How you can minimise stress on event day

You have the event plan etched in your brain and you have briefed your staff for the umpteenth time. You find yourself pacing the floor, just wondering when something will crop up and ruin your plans.

As event planners, there is always that nagging feeling that something will go awry on event day. That is because things you never anticipated to happen have happened! But the best event planners are those that can sooth those nerves and not allow it to consume their spark and energy on event day.

These are a few ways you can minimise stress on event day so that you can remain focused on executing a great event and enjoy the process more.

Photo Credits: Attendly.com

Photo Credits: Attendly.com

1. Consider a Plan C

Plan B is not enough.

Although there is no need to put too much effort into executing contingency plans, you should still think about all the possible things that could crop up and devise mini plans to deal with them.

For instance, consider what happens if you have an over or undersubscribed event. Know what you need to compromise ahead of time and your priorities so that you can make decisions on the fly when bad occurrences force you to scrap some of your plans.

Photo Credits: thecitycollection.org

Photo Credits: thecitycollection.org

Give yourself buffer time to deal with last minute things that crop up. The key thing is to think of the worst case scenario (that is likely) and a solution to it. If luck stays on your side, then use the buffer time as time to take a breather. Remaining calm can help you prevent careless mistakes and minimise stress.

2. Consistent face-to-face communication

Run through important details with staff and third-party suppliers or partners in person as much as possible. Remember, physical contact > skype > phone calls > whatsapp, texts and emails > social media.

A lot of stress and unexpected problems crop up because of miscommunication or lack of communication. Ensure that you clear any misunderstandings, set expectations and verify assumptions through face-to-face communication. Even if you do use online methods of communication, always follow up with a couple of face-to-face meeting or Skype (if it’s impossible to meet physically).

Image of company of successful partners discussing business plan at meeting

Photo Credits: abhinavpmp.com

3. Keep up with social media

Social media and email response rates are vital evidences for event planners to stay up to date with public sentiments about the event and pre-empt problems.

Keeping updated constantly gives event planners the opportunity to solve the problems and correct negative sentiments in time. Consistently engage your audience up to event day so that you won’t get shocked by a sudden drop in attendance. Moreover, engaging your audience effectively can increase event awareness as well as keep your event in your event-goers’ memory.

4. Event management software

There are plenty of free and paid software providers in the market. Event management software can help event planners focus on the most critical aspects of the event. By outsourcing tedious, repetitive and yet essential processes, event planners are relieved of the stress of overseeing these tasks and can be more flexible and creative in making the event memorable.

Event management software such as EventNook offers a fully integrated online to onsite registration solution, helping you deal with the stress of event ticketing, event registration, onsite event check-in and event tactical promotion. You can easily set-up event micro-sites without having to code while the user-friendly iPad app dashboard helps you monitor event attendance easily.

event management software

5. Have a good night sleep and a full breakfast

Noone wants to work with a stressed out, overtired and hungry event planner. Do yourself and your team a favour by taking care of your well-being. This will help you stay alert so that you are able to think on the spot and remain undaunted in the face of unexpected problems

 

Minimise event stress today with EventNook’s online ticketing and registration solution!

Whether it’s free or paid, EventNook can help you with online event registrationevent ticketing and onsite event registration and check-in!

 and for Free events!

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Top 5 venues in Hong Kong for concerts and banquets

Hong Kong offers many cosmopolitan venues great for large-scale concerts, corporate seminars and banquets. These top 5 venues in Hong Kong bring the best of the East and the West, as well as scenic views of Hong Kong’s hilly landscapes.

1. East Hong Kong, 29 Taikoo Shing Road, Taikoo Shing

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East Hong Kong offers a waterside view of the spectacular Hong Kong skyline and its distinct hill landscape. It is great for relaxing banquets, seminars, corporate functions and social functions because of its ceiling to ground windows that let in plenty of natural light.

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2. Harbour Grand Hong Kong, 23 Oil Street, North Point

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Located in the heart of Hong Kong Island, Harbour Grand Hong Kong is conveniently located near to commercial, exhibition centre, shopping and sightseeing spots in Hong Kong.

All rooms in this venue have access to stunning views of the Victoria Harbour and guest rooms are fully equipped with a multi-purpose Fax / Copy / Scanner / Printer. Bathrooms are also incorporated with LCD monitors to keep busy executives abreast of the latest news.

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With a total of 12,685 square ft of meeting and banquet space, the 6,200 ft square pillar-less Grand Ballroom with 22-feet ceiling height can accommodate up to 700 guests in theatre-style. The seven function rooms are flexible in configuration and are perfect for banquets, seminars and conferences.

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3. Kowloonbay International Trade & Exhibition Centre, 1 Trademart Drive

kowloonbay-international-trade-exhibition-centreslide3Located in Kowloon Bay, KITEC (Kowloonbay International Trade & Exhibition Centre) is a fully integrated exhibition and convention centre suitable for banquets, seminars, concerts, public shows and exhibitions. It includes 8,300sqm of exhibition and convention space and function rooms. “Star Hall”, capable of accommodating 3,600 audiences, is a perfect venue for premieres and entertainment activities.

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4. AsiaWorld-Expo, Hong Kong International Airport

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AsiaWorld-Expo is well-suited for professional exhibition organisers, exhibitors and visitors. The world-class exhibition venue offers a total of more than 70,000 square metres of exhibition space, including 10 ground-level, column-free exhibition halls with high ceilings.

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AsiaWorld-Expo, Arena is equipped with premium acoustic panelling systems, modular seating systems and star-quality backstage facilities. Since its opening in late 2005, AsiaWorld-Expo has been Hong Kong’s venue of choice for a number of successful, large-scale international exhibitions, including ITU TELECOM WORLD 2006, a series of China Sourcing Fairs and the Asian Aerospace International Expo and Congress.

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5. Cyberport Conference & Exhibition Centre, 100 Cyberport Road

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Cyberport Conference & Exhibition Centre (CEC) offers a wide range of indoor and outdoor venues, all set in spectacular surroundings on the low-rise, low-density site by the shore of the South China Sea. It meets the needs of all occasions in Hong Kong– from seminars, training sessions and conferences to promotions, exhibitions and charity events.

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With its elegant and spacious environment, inspirational and creative setting, well-equipped facilities, full catering capabilities and an experienced event management team all in one, Cyberport CEC is one-of-a-kind, making it the ideal venue for every organiser who wants to impress its audience and guests in Hong Kong.

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Looking for your next event venue in Hong Kong?

with EventNook’s newly launched venue directory FREE and get access to the best venues in Singapore, Thailand, Malaysia, Myanmar and Hong Kong for any type of event (corporate function, weddings, parties, product launches, etc.)

Organizing or Planning an event?

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What your Myers-Brigg personality type says about you as an event organiser: Part 2

The MBTI framework is a great tool to better understand our natural inclinations as an event organiser. Rather than defining certain traits for a successful event planner which is really limiting, why not understand how each and every one of us can contribute what we do best naturally. It is not about finding out whether our personality is suitable for event planning. Rather, it is about understanding how we work best.

INFJ- The Advocate

Quiet and mystical, yet very inspiring and tireless idealists.

Photo Credits: shoppingdamour.com

Photo Credits: shoppingdamour.com

Strengths

INFJ event planners are great team players, often very democratic in their approach. They will make everyone they work with feel important, from venue owners to transport people as well as their subordinates, defusing tensions whenever they arise, and making the working environment open and egalitarian. Their ability to create such a favourable workplace will greatly improve communication within the team as people are encouraged to voice out concerns honestly, allowing the event organiser to obtain accurate on-the-ground information.

Weaknesses

INFJ event planners are more concerned with finding meaning and fulfillment in their work. Many events can help them fulfill this need, in particular charitable events, community events and the likes. However, INFJ event planners need to understand that the job contains significant mundanity (like most office jobs) and they still need to give their all and prove themselves worthy of bigger things. In addition, their strength of seeking to understand all sides to the story can be counterproductive in urgent, unexpected situations that often crop up in event planning. INFJs need to learn to be assertive and take charge of the decision making process rather than listen to what everyone has to say.

 

INFP- The Mediator

Poetic, kind and altruistic people, always eager to help a good cause.

Photo Credits: Institute of  Event Management

Photo Credits: Institute of Event Management

Strengths

INFP event planners are able to make any mundane event meaningful and inspirational. Their ability to see the best in everything means they are able to approach any event with fresh insight as well as spot opportunities from miles away. They are great marketers, abled in manipulating words to create messages that resonate and communicate with people on deeper levels. They will market the hell out of any event, squeezing every bit of it to create a meaningful narrative that people can relate to. In particular, they are able to persuade from an emotional and philosophical standpoint best.

Weaknesses

INFP event planners don’t respond favourably to criticisms and this can make being an event planner difficult. Event planners need to be in close proximity to a devil’s advocate to prevent oversight of details. They have to be extremely open to criticisms and be able to respond swiftly to them so that things don’t go wrong during the event. Sometimes, INFP event planners can plan out the whole event in their head and get swayed over by their own plans that when someone comes to burst their bubble, they deflate entirely. INFP event planners need to get used to criticisms and come to love them, if they want to make sure they plan events that will run smoothly and successfully.

INFP are big thinkers and they tend to gloss over details and practicalities to focus on the bigger picture of the event. Things like strategic marketing and how the event value-adds to event attendees will preoccupy their minds. Therefore, INFPs need to surround themselves with people who have an eye for detail to help them see their blind spots.

 

ENFJ- Protagonist

Charismatic and inspiring leaders, able to mesmerize their listeners.

Photo Credits: woman.thenest.com

Photo Credits: woman.thenest.com

Strengths

ENFJs are happiest in their job when they get to satisfy their event-goers with a good experience. This fundamental motivation makes ENFJs natural event planners. They are driven to know about the motivations and desires of other people, aka event-goers and will work to achieve them as much as possible. Their sociability and desire to improve the situation of others make them great at engaging clients planning events, or event-goers. ENFJs are also quick-learners and efficient multi-taskers, making them able to work on parallel events all at once. This is a valuable trait for event planners who often have to focus on multiple things going on at once, without losing the balance.

Weaknesses

ENFJs have a tendency to take on more than they can chew. As event planners, they may over promise clients because like their counterparts above, they may not be fully aware of the practicalities and limitations, while their drive to please will cause them to become a Yes Man. But most experienced ENFJs won’t fall into this trap. However, it may be difficult at first to understand how to work with limitations and turning those limitations to plusses, rather than making one’s own work tougher to do. Sometimes, it’s better to think of better alternatives than to try to fulfill all of what the clients set out to do.

 

ENFP- The Campaigner

Enthusiastic, creative and sociable free spirits, who can always find a reason to smile.

Photo Credits: Santa Barbara Wedding Standard

Photo Credits: Santa Barbara Wedding Standard

Strengths

ENFPs are extremely independent but love working with people at the same time. They are great listeners who are able to not only understand what their clients and event goers want, but are also able to synthesize different ideas from different people and connect the dots, forming an even bigger and better idea. Event planners of ENFP personality are creative but not in the nature like their counterparts who think of ideas in their head. Instead, ENFP listen to the various needs and wants of event-goers and bring them together into a holistic whole. While they love working with people, they do not depend on others to be efficient. They are able to think for themselves and in fact, relish the freedom from micro-management.

Weaknesses

ENFPs are also at the danger of over-listening. They may pick up signals that throw them off and make communication more convoluted than it was meant to be. This is dangerous for event planners who are highly exposed to a variety of people in their work, from within the office to the entire event industry including people doing venues, catering, performances, staging, audio, transportation, construction, marketing, etc. ENFPs are vulnerable to work stress originating from interactions at work. ENFP event planners who may have stepped on someone’s toe during an event will feel the effects long after the event. ENFPs need to learn how to desensitize themselves without losing their trademark of being great listeners.

 

Of course, event planners do not exclusively fit into neat categories. They can span different personality types. Furthermore, personalities do not demonstrate skills which are even more important for event planners. Personalities are great for telling us our natural inclinations and what we need to work on.

 

Stay tuned to Part 3 for more analysis for other personality types and read up on Part 1 (INTJ, INTP, ENTJ, ENTP) here!

Reduce the headache of manual event registration and free up time to plan more innovative events with EventNook! Try out our online event registrationevent ticketing and onsite event registration and check-in!

 for Free events!

Credits to 16personalities.com for the general analysis of each personality type

Offbeat SG50 events you didn’t know about

With the jubilee weekend upon us, most Singaporeans will be scrambling to places like Gardens by the Bay, Singapore Zoo and Sentosa to enjoy the discounted entries and various SG50 free events. But apart from these large-scale SG50 events, there are also some offbeat, alternative and unique SG50 events that celebrate Singapore in their own special ways. Here are some events that you may not have known about in the upcoming weeks, including post national day events as well!

1. *Scape Marketplace Jubilee Edition

When: 7 Aug- 9 Aug (10pm)

Where: *Scape Market Place

Celebrate the long weekend with great shopping perks and nosh at the *SCAPE Marketplace, a shopping flea market event! Expect a wide array of uniquely Singapore merchandise or exclusive SG50 promotions, and discover up-and-coming local brands selling artisanal, handcrafted and self-designed goods.

Plus, if you come dressed in red or white on 8 and 9 August, you will receive free Gong Cha vouchers to quench your thirst while shopping! Not only that, *Scape will be giving away free Kacang Putih to all shoppers during those two days.

Photo Credits: *Scape Singapore

Photo Credits: *Scape Singapore

 

2. Singapore 2015 World Stamp Exhibition 

When: 16 Aug 2015, 10am-8pm

Where: Sands Expo and Convention Centre, Exhibition Halls B&C, Level 1

Singapore plays host to one of the world’s most high profile events in the Philately community, the World Stamp Exhibition in conjunction with her 50th Year of Independence!

Learn about Singapore’s history and culture through the mysterious world of philately and stamp collection. This free event will bring you on a colourful and insightful journey of how our familiar stamps are closely intertwined with Singapore’s historical and cultural icons, and have evolved to incorporate technology and popular culture, with an exclusive showcase of Singapore’s first Augmented Reality (AR) stamps, and commemorative stamps.

If you want a unique perspective on Singapore’s past, present and future, then this event may be for you!

Photo Credits: tanwj.com

Photo Credits: tanwj.com

 

3. Official Durian Run Singapore

When: Aug 15, 2015, 4.00 pm – 8.30 pm

Where: Sembawang Park Singapore

End of a great run with durians at this uniquely Singaporean marathon event! The marathon celebrates the best of Singaporeans who work hard to finish the race, and play hard by feasting on delicacies. And the best part is that you won’t feel too guilty stuffing durians in your mouth after the run when you have already burnt off those calories!

durian run

Looking for unique events in Singapore?

Download the Celebrate SG50 app or visit EventNook’s Events in Singapore page to find more events that suit your interests!

Need an efficient registration or ticketing system to manage your event?

Whether it’s free or paid, EventNook can help you with online event registrationevent ticketing and onsite event registration and check-in!

 and for Free events!

 

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