The Event Times

Welcome to our June 2024 newsletter edition! We're thrilled to share a thoughtfully gathered information of insights, tips, and latest updates crafted just for you, reflecting our commitment to excellence.

What to expect?

Get ready for an exciting monthly newsletter edition! This month, we'll be exploring the conference theme ideas, hotel hurdles for retreats, speed networking, open to sky venues and celebrity management for your next event.

#1. Event Evolution: Crafting Unforgettable Conferences

Keeping the conferences fresh and unexpected is essential as well as challenging. No matter what the conference purpose is, we are always looking for new ways to spark interest and give attendees good reasons to return year after year. We have got you few engaging ideas to explore. You can consider them as grab-and-go options and adapt them to match the style of your upcoming conference.

1. Revitalize Your Conference with a Unique Theme: Themes unite conferences, fostering creativity. While they often align with the event's focus, such as a book club theme for a self-publishing conference, consider adding unrelated themes for fun, like incorporating a cupcake theme into an interior design gathering

• Embrace Creativity: You can craft your theme around creative expression. This especially works for conferences filled with lectures or screen time. Offer activities like painting sessions, clay workshops, or set up tables with adult coloring books and markers, inviting participants to unwind, connect, and explore their artistic flair together.
• Into the Cosmos: Who isn't fascinated by space exploration, from the moon landing to dreams of Mars? This will be ideal for a science conference. Involve your audience in the cosmic theme. Screen a beloved space film, set up a planetarium room with a star projector, and adorn your event with moon, rocket, and star decorations on pamphlets, signage, and throughout the venue.

2. Embrace the Millennial ethos:? In this era, we need to prioritize meaningful experiences over material possessions. It's a shift that vibrates across generations and it also offers attendees a refreshing departure from the typical conference loot.

• Revitalize conferences: Ice breaker activities? not only break up the sitting and listening monotony but also serve as valuable opportunities for attendees to connect and forge new relationships. You can opt for collaborative activities like solving puzzles together, allowing time for participants to mingle and chat afterward.
• Discover Diversity: While experiencing the dynamic blend of simultaneous speakers covering diverse topics, with headphones, attendees can curate their experience themselves. Be it switching between channels to listen to full presentations or catch snippets from various talks. Let's adopt the 'silent' theme to foster engagement with minimal chatter and silent applause.

3. Shake Up Conference Locations: We totally agree that conference centers and large hotels dominate the conference scene as they offer ample event space, dining options, and lodging. But we can break away from the conventional routine to inspire attendees with fresh experiences.

• Unwind and Innovate: Try to escape the chaos of daily life by hosting your conference in a smaller or mid-sized city to offer a tranquil setting for focused learning and collaboration. Choose a venue with ample convention space or explore alternative locations to create a memorable conference experience that stands out from the crowd.
• Redefining Conference Spaces: From grand auditoriums to retro-industrial warehouses, explore limitless event possibilities for an unforgettable experience like Museums, Theaters.

4. Tailored Conference Room Layouts: Variety is key! Especially for extensive conferences spanning multiple days. Repetitive seating arrangements across rooms can dampen enthusiasm instead explore diverse event layout options to keep attendees engaged and refreshed throughout the conference.

• Classroom style: This setup features tables in front of participants and facilitates note-taking and collaborative projects. It is considered ideal for speakers who encourage audience participation and interaction among attendees.
• U-Shape style: This is ideal for intimate sessions as in this setup presenters rotate through the center section for personalized interactions with attendees. Here, participants can take notes and engage with both the speaker and each other as required.

5. Transformative Conference F&B: Food and beverages are important elements in events which sets the tone for a warm atmosphere from beginning to end. Here are some F&B offerings that are carefully selected to ensure they are anything but an afterthought:

• Crafting beverage bliss: Let us step up the beverage game beyond the basics by catering to diverse tastes with a selection of teas and hot cocoa alongside the coffee options. Ensure the coffee bar stays fully stocked and fresh to keep attendees energized and satisfied throughout the event
• Crafting Hydration Solutions: Ensure the attendees stay hydrated without the hassle by placing water stations conveniently throughout the venue and offering refreshing options. You can also add a personal touch with branded water bottles at check-in and designated water-filling stations for easy refills.

Are you ready to bring these innovative ideas to life for your next conference? Our event management services specialize in curating unforgettable experiences that captivate attendees and set your event apart. From theme selection to venue logistics, let us help you create a conference that leaves a lasting impression.

#2. Corporate Challenges: Hotel Hurdles for Retreats

Planning a corporate retreat is not an easy task. It involves not only finding the perfect venues to coordinate logistics but also to ensure seamless experience for the attendees. There are numerous challenges to look for. From limited availability to weather constraints are just a few of the hurdles that you might face while planning a corporate retreat. However, with the right approach and support, these challenges can be successfully navigated.

Let us explore the common challenges faced by corporates in booking hotels for corporate retreats and how partnering with us can provide solutions to ensure a memorable and impactful experience for all attendees.

1. Limited Availability:

Challenge: Find suitable hotels with availability for the desired dates, especially during peak seasons or when multiple companies are planning retreats simultaneously.

Solution: We have extensive experience and industry connections, to identify suitable hotels, negotiate favorable rates, and secure bookings efficiently. Also, considering off-peak seasons or weekdays for retreat dates can increase availability.

2. Budget Constraints:

Challenge: Have a balance between the desire for luxury and amenities with budget constraints, especially when planning for a large group of employees.

Solution: We can? tailor retreats to meet the specific needs and preferences of corporate clients, offering personalized solutions which include negotiating favorable rates with hotels or suggesting alternative accommodation options such as boutique hotels or vacation rentals that align with their objectives and budgetary constraints.

3. Location and Accessibility:

Challenge: Choosing a location which is easily accessible for all employees while offering a conducive environment for a retreat.

Solution: We ensure location accessibility for corporate retreats by selecting venues with convenient transportation options and central locations, creating a conducive environment for all attendees.?

4. Weather Considerations:

Challenge: Weather uncertainties, especially for outdoor retreats, can pose challenges and impact the overall experience.

Solution:? Though we suggest considering destinations with favorable weather conditions and scenic surroundings can add value to the retreat experience, we mitigate weather uncertainties for outdoor retreats by providing backup plans and offering flexibility in scheduling, ensuring a seamless experience regardless of weather fluctuations.

5. Time Management:

Challenge: Coordinating multiple aspects of the retreat, including accommodation bookings, activity planning, and transportation arrangements, within a limited timeframe.

Solution: We can streamline the planning process and alleviate the burden on corporate organizers. We can efficiently manage logistics, negotiate with vendors, and ensure all aspects of the retreat run smoothly.

By partnering with Inventum, you can overcome the challenges associated with booking hotels for corporate retreats and create memorable and impactful experiences for your employees.

#3. Unlocking Speed Networking: Crafting Connections with Professional Precision

As one size does not fit all, it's important to have unique and different ways for people to connect. Speed networking offers an alternative to meet many professionals in a short amount of time. And it's gaining momentum.

Now lets understand how to organize a successful speed networking event by carefully planning and giving attention to details that are important. Here is how we as event management company can leverage our expertise to enhance each step of the process:

1.Defining the Event's Purpose: We collaborate closely with organizers to clarify the event's objectives and desired outcomes. We can help refine the goals, ensuring they align with the audience's expectations and the event's format.

2.Choosing the Format: With our experience in event logistics, we advise on the most effective format for the speed networking session. Whether it's setting up physical spaces for in-person interactions or configuring virtual platforms for seamless online networking, we ensure optimal engagement and interaction.

3.Selecting Invitees: We as an event management company assist in determining the appropriate number of attendees based on the event's purpose and available time. Leveraging our network and resources to curate guest lists, ensuring a diverse and relevant mix of participants for meaningful networking opportunities.

4.Informing Guests: We as professionals play a pivotal role in communicating event details to guests. Creating comprehensive agendas, sharing attendee lists, and providing clear instructions for participation to ensure guests are well-prepared and informed before the event kicks off.

5.Considering Logistics: Event management company, Inventum, meticulously handles venue selection, food service arrangements, and event timing to create a seamless experience. From managing logistics such as room setup, audiovisual requirements, and catering to ensuring every aspect of the event runs smoothly, we have got you all covered.

By combining the event planning expertise with the outlined steps for organizing a speed networking event, event management companies such as Inventum can help you elevate the overall experience for attendees, facilitating meaningful connections and maximizing the event's impact.

#4. Open - to - Sky Venues for your Next Corporate Get Together for 2024

Looking for the perfect outdoor spot for your next corporate event? We've picked out some of our favorite open air venues for your next company get together. These places offer great views, lots of space and excellent service to make your event special. Check out our latest top picks and get ready to impress your colleagues and guests!

Delhi

Delhi has some amazing open air places that are perfect for corporate get togethers. Some of them have amazing city views, relaxed vibe with vibrant rooftop scenes. No matter what kind of event you’re planning, Delhi’s open air venues provide a great backdrop for memorable corporate gatherings.

Mumbai

Mumbai offers a variety of open air places that are perfect for corporate get togethers, combining stunning views, spacious settings, and excellent service. Some have breathtaking views of the city skyline and the Arabian Sea.

Bangalore

Bangalore have a range of open air places that are ideal for corporate gatherings, offering scenic views, spacious layouts, and top-notch hospitality making it a popular choice for any corporate events.

When selecting a venue for your next corporate event, it's important to think about how well it matches your event's theme. The venue can sets the mood for everything else. Think about the atmosphere, what's available there, and if it fits what you want to achieve.

#5. Celebrity Management - Some Pro Tips and Challenges for 2024

Managing celebrities in 2024 brings both exciting possibilities and specific challenges in the event industry. As the demand for celebrity events are growing, succeeding in this field means understanding trends and planning carefully.

7 Practical Tips and Insights into the Challenges for Celebrity Management.

Challenges-

• Security: Managing the safety of the celebrity, VIPs in a large number requires planning, including crowd control and responding to potential threats.
• Logistics: Coordinating with large scale logistics such as transportation, accommodation, becomes more complicated, especially with tight schedules and multiple parties involved.
• Public Relations: Handling increased media interest and coverage requires a well coordinated PR strategy. Managing press conferences, interviews is critical.
• Time Management: Ensuring all aspects of the event run on schedule, including performances, speeches and meet and greet sessions is difficult.?
• Coordination with Multiple Stakeholders: Collaborating with a larger number of stakeholders, celebrity’s team, sponsors, vendors, venue staff, requires communication.
• Technical Issues: Managing the technical issues of a large event, including sound, lighting, audiovisual equipment, and live streaming, requires planning and capabilities.
• Budget: Managing a large budget while controlling costs and meeting high expectations involves careful financial planning and monitoring.

Tips

• Set Goals: Understand the purpose of the event and what you aim to achieve by having a celebrity presence.
• Choose the Right Celebrity: Select a celebrity whose image and personality align with your event's theme.
• Plan Early : Start planning well in advance to secure the venue, date, and celebrity appearance.
• Logistics and Security: Ensure logistics and security are planned to accommodate the celebrity's needs.
• Create a Memorable Experience: Design the event to highlight the celebrity's presence in a meaningful way. This could include meet-and-greet sessions with the audience.
• Promote Effectively: Use social media, press releases, and target market to generate buzz around the event.
• Follow-Up: After the event, follow up with attendees, sponsors, and the celebrity's team to express gratitude.

Why is it important to hire an Event Management Company for Celebrity Events?

Hiring an event management company for celebrity management is important due to the expertise and experience. Event management teams are experts in handling the logistics and security measures to ensure the safety and privacy of celebrities. Additionally, event management professionals are excel in coordinating with stakeholders, managing timelines, and maintaining control over budgets. Overall, hiring an event management team helps to focus the core activities.

#6. #NEWS

Luxury Travel Industry Leaders and Influencers, Including Hotels, Cruises, and Airlines, to Showcase at International Luxury Travel Market Asia in Singapore, July 1-4, 2024.

Essential Information:

• Dates: July 1, 2024, to July 4, 2024.
• Venue: Marina Bay Sands, Bayfront Avenue 10, Singapore 018956.
• Exhibitors: Featuring a diverse array of local and international exhibitors, the show highlights innovative products and services related to luxury travel and tourism.

#7. Upcoming Events

About Us

We are an event management company that can help you with Exhibitions, Corporate events, Brand activations and Incentive programs.

From planning and seamless execution to innovative promotional strategies, we are committed to making your every corporate event stand out.

Partner with us, and let’s transform your business objectives into remarkable experiences that leave a lasting impact.

Contact Us

Email: [email protected]

Locations:

Asia | Middle East | Europe