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Last updated on 2024年8月16日

Your client has grand event ideas. How can you assure them of feasibility?

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When your client approaches you with grand event ideas, the excitement is palpable. However, as a professional in live events, it's your role to bridge the gap between their vision and reality. The key is to assure them of the feasibility of their ideas without dampening their enthusiasm. This involves a careful blend of experience, resource management, and clear communication to ensure that the event not only meets but exceeds expectations.

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Julia Bollino

Event Business Development & Partner Relations Managerin ?? | Sustainability Events ???? | GreenSign.Events ?? | Future…
Stan Kruss

Exhibit Stands Proven to Win Customers. | CEO at Expo Centric | I built Australia's leading exhibition stand company…
Adeline Cren ?? Ta partenaire Slow Marketing

Slow Marketing pour Solopreneurs | Copywriting + Ghostwriting personnalisés pour attirer ceux qui partagent tes…

1 Assess Needs

Your first step in assuring the feasibility of your client's event ideas is to conduct a thorough assessment of their needs and goals. This means sitting down with them to understand the scale, audience, and unique elements they envision. It's vital to listen actively and ask probing questions that will help you grasp the full scope of the event. This understanding will serve as the foundation for all subsequent planning and will be your reference point for making their ideas a reality.

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Adeline Cren ?? Ta partenaire Slow Marketing

Slow Marketing pour Solopreneurs | Copywriting + Ghostwriting personnalisés pour attirer ceux qui partagent tes valeurs. Pas de putaclic, juste des mots qui transforment, fidélisent et te ressemblent I Top Voice LinkedIn
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Je m'assure d'abord que je comprends les objectifs attendus de mon client : Quel est l'objectif principal de l'événement ? Qui sont les participants cibles ? Pour quels résultats attendus ? Je pourrais ensuite m'occuper de la promotion de l'événement puis de son évaluation par les participants.

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Julia Bollino

Event Business Development & Partner Relations Managerin ?? | Sustainability Events ???? | GreenSign.Events ?? | Future Lab ??| MONARCH Award ?? | Community Circle ??| Green Tourism Camp??? | Summer Camp ??
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Grunds?tzlich stellt sich die Frage - was soll mit der Veranstaltung erreicht werden? -> Zielsetzung Dazu sollte man sich folgende Fragen stellen: Welche Zielgruppe soll damit angesprochen werden? Welche Wünsche / Erwartungen hat meine Zielgruppe / Persona? Welche Wünsche / Erwartungen hat der Kunde? Dann hei?t es erstmal die Informationen auszuwerten & zu überprüfen. Anhand dessen kann ein erstes Veranstaltungskonzept erstellt werden, das als Grundlage für die weitere Ausarbeitung dient.

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Abhinav Govil

Corporate Marketing & Business Development Leader | CBG & Biogas Advocate | Driving Growth with Strategic Marketing | DGM Marketing at CEID | Passionate about Green Energy & Sustainability
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Have a detailed discussion with the client to understand their vision, goals, and expectations for the event. Collect all necessary details such as the desired date, location, audience size, budget, special requirements, and any specific needs.

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2 Create Plan

Once you have a clear understanding of what your client wants, the next step is to create a detailed plan that outlines how to achieve it. This plan should include timelines, budget breakdowns, staffing requirements , venue options, and contingency measures. Your ability to articulate a clear path from concept to execution will build trust with your client. Presenting a comprehensive plan shows that you have not only listened but also have the expertise to bring their vision to life.

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Stan Kruss

Exhibit Stands Proven to Win Customers. | CEO at Expo Centric | I built Australia's leading exhibition stand company from 15 years of industry excellence. | Immerse your customers with experiential trade shows.
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When a client presents grand ideas, assure them of feasibility by conducting a thorough assessment of the concept, aligning it with budget, timelines, and logistics. Present alternative solutions or scaled-down versions that still meet the client’s creative vision while remaining practical. By providing detailed breakdowns, visuals, and case studies of past successes, you can build confidence in your ability to deliver a realistic and impressive outcome.

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Julia Bollino

Event Business Development & Partner Relations Managerin ?? | Sustainability Events ???? | GreenSign.Events ?? | Future Lab ??| MONARCH Award ?? | Community Circle ??| Green Tourism Camp??? | Summer Camp ??
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Ein Veranstaltungskonzept ist das A & O. Es sollte natürlich unter anderem alle wichtigen Fakten, Projekt Zeitstrahl, Marketing Plan, Pricing und den Ablauf enthalten - aber auch ein Gefühl für die Veranstaltung schaffen. Farbgebung, ein ansprechendes Design sowie veranschaulichende Bilder und Elemente sind hier ebenfalls ein gro?er Faktor um den "Nerv" des Kunden zu treffen.

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Abhinav Govil

Corporate Marketing & Business Development Leader | CBG & Biogas Advocate | Driving Growth with Strategic Marketing | DGM Marketing at CEID | Passionate about Green Energy & Sustainability
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Prepare a detailed event plan including timelines, budget breakdowns, venue options, and logistical considerations. Use visual aids such as mock-ups, floor plans, and mood boards to help the client visualize the event. Present a feasibility report that outlines the findings from your analysis, highlighting both strengths and areas of concern.

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3 Budget Wisely

Budgeting is critical in determining the feasibility of an event. You must guide your client through the financial aspects , helping them understand the cost implications of their grand ideas. By providing a detailed budget that accounts for all aspects of the event, you can set realistic expectations and make informed decisions together. It's essential to balance creativity with cost-effectiveness, ensuring the event is both spectacular and financially viable.

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4 Venue Selection

Choosing the right venue is integral to the success of any event. It's your job to find a space that aligns with the event's theme, size, and technical requirements. You should visit potential venues personally to ensure they can accommodate your client's needs. Presenting options that fit within the budget and logistical parameters will further assure your client that their grand ideas can be actualized in the chosen location.

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Julia Bollino

Event Business Development & Partner Relations Managerin ?? | Sustainability Events ???? | GreenSign.Events ?? | Future Lab ??| MONARCH Award ?? | Community Circle ??| Green Tourism Camp??? | Summer Camp ??
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Bei der Wahl des Veranstaltungsortes empfiehlt es sich eine gr??ere Auswahl anzufragen. Wenn im Vorfeld bereits ein Budget und Datum feststeht - ist das oft für ein erstes Angebot sehr hilfreich. Liegt das Wunsch-Datum allerdings in einer viel gebuchten Zeit, sollte man auch Alternativen parat haben oder flexibel sein & das Datum dem Veranstaltungsort anpassen. Je mehr man bereits an Details übermitteln kann, wie z.B. welche Art der Verpflegung ben?tigt wird, desto genauer wird das erste Angebot. Anschlie?end sollte man die Location pers?nlich sichten. Nach Prüfung aller Informationen sollte ein pers?nlicher oder online Termin - mit den richtigen Ansprechpartnern -vereinbart werden, um auf dieser Grundlage die Details abzustimmen.

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5 Engage Vendors

For grand event ideas to come to life, you'll need to engage with reliable vendors . From caterers to decorators and technical teams, these partnerships are essential. Your experience in the industry allows you to recommend vendors who can deliver quality services and products within the event's budget. Assuring your client of this network of trusted vendors can alleviate concerns about the execution of their vision.

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6 Manage Expectations

Finally, managing your client's expectations throughout the planning process is crucial for assuring feasibility. This means maintaining open communication and being transparent about what is achievable within the constraints of time, budget, and resources. It's important to celebrate the wins and navigate challenges together. By setting realistic milestones and delivering on promises, you reinforce the trust that their grand event ideas are in capable hands.

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Naf ?

FutureLIVE: Building Possibilities for the Post-Live Era // Producer, Researcher, PhDc // 20+ years in Live.
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I would place this in parallel to the other steps, and not as a separate one - because of the premise of meeting the grandness involved versus a clear feasibility issue. Bigness is highly subjective. If you have the budget and you deploy the right management team, grandness is manageable. If we assume that the client dream and the turnkey delivery team are at par - every possible outcome needs to be assessed. Top down and bottom up. Grand events have grand repercussions - so there should be no stones unturned. Finding all possible stones that could accidentally turn, needs to be pre-evaluated and eradicated. And: Clear communication along the way all the way. Every key stakeholder needs to be onboard.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your client has grand event ideas. How can you assure them of feasibility?

1

2

3

4

5

6

7

1 Assess Needs

2 Create Plan

3 Budget Wisely

4 Venue Selection

5 Engage Vendors

6 Manage Expectations

7 Here’s what else to consider

Live Events

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Your client has grand event ideas. How can you assure them of feasibility?

1

2

3

4

5

6

7

1 Assess Needs

2 Create Plan

3 Budget Wisely

4 Venue Selection

5 Engage Vendors

6 Manage Expectations

7 Here’s what else to consider

Live Events

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