areaServed" : [ { "@type" : "Place", "name" : "Groningen" }, { "@type" : "Place", "name" : "Drenthe" }, { "@type" : "Place", "name" : "Friesland" }, { "@type" : "Place", "name" : "Noord-Nederland" }, { "@type" : "Country", "name" : "Nederland" }, { "@type" : "Place", "name" : "Europa" } ], "audience" : [ { "@type" : "Audience", "audienceType" : "Bedrijven" }, { "@type" : "Audience", "audienceType" : "Overheden" }, { "@type" : "Audience", "audienceType" : "Onderwijsinstellingen" }, { "@type" : "Audience", "audienceType" : "Zorgorganisaties" }, { "@type" : "Audience", "audienceType" : "Congresorganisatoren" }, { "@type" : "Audience", "audienceType" : "Standhouders en exposanten" }, { "@type" : "Audience", "audienceType" : "Internationale eventteams" } ], "description" : "Bano is een AV en event technology partner uit Groningen voor zakelijke evenementen, congressen, beurzen, standbouw, studio-opnames, livestreams en vaste audiovisuele installaties in Noord-Nederland, Nederland en Europa.", "knowsAbout" : [ "AV verhuur", "Eventtechniek", "Audiovisuele techniek", "Congres AV", "Beurs AV", "Standbouw", "Sponsorstand AV", "Livestreaming", "Hybride events", "Opnamestudio", "Studio-opnames", "Audiovisuele installaties", "Vergaderruimte AV", "Narrowcasting", "Presentatietechniek", "Schermen verhuur", "Geluid verhuur", "Technische eventproductie", "Europese eventproductie", "Roadshows", "Productlanceringen" ], "logo" : { "@type" : "ImageObject", "url" : "https://www.bano.nl/hubfs/logo.png" }, "makesOffer" : [ { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "name" : "AV verhuur voor zakelijke evenementen" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "name" : "Congres AV en eventtechniek" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "name" : "Standbouw en sponsorstand AV" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "name" : "Opnamestudio, livestream en hybride events" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "name" : "Audiovisuele installaties voor vergaderruimtes, onderwijs, kantoren en publieksruimtes" } } ], "name" : "Bano B.V.", "sameAs" : [ "https://www.linkedin.com/company/banopro/", "https://www.instagram.com/bano_nl/", "https://www.facebook.com/BanoPro/" ], "url" : "https://www.bano.nl" } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "You are planning to organize an exhibition yourself. A huge step, because organizing a fair yourself requires a lot of time and energy. But how much time and energy? Is short, what exactly is involved in organizing an exhibition yourself? A question that we amply answer in this article. This is how you can read about the following points below. The preparation A few weeks before the start of the exhibition A week before the start of the exhibition During the exhibition After the exhibition The preparation Objectives + target group Such as when organizing every event, also applies to the organization of an exhibition that you start by setting clear, achievable targets. What is the reason for organizing the exhibition? What and who do you want to reach? Questions where you need clear answers during the start of the organization. Based on clear objectives and the target group you want to reach / address, then you can shape the rest of the organization. Organization team When organizing an exhibition you always work with the objectives in mind. There are leading for the entire organization and implementation of the project. In order to steer the project in the right direction, it is necessary to put together a perfect organization team. A team with different qualities is an absolute must. Ensure a clear and transparent division of tasks. Budget To determinate the budget for your exhibition is a continuous process. You start by making a rough estimate and then, when requesting the tenders, check whether the estimate is somewhat real. Don’t forget to also include costs for sponsors etc. The budget can always be adjusted over time. Read more about budget DDate and location Choose a date and a location for your exhibition. The most important thing when choosing a date is that you announce it well in advance. Invitees or people who are interested in visiting the exhibition can plan this in their agenda well in advance. Take any holidays into account when choosing a date. Choosing the right location for your exhibition in an important and at the same time difficult task. You have to take into account many factors. Always tune the location to your target group, your objectives, the size of the exhibition and what you want to convey with your exhibition. Make a list of possible locations and visit them all to eventually make a good, informed choice. Don’t forget to also take into account the more practical aspects such as sanitation, electricity supply, number of rooms, possibility for catering etc. Advertisement and marketing Promoting your event is a part that requires a lot of attention. After all you want your exhibition to be well attended and that you attract the audience to be actually be your target group. To realize this you need to think about a good advertising and marketing strategy. Social media has a major role in this. It is the ultimate place to generate fame for your exhibition. Think of platforms as Facebook, LinkedIn, Twitter and Instagram. In Addition, inquire about various media channels such as the local newspaper, websites etc. make sure that all websites around the event are up to date. For the promotion, also think of making brochures, flyers and posters. Give people the opportunity to register online! Organize a exhibition Are you planning to organize a fair yourself? Then you probably realize that there is a lot involved. Objectives, budgets, organization teams, exhibition stands and much more. Do you want to make sure you don't miss anything? Then make the right preparations and make a scenario. With this you prepare yourself perfectly for the fair. A few weeks before the start of the exhibition The weeks prior to the event are the weeks of the final check. Hold a meeting where all those involved in the event are present, both internal employees and suppliers. Check whether everything is well organized with regard to the date, location, staff, suppliers, accommodation, parking, catering etc. Check whether the agreements made so far have been fulfilled and make follow-up appointments for the coming weeks towards the event and the event itself. A week before the start of the exhibition Check the invitations / registrations Check the invitations and the reactions to them. Then make a list of everyone who has registered to get a clear overview of the visitors. Check the location To make sure that everything on site is in great order, you pay a last visit to the location one week before the start of the exhibition. Check whether the room is in perfect order, all the equipment is present and working and also check this for all other facilities. Go through everything with the team, so everyone knows exactly what is expected of them. Don’t forget to also go through the last points with the manager of the location so that everything is clear between you. Prepare a script and send it to everyone involved A good and detailed script is important to have a good organization and course of the event. Set it up a few weeks before the start of the exhibition. In a script you have to include the following points: a telephone list, information about the event and a checklist. A script needs to be detailed, but most of all clear! The script should be understandable for everyone and also easy to handle. Read more about script Telephone list Make sure that the script contains a telephone list with data from all parties (both internal employees as suppliers). State the name, address, phone number, email-address and job description of everyone here. Information about the event The script is actually a reference book of everything that happens on the day itself. WHO, WHAT and WHEN are the key words of the content of the script. Who carries out a certain task? What is the content of that task? When and where does this task take place? All of this is in the script. This way you will eventually get an overview, in chronological order of time, what happens in a day and who’s responsible for it. Continuously update the script so that it is always up to date. Checklist Make a checklist of all materials etc. necessary. Try not to overlook any detail in this. Make sure everything on the checklist is complete and present. This way you will not be faced with unexpected surprises. Final check Make sure that everyone involved is in possession of the script. Send this to everyone a week before the start of the exhibition. This way everyone can read through the script and indicate any missing things, so that they can be adjusted. Everyone has had the time to go through his or her tasks one last time to then shine at the moment supreme. During the exhibition The day itself has arrived. In the composition of the team, a person with ultimate responsibility had been appointed and someone on the day itself acts as a point of contact for visitors and suppliers. Both must ensure that they are accessible to everyone at all times and are prepared to make decisions. These people are crucial for keeping the event running. After the exhibition The period after the event is the time where evaluation takes place. Try to schedule this as soon as possible after the day of the event. Everything is still fresh in the memory. This will benefit the quality of the evaluation. Everything that went well and possible improvements can be taken to a next event. Send a thank you letter and a souvenir to all speakers, suppliers etc. Also place a press release on the used (social) media channels and make a report of the exhibition and send it to the parties involved. Resume As is clear from this article, there is a lot to look at when organizing an exhibition yourself. The most important thing is that your targets are always leading during the entire organization of the exhibition and the day itself. Always try to take this with you when making the choices. Nevertheless, you have to take into account all of the above factors to make the exhibition succeed. Don’t underestimate the entire organization and start on time!", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "22/04/2021", "datePublished" : "22/04/2021", "headline" : "How to organize an exhibition", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/zelf-beurs-organiseren.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/how-to-organize-an-exhibition", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "Event organization is a real search for the right location for the event, the decoration of the event and all other facets that come with the event. In order not to overlook important matters organically, it is useful to have a checklist. On this page you find a complete checklist that will help you to organize your event. Online events? Read more. Before start A beginner’s mistake is that often made when organizing events is that one immediately switches to the organization. DO NOT! It is essential to start by explaining the idea of your event and what the reason for this was. Next you determine the objectives as specifically as possible. The objectives are leading for your event. This way you start your event by setting specific objectives and your event ends with evaluating your objectives. Also examine the feasibility of the objectives and adjust them if they are not feasible. Next it is important to set the budget for the event. When this is clear, the event can take shape. Determine what kind of event it will be. Do you choose for a business event, live event or conference? Set up a profile of your target group/guests based on the type of event. Make an estimate of the size of the target group. Follow the point below to organize your event from the objectives. Checklist organizing events Formulate your idea Make clear what the reason for the event is Research the feasibility Clearly define the objectives of the event Set your budget What kind of event will it be (business, live event, congress or roadshow)? Identify the nature or character of the event. Compose a profile of the target group/guests Composition organization team A successful event falls and stands with a good organization. This starts with a good composition of the organization team. Make it a diverse team, consisting of people from different departments. This way you create a team that consists of people with different qualities. This will lead to various, unique ideas that will benefit the quality of the event. Set up one main responsible person and one budget manager. Then give each team member a specific task and define the tasks explicitly so that everyone knows exactly what his or her task is. To make the organization clear and thigh, it is necessary to set tight but feasible deadlines. Make sure that the points below are worked out in detail to make the organization team as good as possible. put a team together, consisting of people from different departments and ages to get the broadest possible input of qualities, ideas, etc. appoint one main person. Set up the budget manager Give each member a task and define it properly so that everyone knows who has which task For the member of the team who have visit the location, caterer, etc., compensation must be arranged. Make clear agreements about the tasks to be completed Set tight, but feasible deadlines. Organize or outsource internally You may wish to have the organization of the event organized internally, but the know-how time must be available for this. Investigate whether is it feasible to take the organization of the event internally or whether this needs to be outsourced. If you want to spend it out, see if this is feasible from a budget point of view. Pass on the point below to come to the decision to make the organization internally or outsource. Check whether there is sufficient time in-house to organize the event itself. If this is not the case, spend it on a professional event organizer. Check if it is financially feasible to outsource the organization (or parts thereof) Research if there is sufficient knowledge and internally to organize the event itself Determine whether your company can bear the organizational and the financial risks Determine if you can achieve the efficiency by doing the online participant registration yourself The supplier The big preparatory work is finished, and some form can already be given to the event. Engaging suppliers is a very important link in the entire organization process. Do good research on the suppliers before you enable them. Make appointments with various suppliers for exploratory talks. If these are successful, always ask for quotations so that at the end of the journey you can compare different suppliers based on price-quality ratio. If you are out and want to engage a few suppliers, always make sure you draw up a contract and read the terms of delivery carefully. Prepare a clear budget for this cost item. Always take the following points into account in the process of engaging suppliers. Ask references of suppliers and check them carefully Do your research by visiting trade fairs, reading trade journals and using the internet Make agreements with suppliers for orientation discussions. Request and compare various offers. Prepare a contract and review the delivery terms. Set up a budget Prepare a script Do you want a successful event? Make sure you have prepared a detailed scenario. it must consist of all the point below. The script is a detailed reference book that describes exactly who, what, when. The scenario must be kept constantly up-to-date during the process before and during the event. Do not forget that a phone book must be added to the script. Make sure that everyone involved in the event is in possession of the script and that there are always a few copies on location during the event. Compile a clear-cut scenario in which is included per column: Time place section Responsible for that part/supplier involved Save space for any notes Create a phone book and make sure every team member has it Hold at least one operational meeting where each team member and relevant supplier is present More about script During the event To ensure that the event runs smoothly, you have to do a few tasks during the event. Ensure that one person is in control, one person acts as a point of contact for all suppliers and that you have hosts/hostesses. As an organization you want to create interaction with your audience. The ultimate place for this is social media. Provide updates about the event during the event. In this way you create an interactive platform in which you are in contact with your audience and the public with each other. Every team member has to be in possession of a script One team member is in control The director must be empowered to make decisions quickly. The team member with this function is the best able to switch quickly in unforeseen situations. Set up one person who acts as a point of all contact for all suppliers. Care for hosts/hostesses During the event, provide updates on social media about the course of the event. After As important as the preparation, – and execution phase of the event are, so important is the process of evaluating after the event. The event is still fresh in the memory. Plan the evaluation shortly after the event to make it as effective as possible. In the completion of the event, include all the point below. Give a present as a token of thanks to speakers, artists, suppliers etc. Give or send the guests a lasting reminder of the event. (photo, goody bag) Compose a press release and send it to editor of different media Evaluate the event and update the scenario where necessary for next time. Do not wait too long. The fresher the event is in the memory, the better the evaluation will be Make a final financial report Make a final report of the event and mention this in the newsletter Evaluate by measuring! Calculate your Return on Investment (ROI)! According to Elling Hamso, it is pointless to organize an event without a ‘Return on Investment idea’. The ‘return’ must always yield in a profit in the long term, otherwise it is not a business event. Evaluating is measuring! Always think and organize your event from an objective and archiving that goal. Set this out is a final financial report. In the following video Hamso explains the importance of ROI at events and meeting in a few minutes. A perfect organized event with Bano Is it not feasible internally to organize your vent yourself? Bano is the event organizer that makes your event a great success in a structured way. Do you want to outsource the complete organization or are you curious about the possibilities we offer? Please contact us so that we can find a suitable solution for your situation.", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "22/04/2021", "datePublished" : "22/04/2021", "headline" : "The perfect checklist for organizing (online) events", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/To%20do_19x13.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/checklist-for-organizing-events", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "In many places a fair or annual market is one of the highlights of the year. A tradition we like to maintain. But what does it takes to organize a fair or annual market yourself? In this article we will give you an extensive answer to that question. For a good organization you have to consider the following cases: A good organization Location-demands Script Promotion plan The day itself Evaluation A good organization A good organization can make or break a successful fair. There has to be a clear structure. This starts with making clear, achievable targets and formulate a good organization team. Within this team there has to be a clear division of tasks and there have to be made good agreements. When the team is composed, can research be conducted into the public’s demand. Is there any need for a fair? If yes, should it have a certain kind of theme? When this is clear, can a location be searched specifically. Composing your team If you want to get the best out of your fair, you first need to compose a good organization team. Try to put together a team as diverse as possible with people who have different qualities and ideas. This will ultimately benefit the quality of the fair. Make clear agreements The most important factor within an organization, there have to be made clear agreements each team member has to follow. Set these up in advance and announce it to everyone. In addition, ensure a clear division within the team. It is important to appoint one main person responsible for the project. Mini-investigation Organizing a fair is only useful if there is a demand for it among your target group. Conduct a local mini-investigation, to find out if this is the case. Maybe there is a need for a fair with a special theme. Try to find out, so you can respond as much as possible to the needs of your audience. Location You now have a clear understanding of what your audience is asking. Now it’s time to find the right location for your fair. You already had an idea in which town you wanted to keep the fair, the question remains at what location it is going to take place. At the search of the right location you have to take into account various factors. Location-demands If a location wants to be suitable for a fair, it must meet a number of requirements. The location has to be save and well accessible for visitors. Sufficient parking space has to be a part of good accessibility. When these conditions are met, the location can be given further shape. You want to give the visitors a pleasant day at the fair. Below we will discuss some conditions to achieve this. Permits Organizing a fair requires the necessary permits. Inquire, with the relevant authority of the place you will have your fair, what permits you need. You can’t have a fair without the necessary permits. Make sure you take care of this. Decoration Provide your fair with a nice decoration. When it’s a theme fair you already know what style you need for decoration. For most people it is a day out. Play on this and give the visitors a festive day. A festive day starts with a festive appearance. Food and drinks People are strolling all day to score the best bargains and to enjoy the cosines. This includes a bite and a drink. Make sure there is enough catering presence. Make sure you don’t forget the candy stall for the children. Always check the standard and qualifications for storage, transport, preparation and serving food. Electricity Does the location offers possibilities to provide electricity supply? A question you have to ask yourself if you organize a fair. Electricity will be needed especially for catering. As an organization, make sure that market people have access to electricity. Keep your fair clean You want to give the people a pleasant day. Therefore arrange sufficient places people can leave their waste. Think of waste bins, waste nets and large containers people can put their waste in. Script A good organization needs a detailed script. A script consists a general part and an overview of the tasks and actions. General part / phone list The general part of the script consists of the contact details of all employees and suppliers who are involved in the organization and execution of the fair. Mention the names, addresses and telephone numbers. Make sure that the list is complete, so that in the event of calamities direct contact can be made. Overview of tasks and actions This part of the script is no more than an overview of the agreements made and division of tasks for the event. Who performs which task, during which time, at which place. This gives you a clear overview of the various program components, when and where they take place and who is responsible for them. At fairs, the following points must be included in the script: Putting down and picking up the stalls Parking attendants Decoration of the fair Building times of the participants Parking spots for the participants Possible cooperation of volunteers Opening of the fair (perhaps by a certain person) Cleaning up the stalls Give a clear overview in the script of what is expected of the participants and what you can do for the participants. Send the script to the participants well in advance. Ensure that all parties involved in the organization receive the script in time. Read more Promotion plan You are almost ready with the preparations for the day itself. Now it is only a matter of promoting your event. Prepare a solid promotion plan in which you include the following points: Make sure you are on market agendas Approach the locale newspaper Map your target group and try to investigate where they get their information Approach specialized magazines to promote your event Promote your event on to different social media channels (website, Facebook event, blogs, Instagram etc.) Start your promotion campaign well in advance. Try to instruct your target group about your event as good as possible. The day itself Almost all preparations have been made. Now it is time to make the day itself become a big success. Is the location easy to find by the visitors? Ensure clear instructions by means of signs and arrows. To give the visitors a warm welcome, you can choose to appoint a hostess/host. As clear starting times have been set in advance, all market participants are ready to receive visitors at their stall. Yet there are still some practical thing that can be taken for the day itself. Photographer Map of the location Times of special events that take place during the fair First aid post Of course, the above points should be included in the organization process. How big you make it during the fair depends on your objective. Whether or not to engage a photographer is therefore optional. Evaluation As important as preparing for the event and the event itself, the evaluation after the big day is also very important. Evaluate with the organization team whether the targets have been achieved. Submit an internal report with, among other things, the good points of the event, the points of improvement, what was noticed etc. Also send an evaluation to the participants. Also report to the press with accompanying photos ( if taken ). Possibly you can already consider planning the next fair. Resume The article shows that organizing a fair takes a lot of time and energy. Have the necessary permits and always keep your targets in mind. Try to do everything to give the visitors of the fair a pleasant day.", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "20/04/2021", "datePublished" : "20/04/2021", "headline" : "How to organize a fair", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/zelf-braderie-organiseren.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/how-to-organize-a-fair", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "A roadshow is the ultimate marketing tool to build a bond with your target group. You don’t let your target group come to you, but look for them yourself. This way you create a special contact moment with your target group, where you provide personal and undivided attention. It is the ideal way to bring your company to the people and promote you products. But how do you create such a moment with your target group? In other words, what is involved in organizing a roadshow yourself? That is the question that we amply answer you in this article, by treating the following points: Choose targets Budget The program Choose the location Public communication Permit application Choose objectives and target group Organizing a roadshow starts with setting clear, achievable goals and defining your target group. Make a target group selection on, for example, sector and regional level. With the setting of the objectives and target group you immediately have the starting points for the organization of the roadshow. Budget When the target group and objectives have been set, it is possible to see how much money can be spent on the roadshow. The total cost includes possible rental of stalls or tents, musical accompaniment, catering, gadgets, communication, bouncer and any other costs. The choice of location also influences the total cost. The costs for an outdoor location will be higher than when you organize a small-scale events in a small hall. More about budget The program Once the available budget has been determined, the program can be implemented. Think up a strong and attractive program that is substantively adjusted to achieve your objectives. How can you promote your company or product to your target group in a spectacular way? Try to think ‘out of the box’ and come up with an innovative program. Let you take care of the musical setting by a DJ or are there several performances arranged? Is the music continuous or will there be speakers? All factors that have to be thought out in advance. Will workshops or demonstrations take place? For which interpretation you choose, make sure that there won’t be multiple crowd pullers to take place at the same time. People don’t want to miss anything. Give them the opportunity to attend everything. Choose the location Depending on the program you choose the location for your roadshow. If it is a set up on a small scale, it’s enough to hire a small school. If you want to take it bigger, you can think of a big square or a parking lot. Not only the size of the location is important, but also the following factors have to be included in the decision to choose a location. Are traffic measures necessary? Is the location easily accessible? Is there enough parking space? What about the power supply? Is there any noise? Public communication A roadshow is the optimal way to showcase your company or product to your target group an intensive contact moment. By conveying your message in a unique, spectacular way, your message will stick well and you can also make an impact with your exciting event. Before this can be realized, you will first have to try to get the people to your event. To achieve this, you need to think carefully about a communication strategy. Which resources should be used to attract the largest possible part of your target group? Below is a list of possible communication channels that can be used: Letter to the residents of the place of location Page in the local newspapers City website Posters Flyers Social media (Facebook, Twitter, Instagram etc.) Start well in advance Start communicating the roadshow to your audience well in advance. Keep communicating well during the preparation process about the date and location of the roadshow. A few weeks before the start of the roadshow you can place announcements in the local newspaper and start hanging the posters and flyers. The announcements on social media can be started earlier and be shown during the last weeks before the roadshow. Try to make people curious and enthusiastic by possibly announcing a surprise element. It is now time for the day of the roadshow. Watch the video below to get an impression of what the set-up of a roadshow / exhibition looks like. Permit application The permit application to the municipality must also be submitted well in advance. Make sure you have applied for the permit at least 6 weeks before the start of the roadshow. This way you can be sure that you have the necessary papers on time to carry out your roadshow. Resume A roadshow is a unique marketing tool where you are close to your audience and therefore can transmit a lasting message. Try to get the maximum out of this. The most important thing is that during the organization you always follow your objectives and making an impact on your audience.", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "20/04/2021", "datePublished" : "20/04/2021", "headline" : "How to organize a road show", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/zelf-roadshow-organiseren.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/how-to-organize-road-show", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "What does the technical production for events look like? It is a question that concerns every event organizer. Light, sound and perhaps fireworks. These are just a few of the many factors that make up technical production. With the right technical production your even becomes a spectacle. On this page you can read out which factors the technical production of an event consists of and which you all must consider. Good technical production is a first step towards an unforgettable event. The location One of the first steps towards a successful event is choosing the right location for your event. Depending on what kind of event you are going to organize (live, business, fair), you will look for the best matching location. Keep in mind the atmosphere that you want to put down during your event, whether the location suits your audience and that you can clearly communicate your message to your audience with the location. Choosing the right location is decisive for success. So, take plenty of time here and let multiple locations pass by before you make aa decision. ALWAYS visit the location before you secure it. GPS surveying/disabling There are different kinds of events. For every event, whether you want to organize a live event, trade show or business event, it is important to map the terrain accurately. Are you planning to organize a live event? With the help of a GPS it is possible to measure the terrain of a new or existing festival site, so that there is a correct basis (with coordinates) for correct creating a CAD terrain map. After making the drawing, the terrain can be quickly and efficiently removed from stage to trash using the coordinates. You can also do this without GPS. A schematic drawing measuring the terrain. Even when you are going to organize a business event or a fair, it is necessary to accurately determine the area of the location (hall/halls). This way you can organize the available spaces and start with the external design of your event. Site production When the plans for the event are created and signed, you can proceed to site production. This includes tasks such as ordering stages, lighting, sound, toilets, tents, stage décor, fences, electricity and water to the actual layout of the festival grounds. It is important that deadlines, the budget and the design are monitored and overseen. Ensure that the site production is picked up by a whole team, so that the process runs accurately and in a structured manner. Decor When you have accurately measured the grounds/halls and you have completed the site production, you can switch to the external design. The external design largely determines the atmosphere you want to create with your event. The terrain and stage decor play an important role in this. A lot of attention needs to be paid to this. So, think carefully about what you want to convey with your event. If you want to come across as a business event or trade fair, then you go for a tight, businesslike look. The decor of a live event is usually provided with a completely different look. Stages When the décor is set, it can then be given form to the stage. No show without stage! Make a spectacular stage. After all, it is the central point of attention. Think again of what you want to radiate and shape your stage accordingly. In addition to the stage think of everything about the stage, such as sound towers, catwalks, backstage rooms, camera shelves etc. you can have a beautiful stage, but when the other facilities are not well organized, the event will never be a success make sure it is all right! Supplier Once you have mapped the terrain and have the set the stages, you can take the next step in the organization’s process for your event. What most people may not immediately associate with the technical production of an event, but what is certainly part of this, are the following factors: fencing, toilets, cash registers, tent floors, crush barriers, electricity, outdoor lightning and water. So, there are countless factors that you should consider as an event organization. During this process, coordination with suppliers is very important. Ensure that the agreements with the suppliers are clear and on paper. In the preparation of the event, meet with all parties involved at least once to ensure a clear alignment. Technical production Once the terrain has been divided and stages have been designed, the technical production of the event can be transferred. By ensuring good technical production you give your audience the unforgettable experience. For good technical production use is made of light, sound, rigging, truss and cable suppliers. With the presence of this technique, you immediately give your location a professional appearance. With the right technical production, you can create the atmosphere that suits the purpose of your event and your audience. This will differ per type of event, so keep this in mind. Technical production can make or crack your event. Let the amazing technical production be the icing on the cake for your event. This way you let the audience enjoy your beautiful show. Sitecrew An often-forgotten part of the technical production of events is the use of sitecrew. staff who, other things, monitor the festival site, helps with the assembly, dismantling, loading and unloading and machine operation. A group of people who can not be ignored from the organization. Therefore, never economical on this part. Resume As has already become clear above, there is a lot of attention in the technical production of events. It is a process that consists of many parts that all take a lot of time. Make sure that all parts receive the necessary attention. Only then can the technical production ensure the success of your event. Need help? Taking care of the technical production of an event is a big and mainly responsible job. You can also choose to hand this over to specialists. Are you curious about the possibilities? Then you can contact us freely to look at al the possibilities together.", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "20/04/2021", "datePublished" : "20/04/2021", "headline" : "What does the technical production for events look like?", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/technische-productie-evenement.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/hoe-ziet-technische-productie-evenementen-eruit", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "Estimating your event is not easy. How exactly does it work? For a realistic budget it is necessary from the beginning to properly agree and fulfill the tasks, authorities, (cost)procedures and reports with the people involved. Do you want to know how to do this in a structured manner? Read this article! Calculation methods For budgeting your event, a mix of the different calculation methods below is generally used in practice. During the organization of the event, the accountant will have to draw up a liquidity budget, this consists of an estimate of the incoming and outgoing money flows of the entire planning period. Make sure you are well informed about the status of the budget by regularly viewing it. Functional cost classification Map the costs of the various activities. Make it clear by creating main groups such as costs for guests, costs for outsourcing and assign a specific allocation per component. Distribution of costs in variable and constant costs With this cost allocation you map the constant a variable cost so that a beak-even analysis can be made. The ‘break-even-point’ indicates when the permitted budget (the revenue) and the costs incurred touch each other. The constant costs are like the fixed costs you make, regardless of the number of guests. You can think of printing, room rental, décor construction etc. the variable costs, however, depend on the number of guests. The variable costs include catering, bus transport and, for example, the implementation of the program. Pass on costs to the various organizations It is also possible to allocate the various costs to the agencies and committees that handle different parts of the event. With this method of budgeting, everyone is allocated a budget within which the activities they provide take place. In sort If the wishes a requirement of the event are known, a detailed budget can be made. As the event progresses, it will become increasingly sophisticated. Make sure that you also create a liquidity budget in addition to making a budget. Spends your budgeting You can also cheese to leave the budgeting of your event to professionals. When you leave the budgeting of your event to us you will be completely unburdened, and you will not be faced with unforeseen costs. We provide the perfect budget and cost control for your event. Are you planning to hand over budgeting and are you curious about the possibilities? Please contact us to discuss the possibilities. Download here 'checklist costs'", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "15/04/2021", "datePublished" : "15/04/2021", "headline" : "Determine the budget of your event", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/budget-bepalen-evenement-1.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/determine-budget-for-events", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "Organize a festival yourself. A thought that many of us have before. But what is involved in organizing a festival yourself? We will gladly answer you in this blog. This is how we discuss the following points in this blog: What do you have to pay attention to? Script festival. Determinate the budget.Location festival Site production. Catering. Entertainment. Festival decoration. Event technique. Photo and video. Which permits do I need? Online ? What do you have to pay attention to? When you organize a festival yourself, you are quickly inclined to start the festival immediately. However, this is a beginner’s mistake that is often made. You only get one chance, so use it well. Organizing a festival is only possible through perfect planning. If this doesn’t happen, the festival will soon overtake its goal and you run the risk that the festival will cost more time and money than necessary. The organization of a festival starts with making one or more achievable objectives and determining your target group. When this is clear, you can proceed to create a script for your festival. Script festival A very important part of the organization of festivals is the preparation of a detailed script. This involves the tasks and responsibilities of all parties involved. WHO, WHAT and WHEN are the key words of the content of the script. Divide the tasks according to the qualities of the persons. For example, the person with ultimate responsibility must have the best project management skills to manage everything properly. During the entire process, from preparation to execution, you constantly update the script so that it is always up to date. A list of contact details (name, address, email-address and phone number) of all parties involved ( people of the organization as well as the suppliers) should also be included in the script. Determinate the budget Determination of the budget for your festival is a continuous process. You start by making a rough estimate and then, when requesting the tenders, check whether the estimate is somewhat real. After a while you can adjust the provisional budget when you receive the tenders and you can make a more targeted estimate. View here the checklist for determining the budget for your festival. Location festival Choosing the right location for your festival is an important, but difficult task. You have to take into account many factors. Tailor your location to your target group, objectives, size of the festival and what you want to convey with your festival. When you have this clear, you can focus on looking for the perfect location. Let multiple locations pass by before you choose the final location. ALWAYS visit a location first before you finalize it. Don’t forget to take into account the more practical aspects. Use the checklist below to make an informed choice for the right location of your festival. Siteproduction When the plans for the event have been made and the location is known, the site production can be started. The site production includes tasks such as ordering stages, light, sound, security, toilets, tents, stage decoration, fences, electricity and water to the actual layout of the festival site. Don’t forget that the festival site must be kept clean. Also appoint sufficient staff for this. Just as the entire organization of a festival must be tight with hard deadlines, is this also necessary for the site production. Ensure that deadlines, budget and design are monitored and overseen by the responsible team. Catering When the budget for your festival is determined and the location has been chosen, you can also give a specific interpretation to the catering. Choose a catering company based on your target group. Choose a company that meets the standards and qualifications for storage, transport, preparation and delivery of food. Then you have to wonder if the snacks and drinks are tasty and original, the service is friendly and well cared for and everything looks representative? Questions that all need to be answered positively in order to spoil your audience during the festival. Entertainment A beautiful location and a perfect catering don’t matter at all when the entertainment is very disappointing. Tune the entertainment to your objective and your audience. Take care of bands / DJ’s that appeal to your audience. In addition, there are other forms of entertainment that you can think of as animations, chill spaces with entertainment etc. However, there is a lot more to entertainment than just choosing good acts and taking care of the necessary animation. What do you do with artists who cancel at the last minute and what about the permits? Aspects that you all need to take into account when organizing your own festival. Festival decoration Together with the location and the entertainment, the decoration creates the look and vibe of the festival. Here, too, the decoration must be tuned to your objective and target group. You know what you want to radiate and which audience you have to impress. Therefore ensure your own style, magnificent eye-catchers and a totally new decoration. In this way your audience gets the idea to enter a different world through the atmosphere you create. Event technique An important role in the atmosphere experience is reserved for event technology. This means all audiovisual technology that is necessary for the technical production of a festival. People are increasingly used to technical delights during an event. Be aware of this and realize that you have to make an impact on your audience. This way you can support the performances with innovative audiovisual concepts. When choosing the supplier, ask about the possibilities they have to offer in the field of event technology. Strive for the highest possible that falls within your budget. After all, you want to give your audience an unforgettable experience. Photo and video An unforgettable experience remains in your memory forever, but how beautiful would it be to relive this experience afterwards for many times? By appointing a photographer or cameraman you can capture the beautiful atmosphere of your festival in the form of photo and video. That way everyone can enjoy the most beautiful moments of the festival. Bekijk hier de checklist voor het organiseren van evenementen Which permits do I need? To obtain permits can make or break the organization of your festival. As an organizer, you need to inquire about any necessary permits at the city where the event takes place. Make any mention of the organization of your festival to the local government. Below are the most important permits that you will need for your festival. Event permit Depending on the size of the festival you need an event permit. When it concerns a very small festival, it’s sometimes sufficient to make a report. This license holder is ultimately responsible for the order and safety of the participants and visitors at the festival site. The permit contains all measures that have to be taken in case of calamities. Royalty When you use music at your festival, you have to pay royalties via Sabam ( Belgium ) or Buma ( the Netherlands ). In addition to copyright, an appropriate fee is also levied for exporters and producers. Noise Music often plays an important role during festivals. If there is a big festival there can be some noise. Check whether you need a permit for this. This falls under the denominator environmental licenses and will limit the maximum number of decibels permitted. It may be that you need other permits as well. For safety, check with the city where the event takes place. You can think of permits with regard to spirits, food, closing time, places of tents, stages, shelves and stands etc. Resume As has been shown above, there is a lot to look at when organizing a festival by yourself. Make sure you have the required permits and always keep your objective in mind. If you give all parts the necessary attention, that will result in a fantastic festival. In the following video Rick Farman, founder of the large Outside Lands Festival (USA), tells you what’s involved in organizing a 3-day music festival.", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "15/04/2021", "datePublished" : "15/04/2021", "headline" : "How to organize a festival", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/Festival%20organiseren-19x13.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/how-to-organize-a-festival", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "How do you choose the right location for an event? It is a question that concerns every event planner and an aspect that, in addition to audio, video and light (which we have gone into in more detail), an important influence on the success of an event. The right location depends of course on what type of event you want to organize and on what scale you do, but there are also several factors that you must consider. Read more about this in this article! What do you want to convey with your event? Considerations such as geographical location, price, catering and how beautiful the location looks are important. However, much less attention is paid to the following issue: can the location support the communication process? An issue that should be at the top of everyone’s list, since conveying the message at every event is crucial. We ensure the perfect appearance of your event and above all that your message is transferred to your guests! On this page we mention points that help you choose the right location to convey your message. Which location is the most suitable for which event? Foyer Cloakroom Capacity of the location Available spaces 5.1 Different setups 5.2 Practical areas Shape and height of the room Rigging and AV facilities Preferred suppliers Power supplies Access times Accessibility Budget Golden rule: never book a location before you have visited it? 1. Which location is the most suitable for which event? Whether you are organizing a live event, conference, wedding or business event. Another location is most suitable for each event. So the question which location fits best with the type of event you are going to organize? This is difficult to say is advance. The location tenants usually indicate on their website which event their location is most suitable for. Bases on this information you can make an initial selection in which location is suitable for your event. Of course, you always visit the location before you finally make a choice. 2. Foyer The foyer is the place where you receive the visitors of your event. Make sure this room connects to your event. For example, the space should have enough capacity for the expected number of visitors and to connect the design of the foyer to the type of event that you organize. Do not go for a luxury or kitsch foyer when you organize a very festive event. Try to empathize with your visitors and try to meet their needs and where possible to exceed them. Make clear to yourself what the foyer should meet. Which luxurious conveniences should all be present (bar, kitchen, sound, light, etc.)? always check with the landlords of the location. Always be aware that the foyer is the first thing your audience will see. In this space you can build up expectations and lay a foundation for communicating your message. You want your audience to feel directly involved. 3. Cloakroom Check if the location has a cloakroom and whether it is large enough for the number of visitors. Put people here or let the visitors hang their own coat. If you need to integrate a cloakroom in a planned room yourself, see if this is possible. There is nothing more annoying than having to keep your coat with you all day long. 4. Capacity of the location Before you start looking for the right location, it is important to make an inventory of the number of visitors for your event. Make sure you have a margin in this so that you do not run the risk of having too small a location for your event. Most event locations have shown in their description how many visitors it is suitable for the number of square meters of the location. Make sure you find the perfect balance between the expected number of visitors and the capacity of the location. 5. Available spaces You have a location with sufficient capacity for the expected number of visitors. But does it also have various rooms to shape your event? Think of the large congress hall, different rooms for holding workshops of other activities, rooms for networking and lunch rooms. 5.1 Different setups consider in advance which arrangement you want to put the guests in the room. Do you opt for a theater setup, cabaret setup of schoolyard setup? Consider what best suits your event and map how these spaces should be. Below are several setups with the corresponding space that one person takes possession of. This way you can make a good estimate of how many people you can spend in a room. The arrangements for meetings and conferences: Theater set-up: 0.5 m per person School layout: 1.5 m2 per person Cabaret setup: 1 m2 per person Carré setup: 0.5 m2 per person U-shape: 1 m2 per person The arrangements for parties: Reception: 1m2 per person Banquet setup/seated dinner: 1.5 to 2 m2 per person Party: 1.5 m2 per person 5.2 Practical areas In addition to the spaces, think of practical matters such as the presence of changing rooms for any speakers/artists present. Are the dressing rooms equipped with mirrors and running water and the like? In addition, sufficient sanitation is also very important. Here, the rule of thumb for 1 toilet can be 50 persons. In case of indoor locations, the plumbing is usually sufficient, but always check this with the location lesser. The table below shows how many toilets are needed for the number of visitors for a specific duration of the event. 6. Shape and height of the room The shape of a room determines the needs of your event. Long or wide halls must be provided with the correct image and sound reinforcement so that the entire audience can see and hear everything. After all, this is essential for conveying your message. The ceiling height of the room affects the height of projection screens and stages. Projection screens can strengthen the spoken word and play an important role in presentations. Make sure you use the available space. Also check the acoustics of the location. Is there disturbing noise in the environment that can affect your event? An important factor that is usually still forgotten. 7. Rigging and AV facilities Is there rigging in the room? If so, there are possibilities to secure projectors, speakers and lights in a safe way and in the right place. With rigging and the right AV equipment you can create a great atmosphere. In addition, the presence of rigging gives a professional look to the space. Also check whether the location itself has WV facilities and if so, which ones. Do they meet the requirements of your event or do you have to rent them externally? when you work with Bano your event will be equipped with professional AV facilities and rigging. The following video is meant to give you a small impression of what is possible with the AV equipment of today. Try to think ‘out of the box’ and impress your audience. 8. Preferred suppliers Many locations have a partnership with suppliers. If you use the location, you are also obliged to use them. Always check whether this is the case. This could impede you in the completion of your event. 9. Power supplies Is the power supply sufficient on your event location? Remember that not only the audiovisual materials need electricity, but also factors such as catering an heating. It also always involves some risk when everything is connected to one circuit. In this case, everything will fail at the same time is there is an overload. If there is only one circuit available, you can always rent an external generator. Remember that locations such as restaurants and office spaces often have a limited power supply, limiting the use of extensive technology. The presence of heating and/or air conditioning is not always self-evident. When you have a large indoor event that attracts many visitors, the temperature can quickly rise. The presence of air conditioning will do the visitors well. 10. Access times Some locations have multiple events on the same day. In connection with installing and cleaning up your equipment, it is important to know how long you have access to the location. You want your event to be caught at the right time and not let your guests wait. In addition, speaker should be able to prepare quietly, the equipment should be tested, and any other preparations made. 11. Accessibility Is the location of your event easy to reach for your guests? Ideally, the location is easily accessible by public transport and the people who come with their own transport do not suffer too much from traffic jams when the event takes place in a big city. Make sure there is sufficient parking space and that the location is accessible for disabled people. This also gives you the signal that your event is for everyone! 12. Budget Finally, the budget which is of course not entirely unimportant: pay attention to your available budget. Always request a quotation immediately and have it re-created as you work out the preparations. This prevents you from being confronted with surprises afterwards. Link Determine budget Lees hier meer over het budget bepalen van je evenement Need help? Finding the perfect location for your event is, as you have read, quite a job. You can also choose to hand over this completely to a specialist. We can completely unburden you in this area and thus guarantee that the chosen location is perfect for your event. This way all your guests will receive your message and experience an unforgettable event. Feel free to contact us to look at the possibilities together.", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "13/04/2021", "datePublished" : "13/04/2021", "headline" : "How to choose the perfect location for your event", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/event-location.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/perfect-event-location", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ``` ```json { "@context" : "http://schema.org", "@type" : "BlogPosting", "articleBody" : "Event organization is a real search for the right location for the event, the decoration of the event and all other facets that come with the event. In order not to overlook important matters organically, it is useful to have a checklist. On this page you find a complete checklist that will help you to organize your event. Organise an online event? Read more. Before start A beginner’s mistake is that often made when organizing events is that one immediately switches to the organization. DO NOT! It is essential to start by explaining the idea of your event and what the reason for this was. Next you determine the objectives as specifically as possible. The objectives are leading for your event. This way you start your event by setting specific objectives and your event ends with evaluating your objectives. Also examine the feasibility of the objectives and adjust them if they are not feasible. Next it is important to set the budget for the event. When this is clear, the event can take shape. Determine what kind of event it will be. Do you choose for a business event, live event or conference? Set up a profile of your target group/guests based on the type of event. Make an estimate of the size of the target group. Follow the point below to organize your event from the objectives. Follow the point below to organize your event from the objectives: Formulate your idea Make clear what the reason for the event is Research the feasibility Clearly define the objectives of the event Set your budget What kind of event will it be (business, live event, congress or roadshow)? Identify the nature or character of the event. Compose a profile of the target group/guests Composition organization team A successful event falls and stands with a good organization. This starts with a good composition of the organization team. Make it a diverse team, consisting of people from different departments. This way you create a team that consists of people with different qualities. This will lead to various, unique ideas that will benefit the quality of the event. Set up one main responsible person and one budget manager. Then give each team member a specific task and define the tasks explicitly so that everyone knows exactly what his or her task is. To make the organization clear and thigh, it is necessary to set tight but feasible deadlines. Make sure that the points below are worked out in detail to make the organization team as good as possible. Put a team together, consisting of people from different departments and ages to get the broadest possible input of qualities, ideas, etc. Appoint one main person. Set up the budget manager Give each member a task and define it properly so that everyone knows who has which task For the member of the team who have visit the location, caterer, etc., compensation must be arranged. Make clear agreements about the tasks to be completed Set tight, but feasible deadlines. Organize or outsource internally You may wish to have the organization of the event organized internally, but the know-how time must be available for this. Investigate whether is it feasible to take the organization of the event internally or whether this needs to be outsourced. If you want to spend it out, see if this is feasible from a budget point of view. Pass on the point below to come to the decision to make the organization internally or outsource. Check whether there is sufficient time in-house to organize the event itself. If this is not the case, spend it on a professional event organizer. Check if it is financially feasible to outsource the organization (or parts thereof). Research if there is sufficient knowledge and internally to organize the event itself. Determine whether your company can bear the organizational and the financial risks. Determine if you can achieve the efficiency by doing the online participant registration yourself. The supplier The big preparatory work is finished, and some form can already be given to the event. Engaging suppliers is a very important link in the entire organization process. Do good research on the suppliers before you enable them. Make appointments with various suppliers for exploratory talks. If these are successful, always ask for quotations so that at the end of the journey you can compare different suppliers based on price-quality ratio. If you are out and want to engage a few suppliers, always make sure you draw up a contract and read the terms of delivery carefully. Prepare a clear budget for this cost item. Always take the following points into account in the process of engaging suppliers. Ask references of suppliers and check them carefully. Do your research by visiting trade fairs, reading trade journals and using the internet. Make agreements with suppliers for orientation discussions. Request and compare various offers. Prepare a contract and review the delivery terms. Set up a budget Prepare a script Do you want a successful event? Make sure you have prepared a detailed scenario. it must consist of all the point below. The script is a detailed reference book that describes exactly who, what, when. The scenario must be kept constantly up-to-date during the process before and during the event. Do not forget that a phone book must be added to the script. Make sure that everyone involved in the event is in possession of the script and that there are always a few copies on location during the event. Compile a clear-cut scenario in which is included per column: time place section responsible for that part/supplier involved save space for any notes Create a phone book and make sure every team member has it Hold at least one operational meeting where each team member and relevant supplier is present. Read more about composing a script During the event To ensure that the event runs smoothly, you have to do a few tasks during the event. Ensure that one person is in control, one person acts as a point of contact for all suppliers and that you have hosts/hostesses. As an organization you want to create interaction with your audience. The ultimate place for this is social media. Provide updates about the event during the event. In this way you create an interactive platform in which you are in contact with your audience and the public with each other. Every team member has to be in possession of a script One team member is in control The director must be empowered to make decisions quickly. The team member with this function is the best able to switch quickly in unforeseen situations. Set up one person who acts as a point of all contact for all suppliers. Care for hosts/hostesses ZDuring the event, provide updates on social media about the course of the event. After As important as the preparation, – and execution phase of the event are, so important is the process of evaluating after the event. The event is still fresh in the memory. Plan the evaluation shortly after the event to make it as effective as possible. In the completion of the event, include all the point below. Give a present as a token of thanks to speakers, artists, suppliers etc. Give or send the guests a lasting reminder of the event. (photo, goody bag) Compose a press release and send it to editor of different media Evaluate the event and update the scenario where necessary for next time. Do not wait too long. The fresher the event is in the memory, the better the evaluation will be. Make a final financial report. Make a final report of the event and mention this in the newsletter. Evaluate by measuring! Calculate your Return on Investment (ROI)! According to Elling Hamso, it is pointless to organize an event without a ‘Return on Investment idea’. The ‘return’ must always yield in a profit in the long term, otherwise it is not a business event. Evaluating is measuring! Always think and organize your event from an objective and archiving that goal. Set this out is a final financial report. In the following video Hamso explains the importance of ROI at events and meeting in a few minutes. A perfect organized event with Bano Is it not feasible internally to organize your vent yourself? Bano is the event organizer that makes your event a great success in a structured way. Do you want to outsource the complete organization or are you curious about the possibilities we offer? Please contact us so that we can find a suitable solution for your situation.", "author" : { "@type" : "Person", "name" : "Erwin Balkema", "sameAs" : "https://www.linkedin.com/in/ebalkema/", "url" : "https://www.bano.nl/en/author/admin" }, "dateModified" : "13/04/2021", "datePublished" : "13/04/2021", "headline" : "The perfect checklist for organizing events", "image" : { "@type" : "ImageObject", "height" : 400, "url" : "https://f.hubspotusercontent00.net/hubfs/6104253/Imported_Blog_Media/To%20do_19x13.jpg", "width" : 750 }, "mainEntityOfPage" : "https://www.bano.nl/en/checklist-organizing-events", "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://6104253.fs1.hubspotusercontent-na1.net/hubfs/6104253/Bano_logo_black_engaging_audiences_2lines.jpg" }, "name" : "Bano B.V.", "url" : "www.bano.nl" } } ```