Imagine running 15 hybrid events in four countries, over three days. Welcome to George Think 2022!

An independent medical research organisation, The George Institute for Global Health (TGI) conducts world-class research on non-communicable diseases, including heart and kidney disease, stroke, diabetes, and injury to help improve the lives of millions of people around the world. The global conference connects staff in India, China, Australia and the UK for a series of keynote talks, discussions and celebrations which aims to:
 
“Explore, reflect and develop new ideas and collaborative processes that can be transformed into real action to achieve our goals in alignment with our institutional values.”
 
Until this year, George Think was held bi-annually, with mainly Associate Professors and Senior staff attending, but in 2022, it was expanded significantly to involve everyone from researchers to finance staff, admin to operational staff. The goal was to create a more inclusive experience and outcome, that also reflected and represented the Institute's diverse workforce.
 
Delivering a hybrid event (with dual online and in-person attendees) when you can’t be on the ground is a challenge in itself, multiply that by 15 and add a bunch of different time zones and we had one of the more complex event briefs we’d seen in a while!
 
A short planning timeline of just two months, and a packed three-day program (20 – 22 July) that was only finalised two weeks prior, presented further hurdles along the way - requiring epic project management and problem-solving skills, and an incredibly high level of organisation and attention to detail, supported by fortnightly client meetings and more than 450 hours of planning work alone!
 
Led by Georgia, Opal and Emily, with support from Heidi, Bella, Justin, Julia, Victor, Chloe, Lou and Melinda on event days, JTPM delivered 15 events in total: including three global events and one regional event per country each day. Each event consisted of a variety of keynote speeches, panel discussions, breakout and networking sessions, enabling colleagues in different countries and locations to come together and interact in real-time. Some sessions were even delivered in a language other than English.

​We had 454 conference attendees registered, with anywhere between 150 – 190 online (depending on the day and session), and up to 200 in-person guests at any given time across all five locations including:

• Sydney: TGI offices (the HUB - a dedicated plenary space)
• Delhi: Eros Hotel (across 4 rooms)
• Hyderabad: Radisson Blu (across 2 rooms)
• China: TGI offices (in their boardroom)
• UK: Scale Space, White City, London (a cool collaboration and pitch space)

 
While we didn’t get to choose the venues, we prepared and provided detailed tech plots and floor plans to guide the team on the ground and organised trial runs on our event platform. Emily and Georgia flew to Sydney and were based in the TGI offices for the duration of the event, where the one of the MCs was also located.

Conference Highlights:

• Early Career Presentations – it was inspiring to hear about the ground-breaking research people are working on; the passion and dedication was incredible to see and hear.
• Speed Networking – a function of our online event platform that matches people up at random for a few minutes at a time; a great icebreaker activity or way to meet new people.
• Sustainability in Health – it was fascinating to hear about how a large medical organisation is looking to tackle sustainability; something we are also committed to at JTPM.

 
Here are our top three tips for running international events:

1. Have at least one event facilitator on the ground at every venue or location.
2. Run in-depth training, briefing sessions and LIVE run-throughs with offsite staff in advance.
3. Include captions for different languages - something we will include in future!

Bonus tip: Remember there are just some things you can’t control - like internet connection.
 
Are you looking to connect people at multiple sites, cities or even countries? Want to produce a truly global and inclusive event experience, that is unaffected by the challenges of travel costs and COVID restrictions? Thanks to innovations in event technology and some creative thinking, anything is possible!
 
Give our expert event production team a call to discuss your unique event needs and goals today.

Video content (live and pre-recorded) has become a bit of a hero in the events industry following the past two years of delivering virtual events. What began as a solution to a problem (the pandemic) and a way to communicate, entertain and engage with people online, has now become an essential element in all our events – whether it's online, in-person or hybrid, video content will only add to and enhance the experience!
 
As a result, JTPM has spent a significant amount of time and resources developing and expanding our video production skills and services. From pre-production storyboarding to post-production animations, we can now support our clients with every step of the video production process to create content that is impactful and captivates the audience, while also helping to achieve business goals.
 
Check out some highlights from our previous work below!

​Pre-Production (the prep and planning stage):

• Storyboarding - sets the direction and limits of the video, maps out the structure, timings and key scenes. A storyboard is usually presented as a series of illustrations and notes and is used to identify what resources and budget will be needed.

• Creative direction - our brainstorming, idea generation and concept development will help come up with creative and unique ways to present content that’s also in line with your goals and strategy.   

• Talent casting - sourcing suitable spokesperson/s and/ or talent in line with your brand and goals while also appealing to your audience is a fine balance. We can tap into our extensive connections with talent agencies, professional MC’s, comedians and speakers.

• Location scouting - conducting site inspections will help identify the suitability of a location for filming. We can also suggest an alternative location if required from our ever-growing database of locations, venues and recording studios in all capital cities.

• Script writing and editing – it’s important to work out exactly what to say and how to say it and make sure all the key messages and topics have been included in your video. Preparing a script will help keep speakers/ talent focussed and clear, no waffling or forgetting things!

• Film permits - depending on the location of your filming, you may require applying for filming permits, mostly in public spaces. We can also provide and manage the signing of release forms to make sure you have legal permission to record people. 

• Risk management - identifying things that could go wrong and having a backup plan is just as important in video productions as it is in event production. From inclement weather to talent no-shows, anything can and often does happen so it’s best to be prepared.

Production (where the magic happens):

• Filming - lights. camera. action. All that pre-production is put into practice and filming commences. Whether it be a single camera, two cameras, drone, or Steadicam setup, we make sure we're using the right equipment for the shot. 

• Lighting - checking and measuring the amount of light and shadow being cast during filming and providing additional light or shade sources will provide a quality and consistent picture.

• Sound - the audio element of a video is just as important as the visuals. It’s essential to use good microphones and/ or audio recording devices to get a clear sound output with minimal background noise and interference.

• Prop management – from time to time, we need to purchase, hire or even custom-make props or whole film sets for a video, so we work with numerous prop warehouses, builders and suppliers. 

• Run sheet management - time is money when it comes to filming day; we follow a run sheet to make sure everyone and everything is on time, and nothing is missed or forgotten

Post-Production (the techy stuff):

• Editing - In the editing phase, we use our creative direction and take everything that we shot and create the video that sparks the most joy. 
• Animations - Whether it be animations to enhance your video, or a video made entirely of animations, animations can engage the audience in ways that traditional video can't.
• Audio mixing - Easily overlooked but equally important as the visuals, dialogue, music, and sound effects are all mixed appropriately to their desired volume to ensure a pleasant listening experience. 
• Colour grading – Next your video needs to pop! Colour grading is a powerful tool that enhances the image. From controlling saturation to black level and contrast, you need to ensure the video is looking as vibrant as possible.

Delivery (the final product and outputs):

• Completed video - we can provide the final version in any desired format in a variety of formats for use on a range of locations from your social media to your website, for large-scale projections at major events or even for TV broadcasts.
• Raw footage - we keep all clients raw footage on file – you never know if you might need to use or refer to the original footage again.
• Captioning - we can arrange for any audio to be transcribed and captions added to make your video accessible for people with hearing impairments and be viewable on mute.

 
Visit the video production page of our website to view other examples of work we’ve done in the past!
 
Whether you require our full range of video production services or just one or two of the editing and delivery elements; we can help you create new videos or update existing content to help you effectively connect and communicate with your audience. Give us a call to discuss your video production needs today.

The first event of its kind for the region; 2022 AgTech Summit - Growing Smarter in the Mallee was hosted by the Mallee Regional Innovation Centre (MRIC) in partnership with The University of Melbourne. Held at the SuniTAFE Smart Farm in Irymple, just outside of Mildura the Summit ran across two days - on Thursday 5 and Friday 6 May 2022 and included a networking dinner at a nearby venue on the Thursday evening.
 
In the past, this kind of event would be held in a big hotel conference room, however the benefits of hosting it at SuniTAFE Smart Farm became evident following our first site visit. By running the Summit on a working farm, we had the unique opportunity to offer LIVE demonstrations, practical workshops and farm tours alongside the traditional summit program of speakers and panel discussions. This provided a more compelling reason for people to attend and created a rich and engaging experience for attendees!
 
Growing Smarter in the Mallee 2022 attracted more than 200 attendees across both days and featured more than forty speakers, including leading industry innovators, growers and peak bodies, agriculture academics, Government ministers and company CEOs.
 
The Summit delivered a variety of talks, panels, workshops and demonstrations, showcasing the latest developments in agriculture and farming and facilitating collaborations and conversations to help address key challenges and opportunities for the future of the region’s horticulture industry.
 
Check out the full AgTech Summit program here and read on to find out more:
 
Better late than never…
Led by Georgia, Lou and Emily, with support from Chloe and several volunteers, the event had been originally planned for November 2021, but was postponed as a result of ongoing uncertainty at the time, putting everything on hold until early February. While this was less than ideal for everyone involved, the extra planning time allowed us to put together a comprehensive sponsorship prospectus and work closely with MRIC to help secure $63,000 in sponsorships for the event!

The annual Victorian Multicultural Gala Dinner presented by the Victorian Multicultural Commission marks the launch of Cultural Diversity Week. The 2022 theme was ‘Connecting Through Culture’ and this year’s event was especially significant as we came together after many months apart due to the COVID-19 pandemic.
 
JT. Production Management was proud to produce this mammoth event, kicking off the initial planning meeting in early December 2021 and accumulating 740 hours of work from four project managers and a total of twenty-four team members on event night!
 
​


Here’s some of the highlights:
 
Venue:
The Melbourne Convention and Exhibition Centre - MCEC, is made up of three adjacent buildings nestled alongside the Yarra River in South Wharf, an inner-city suburb of Melbourne, Victoria.
 
It was one of few venues that could hold the 1,400 guests but still meant we needed very tight tables and an accurate seating plan. MCEC also offers great views along with discreet and secure entry points for VVIP’s on the night including:

• Minister of Multicultural Affairs - The Hon Ros Spence MP
• Victorian Premier – The Hon Daniel Andrews MP
• Leader of Opposition - Matthew Guy
• VMC Chairperson - Vivienne Nguyen

 
To ensure we brought the space to life to reflect our vibrant community, JTPM created multiple activations within the event including:
1.Welcoming archway to pin point our brand, measuring 3m x 2.5m, we built a vibrate arch that signalled the entryway
2.Purple carpet media wall experience – located before the entrance to the main room featuring sponsor logos and used for photo opportunities, measuring 6m x 3m, this purple carpet experience brought a sense of vibrancy and VIP feel to the event
3.Secondary photo engagement – at the far right of the foyer, before entering the main room. Guests could contribute to the photo mosaic via a photobooth (supporting the community theme) and take hard copies of the images home with them.
 
Catering:
With guests from a range of cultural backgrounds, we had many different dietary requirements to cater for.
The MCEC food philosophy is vibrant, diverse, and celebrates Melbourne - a city famous for exceptional food. Passionate about quality and sustainability, the award-winning catering team sourced the finest and freshest local produce, and every dish is original, prepared in-house and by hand. Here's a sneak peek at the dinner menu:

Entrée

• Coconut poached chicken salad with green papaya, lemongrass, cashews and nahm jim GF
• Victorian seasonal vegetables, herb quinoa salad, labna and olive gravel V | GF

 
Main

• 16-hour braised red curry of Victorian Wagyu beef, compressed rice cake, Thai basil and lime GF
• Seared Victorian 3030 barramundi with saffron potato, baba-ghanoush and herb oil GF
• Green lentils with grilled king mushrooms and roasted root vegetables V | GF

 
Drinks

• Wines from Blue Pyrenees Estate, Bellvale Wines and Pettavel Reserve Red Quartet
• Beers and Seltzers from Mountain Goat and Moon Dog Breweries
• Cocktails: Myrtle Fizz and Spades Jam, and Mocktails: Sober Mule and Elderflower 

Theming :
Inspired by the weaving of tapestry our ‘Wishing Tree’ table centrepieces were co-designed between JTPM and Skunk Control, to represent the theme of connecting through culture. Made from recycled wood, the trees had multicoloured VMC branded ribbons hanging from the branches. Blank ribbons, sharpies and gold pins were also provided, and guests were invited to write a wish and swap it for the branded ribbons on the tree.
 
“Recognising traditions, recognising heritage, recognising values - together we make up the rich tapestry of life and we invite you to join us tonight in creating our very own works of art. Share with us your wish, your truth, your purpose - write it on your ribbon and trade it for one hanging on our trees. May these ribbons represent the vibrant multicultural community we have in Victoria and may your written wish come true.”
 
Everyone loved sharing their wish and wearing their branded ribbons - giving guests another way to interact and contribute to the event. Each guest also received a mini-native plant to take home as a memento of the night.
 
Some of the wishes that were made on the night included:
"Wishing for peace." 
"Stop the war in Afghanistan and uktane"
"love, respect, peace"
"I wish for equality and good opportunities for students"
"stop racism"
"I wish my children will grow up in a safe, kind and forgiving world"  "Less talk and more action from gov + orgs for equity and inclusion"
"peace and shared fellowship"
"I wish all migrant, refugee and asylum seeker women feel safe" 
"peace, brotherhood, empathy, resilience, love'
" a year without turmoil, conflict and war, communal support in the space of hardship"
"for emerging African communities to thrive"
 
 
Entertainment:
The Victorian Multicultural Gala Dinner showcased a range of talent 15+ performances, including 1x MC, 2x SLAM Poets, 10x cultural performances and a number of VIP speeches, each act required a unique stage and technical set up.
 
For example, our Chinese lion dancers arrived as a group of 25 performers, making it tricky to keep everyone organised among the other 48 artists. Coordinating enough rehearsal time for each of these acts in the lead up to the event was also a fun challenge to tackle.
 
In summary:
It was an honour to deliver this spectacular event on Saturday, 19 March 2022 – a celebration of Victoria's vibrant multicultural community with an unforgettable evening of fine dining, uplifting entertainment, and social and professional networking opportunities.
 
Like the wishing trees on our tables, the event was grounded in the common threads of human emotion and connection. We all make up the landscape of life - our roots, our branches - unique and strong and beautiful.
 
At JTPM, we are passionate about delivering events with purpose just like the Victorian Multicultural Gala Dinner. Check out the highlights video below and give us a call for support with your next event - no matter how big or small!

​Selecting just the right event venue is no easy feat. There are so many variables and options it can be a daunting task for anyone who has not done it before. It’s also one of the main things that can make or break an event, so it’s something we take very seriously - and so should you!
 
While you may have a favourite venue in mind, it’s important to create a realistic shortlist of venues that will specifically meet your event and business objectives. Here are 10 things we consider carefully before booking any venue:
 


​
1.    Size/ Capacity
How many people do you expect or want to attend? Will attendees be arriving and/or participating at the same or at different times throughout the day? It’s not just the total number of guests but the type of event we need to think about.  A standing cocktail event will require far less physical space than a formal sit-down dinner. Similarly, hosting 500+ people across an eight-hour or longer period requires a different kind and amount of space than catering for 500 in one sitting!
 
2.   Location 
Where does your target audience live and/ or work and how far are they willing to travel to your event? Do guests have to attend in person, or can you go partially or fully online?
 
A suburban venue will be ideal for a community organisation like a local council, while a national event or business such as Telstra may still prefer a central CBD venue. However, as hybrid events are becoming the norm in this post-covid world, the physical location may not always be dictated by geography and proximity.
 
You could also decide to hold a series of smaller events across multiple days or locations (like a tour or roadshow) which of course then means we’d need to find similar venues across all locations to keep things consistent.
 

3.   Look & Layout 
Aesthetics are important – so make sure the overall look and feel of your venue fit with your event theme and brand! The architecture and design of a venue can help create an emotional connection and a more pleasurable and successful experience for event guests.
 
Ensuring there is enough space for ‘traffic flow’ and for all attendees to have clear visibility of the action is also essential. People are not just numbers, and there’s nothing worse than getting caught in a human bottleneck and having to navigate through busy crowds when you need to go to the toilet or getting stuck on a table at the back of the room or behind a pillar and feeling forgotten and disconnected!
 
4.  Parking & Transport 
Inadequate parking or transport options can potentially cause disruptions and delays to both the event set-up and attendance. While we certainly need to make sure guests can get to the event, you may wish to recommend and check that alternative means of transportation such as PT or rideshare services are readily available. This is particularly important if you’re an environmentally conscious business. Just remember that a certain amount of parking will always be required, especially for staff and suppliers like caterers and tech support who need to bring in a range of equipment.
 
5.  Amenities 
Making sure there are enough bathrooms and running water may sound like a no brainer and most traditional venues will have this covered. However, if you’re hosting an outdoor event or choose a less conventional venue this is something you will need to check and think about. Using external suppliers and operators of essential amenities will impact your budget, event layout and attendee experience. Will your audience be happy to use a port-a-loo? Caterers will also need adequate kitchen and water facilities for preparing and serving food.
 
 
6.  Accessibility 
Providing inclusive and equal opportunities for people of all ages, backgrounds and abilities and making sure everyone can safely access your event is a legal and moral obligation we all have as human beings. This includes checking your venue for things like lifts, ramps and accessible toilets, baby change rooms, gender-neutral and LGBTGQ friendly amenities, and even audio and visual support.
 
7.    Sustainability 
It’s far more common for newer buildings and facilities to be designed and built with eco-friendly elements at the forefront, but it’s best to ask about these features if you’re looking at hosting an environmentally friendly event. Choosing a venue that uses solar power and recycled materials is a great way to further reduce your carbon footprint and demonstrates your commitment to fighting climate change. Read our blog - how to go green with your next event – for more tips.

8.    Technology & special effects 
What audio visual hardware and software will your event require? It’s important to think about and understand the type of content and/or presentations you intend to share. Modern venues may have some basic technology like big screens and speakers integrated into the space, while others will require you to bring everything in. Some venues will also have their preferred or in-house audio visual/ tech teams and while they can offer peace of mind as they are familiar with the venue, they may be limited in what you can and can’t do.
 
9.   Catering 
Certain event venues will have a list of preferred/ partner caterers and suppliers you can work with. Others will only offer in-house options which means you may not be able to use a particular celebrity chef or your favourite catering company. The cost and cuisine will also vary from venue to venue (as well as the caterer) so make sure you check these options.
 
10. Budget
The cost of hiring a particular space or room varies greatly - it all depends on the size, location and who the owner/ operator is. Some will throw in freebies or inclusions like access to WIFI and some parking, while others will simply quote you for an empty shell. We’ve worked with and built relationships with many venues over the years and can often help to negotiate a good deal, but it will always come back to your event vision, goals and of course – your available budget. 
 
Lots to think about, right? Don’t worry – you’re not alone and we do this all the time! Get in touch for expert advice, recommendations and support with picking and booking your next meeting or event space.

 

It’s not the first thing that comes to mind when planning an event, but the growing volume of video production work we have undertaken in the past two years indicates that it’s a fast-growing area for the meetings and events industry. In fact, we’ve had so much video work in recent months that we’ve officially welcomed Justin, our video production guru, to the JT family full-time!!
 
Back in 2020, an increase in video content was a natural result and reaction of being stuck in lockdown and needing to communicate or entertain through online events and platforms, but even as we open up and return to event-life as normal, we continue to be inundated with requests for pre-recorded content to be used across in-person, online and hybrid events alike.
 



​
​​Why is video content important and essential?
 
People digest information in a variety of ways. According to learning research and theory, there are four main learning styles - visual, reading and writing, auditory (sound) and kinaesthetic. There is often a tendency for someone to do better with one of these styles over the others.
 
Every individual is unique and will have his or her preferred way of learning that enables them to take in, understand and process information better, as well as create a stronger emotional connection. Visual learners, for example, find it easier to retain information and stay focussed when it’s being presented as images or graphics, including charts and diagrams.
 
In-person events will always be powerful due to the physical proximity of all the action, but if there are not enough visual cues and supports in place, some people may still find themselves feeling disconnected or disinterested. Traditional in-person events have mostly catered for kinaesthetic and auditory learners but thanks to the pandemic, we have finally come to see that video and visual content has an important and beneficial role to play too

What kind of videos can we produce?
 
Here’s five examples of video content we’ve been creating lately:

• Speeches and announcements - particularly useful if your main speaker/s are located interstate, overseas or cannot attend an event.
• Testimonials and endorsements - include special guest appearances or messages from ambassadors, well-known personalities and even celebrities without having to fly in them in!
• Storytelling aids and enhancements - including visuals to support your narrative to help keep your audience interested, engaged and connected. We often use live illustrators too!
• Educate and explain - video content can help explain and demonstrate new, unfamiliar or complicated products, concepts and scenarios such as financial or technical information. 
• Entertainment and humour - keep things light and fun at your next event by including a customised skit or song performed by a professional comedian or musician. All content can be tailor made for your brand or industry with inside jokes or key words or phrases included.

 
Three benefits of using video content for events:

• Stay in control: events can be unpredictable but using pre-recorded video content instantly removes an element of risk from your event. With video, you can rest assured that speakers will show up and stay on message - no embarrassing slip ups or surprises. You also have the benefit of editing and can add things like music or special effects to create engaging and entertaining content that is totally within your control.

• Spice things up: mixing up how you deliver your event content will keep things fresh and interesting. We recommend including a balance of passive and participatory segments, as well as in-person to virtual elements to create a dynamic and captivating event. Variety is the spice of life, as they say.

• Content is king: not only will you have a professionally created record of the event, but you can also re-use or share the video content on your website, YouTube or Vimeo channel, in e-newsletters, or across your social media platforms following the event. This is a great way to keep the event vibe alive, by staying connected with your event guests and reaching out to those who were unable to attend via different mediums.

 
We’re excited about the endless possibilities of video content… Get in touch with us to chat about using video content content for your next meeting or event!  

​As live events and festivals continue to experience disruptions and restrictions, hybrid events are becoming more common - but more than just a tool for reducing potential health risks, we predict this dual in-person and online option is set to become the preferred event delivery method of many national and international organisations, pandemic or not!
 
Not only do hybrid events allow us to bring together people from totally different sides of the country (or world) for a common purpose and goal, but they also provide all the capabilities of the latest online event technology - while still incorporating the good old-fashioned energy and engagement that only real-life interactions can bring.  

“Life can only be understood backwards, but it must be lived forwards” according to Danish philosopher, Soren Kierkegaard - and never have these words felt truer as we stand on the bridge between a wild and wonderful 2021 and a hopeful 2022.
 
It’s been both a challenging and rewarding year of ongoing uncertainty and change, especially for the events industry, so we wanted to take a moment to look back and reflect on all we have learned, achieved and enjoyed as we look forward to a short break over the holidays to recharge and prepare for a cracking new year!


​
Our year in review - here’s our top five achievements and memories of 2021:

1. We delivered 143 events - a massive 120% increase on the total number of events delivered when compared to 2020
2. Our team has increased by 142% - growing from just seven to 17 staff
3. We won ‘Best Live Experience Agency’ in the Australian Enterprise Awards
4. Quotes of the year - “you’re on mute” & “please check in via the QR code”
5. Hybrid events were very much the hero of 2021 (giving us the ability to bring people from around the country and world together) but we were pretty excited to finally be able to deliver two in-person events in November - the Western Chances Good Business Forum and the Josh’s Rainbow Eggs & Macedon Ranges Business Awards - and can’t wait for lots more…

Top 5 event production tips/ lessons - although, you could apply these to any industries really:

1. Always share your learnings, success stories and headaches with your colleagues; you might just have the answer that’s keeping them up at night and vice versa - Melinda
2. It’s important to always have plan A and B, especially in this forever changing world - Chloe
3. Always check the mute button - Olivia
4. Always get an extra set of eyes to look over your work - it can be very easy to miss a few details - Angeline
5. I've learnt so much about online platforms and technology and my biggest tip would be to ask questions and for help when you need it. Your team will be there to support you – Opal

 
Top 5 JTPM team highlights of 2021:

1. Managing and delivering an online event with 72 recorded presentations, 5 keynote speakers and 8 hosts, an AGM and a Breakout session - it was incredible how all 86 presenters involved were all able to connect virtually over the three jam packed days. I didn't know I was capable of pulling off such a complex event - Melinda
2. Delivering a 3-day virtual conference which included over 7 different time zones with each day having a minimum 10-hours of content – Olivia
3. Delivering two large awards nights in 4-days to bring me back to the long awaited in-person event buzz! One of these was special in the way that it was for my home council, celebrating the business in my community that have thrived in challenging times, and the other was at the beautiful Forum Melbourne which was the largest operation I have led – Chloe
4. My highlight of the year is actually working everyday with the best team. I've learnt so much in the last 11-months, more than previous jobs and university. It is so great to be part of a team that's so nurturing and understanding of your skills and goals. #DREAMTEAM - Victoria
5. Working on the Premier Sustainability Awards, it was a special experience and so inspiring. Another highlight would be joining this amazing team. Everyone works so hard, is motivated and encourages each other to do their best. I'm so blessed to be part of JTPM family - Opal

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​It doesn’t matter how ‘cool’ or well-planned your event is if people don’t know about it! As end-to-end event producers, we help our clients at every stage - from the planning and promotion to execution and evaluation, and from our experience Email Marketing is one of the most effective tools when it comes to promoting an upcoming event.
 
Email Marketing or EDM’s should never be an afterthought and the earlier you start, the better. It’s through these regular and engaging email communications, that you will be able to directly target and communicate with past and current customers or clients, and anyone else who has explicitly expressed interest in your business or event. These are your ‘warm leads’ and the most likely to support and attend your event!

Your subscribers list or database is the most valuable marketing asset you own and should be nurtured and protected at all times. If you want to be really clever and targeted with your Marketing efforts, you can personalise your EDM’s to specific groups of people or individuals by segmenting and managing your database. For example, you can address people by their first name, remember their birthday and send special offers, or even have one EDM go out to those who have already purchased a ticket, and a different EDM to those who may still be considering.
 
One of the best things about EDM’s is our ability to track and monitor their effectiveness. These results give us valuable information to help make future communications even more successful.
 
Make sure you’re able to measure:

• Open rates - how many people are actually opening and reading your EDM? (event industry average is 21% - but this may also depend on your specific business industry too)
• Click rates - how many people are clicking on your EDM? (2.3% events industry average)
• Links - which links are people clicking on, what content are they most interested in?
• Sales/ bookings - are people purchased a ticket or enquiring, and if so, how many?

 
The event experience starts from the moment someone first hears about it and continues well after the lights go out at the venue. Think of EDM’s like the icing on a cake, holding all of the ingredients together and making it look and taste just that little bit sweeter.
 
Want more tips on how to plan a successful online or in-person event, or ways to go green at your next event? Check out some of our other blogs HERE.
 
Need help with planning, producing and marketing your next event? Get in touch today.

​We enjoy the flexibility and creativity of working online, but with restrictions slowly lifting we can’t wait for real life events to return. But it’s not ‘business as usual’ just yet.
 
It’s still important to plan covid-safe events (read our recent blog on this) to protect the health and wellbeing of your attendees and staff, and it appears density limits, vaccination and hygiene requirements are likely to remain in place for some time; affecting the way future events need to be run.  
 
So, as we enter another phase of change and innovation, here are three of the main things to consider when planning an event for the remainder of 2021 and beyond:

​Make every decision intentional - begin by outlining your goals and being clear on what you’d like to achieve. Your objectives will help to guide your planning and decision making, regardless of what happens or changes along the way.
 
Remember to make your objectives SMART - specific, measurable, achievable, realistic (or relevant) and timely. While we’d love to have as many people attend our events as possible, restrictions on travel and venue capacity will be an important factor in the coming months.
 
Some key questions to ask at this stage include:
a)What’s the purpose of your event – what do you ultimately want to achieve?
b)Who do you want to engage – where are they located, what do they want?
c)How can you be inclusive, especially if you are planning a hybrid event?
d)How can you be sustainable – climate change is issue we all need to address? Read our blog on going green at your next event here.
e)What is your budget – will your event be ticketed and bring in revenue?

​Virtual, hybrid or in-person? Take the time to thoroughly explore and decide on the best format for your event and audience. For a state-wide, national or international organisation or gathering a hybrid event may be the most inclusive and viable option, while an in-person event would be ideal for smaller or local events. There are many other variables to consider, however, including the type of event and your budget – make sure you look at the full picture before making your choice.

​A thorough risk assessment should always be part of a good event management plan, but with ongoing restrictions, border closures and uncertainty, it’s even more important to be open to the possibility of sudden changes or disruptions.
 
Plan for all possible scenarios and consider whether you would postpone, cancel or convert your event to online. Understanding what’s involved and the costs of cancelling or converting your event from the start means you’ll be ready to tackle any unexpected last-minute surprises – pandemic or otherwise.

​Trust us - Zoom fatigue is real! But don’t worry if you decide to or have to take your event fully or partially online - we have plenty of ways to make it just as fun, engaging and memorable as in-person events.
 
Here’s some more quick ideas and tips that will help to shake up and refresh the standard online event experience:

• Keep it simple - make the online platform easy to use for attendees and presenters to use; we don’t need any more barriers or excuses for people to log off.
• Explore new tools – event technology is constantly developing, especially during COVID, so you don’t have to stick with the same platforms (like zoom) you were using in 2019. There’s probably something better out there now!
• Provide choices - give attendees plenty of options with a variety of breakout, group or chat rooms tailored to their interests and needs.
• Find balance - incorporate breaks and opportunities for networking and interactions into the program, how about a mini yoga or meditation session?
• Fun and entertainment – include music or comedy performances, branded virtual photobooth or even a trivia game.
• Gamification and prizes - run a competition or giveaway to help incentivise and encourage participation; make it fun and of value to your audience.
• Home delivery kits - offer a home delivered pack; it could include food and beverages, event program and materials and/ or a special thank you gift.

 
Read more our top tips for successful online events here and our thoughts about the future of online events here – yes, they’re here to stay!
 
Need help with planning and producing your next event? JTPM offers end to end solutions that will be sure to make an impact - get in touch today.