Module 2-Events 3.pdfadasdadasdasdadadaad

Learning Objectives:
At the end of this course, the
students should be able to:
∙ Demonstrate familiarity with
meetings and conference
∙ Intensify the knowledge in identifying
different types of meetings and
conventions

∙ Critically comprehend the
understanding on the various sources
of data
∙ Demonstrate competencies in
identifying the suppliers and
intermediaries and their roles

∙ Demonstrate familiarity with the
objectives of a meeting
∙ Comprehend knowledge about the
profile of a meeting

∙ Comprehend knowledge about the
profile of a meeting
∙ Realize the understanding
regarding the participants

∙ Internalize the competencies in terms of
financial considerations and creating
prospectus

Module 2-Events 3.pdfadasdadasdasdadadaad

Importance Of Event Data And
How To Collect It

How To Collect It
Face to face events is an important part of
an organization’s marketing budget.
Hosting an event to promote your business
is a fantastic way of creating brand
awareness and connecting with potential
customers and partners.

How To Collect It
When hosting events, it is very critical to
collect crucial event data, which eventually
proves handy for future analysis.

How To Collect It
Data analytics continues to become an
important key to understanding and
reaching prospects and consumers,
therefore, making it crucial for all
organizations to understand.

Understand What You Want To
Measure?
Even before you start planning your event,
think about the data you want to collect and
track for the success of your event.

Measure?
Whether it’s as simple as the number of
people who attended the event, or
complicated as attendee satisfaction and an
itemized satisfaction rating, every data
point can be useful.

Measure?
You need to determine the type of data
that will give you and your organization
the most useful results.

Measure?
Once you’ve understood and determined
the data you want to measure, create a
plan to effectively collect this
information.

Understand What You Want
To Measure?
It is a good practice to collect data
before, during and after your event.

To Measure?
Build an email, survey or social media
post before the event, so that you can
send it immediately after your event is
over.

To Measure?
You can change the method of collecting
data so that it doesn’t become
monotonous for your attendees.

To Measure?
Figure out which platform works best for
you and the methods that allow you to
effectively collect the data you think is
most valuable for your organization.

How to Effectively Gather the
Event Data?
1. Pre-event
Generally, it is a good practice to keep track of
the number of people who are invited to the
event. Later you should compare this data with
the number of people who actually attended your
event.

Event Data?
1. Pre-event
For people who did not turn up to your event,
send out a survey asking them the reason why
they did not come.

Event Data?
1. Pre-event
Providing specific answers like “scheduling
issues” or “I wasn’t interested”, along with
open-ended questions can surely help you
analyze what can be relevant to the potential
attendee for future events.

Event Data?
1. Pre-event
Another data point to track before the event
is how people are finding out about your
event.

Event Data?
1. Pre-event
You can create a survey email or provide one
on social media to the people
who have registered for your event.

Event Data?
1. Pre-event
Whether it is through your website, or
an email, a digital ad copy or social media,
it is vital to know the source so that you
can hone your marketing concentrations in
the future.

Event Data?
2. During event
Social media is a quick and easy way to
gather information from your attendees
during the event.

Event Data?
2. During event
Use hashtags and encourage your attendees to
share posts using the hashtag. This way you
can see how many attendees posted using the
hashtag and how many engagements it got.

Event Data?
2. During event
If you have a little extra budget and multi-
session event, then you can also use RFID
technology to understand which session was
the most popular.

Event Data?
2. During event
You can then use it to craft content for your
future events. Similarly, mobile event apps can
also help you track crucial event data and help
you measure engagement and popularity of
different sessions.

Event Data?
3. Post Event
Once your event is over, you should send
another survey to understand the success of
the event.

Event Data?
3. Post Event
Make sure to ask specific questions in your
survey to know what was impressive and
what wasn’t.

Event Data?
3. Post Event
Be as specific as you can. The specific the
question; the better the feedback. Create
questions that can help you answer critical
questions pertaining to your organization.

Sources of Data for Next Event
Your first event was a chance to collect
information about what worked and what
didn’t, as well as get hints as to what people
want next.

Types of data that you can use in
your planning:
1. Quantitative data is the easiest type of
data to analyze. It’s based on cold, hard
numbers that you can start analyzing
straight away.

your planning:
2. Qualitative data is a little harder to analyze.
It’s data based on opinions and thoughts, so
it’s more difficult to group together into
trends. However, you’ll often get much
stronger insights from this information as to
why something is happening.

your planning:
2. Qualitative data
In order to get the most out of the data you’ve
collected, you’ll need to use both types.

your planning:
2. Qualitative data
The two data sets complement each other, with
qualitative data showing you what people
thought of your event and what they want next,
and quantitative data highlighting areas you
need to prioritize.

Sources of data you need to use to
make your next event an even
bigger success.
Qualitative source #1:
Feedback surveys
No matter how tired you are post-event, never
skip sending out a feedback survey at the end.
Whether it’s as attendees are leaving or by
email a few days later, people are likely to
Respond while the event is still fresh in their
mind.

bigger success.
Feedback surveys
With these surveys, it’s a great time to ask what
your customers felt worked well and as equally
important – what didn’t. You’ll likely get a wide
range of answers, including those you’d never
considered previously. That’s one of the benefits

bigger success.
Social media
The last time you ran an event, did you
have your very own hashtag? If so, there’s
a wealth of data waiting for you on social
media.

bigger success.
Social media
Make note of what people are saying about
your event; was it positive or negative?
More specifically, what aspects of the event
were they talking about?

bigger success.
Social media
One of the great things about social media
is that you’ll get feedback from people who
were unable to attend too, simply through
the interactions they have with attendees
live tweeting.

bigger success.
Social media
Can you figure out from their responses
why they didn’t attend and is it something
you can change in the future? An obvious
barrier might have been the pricing or the
timing.

bigger success.
Conversations
• Simply asking people what they thought.
You’ll get some of the most
valuable feedback if you straight up ask for the
information, and what better way to do it than by
talking to attendees?

bigger success.
Conversations
• Be wary of compliments.
Just because someone’s telling you your event is
great’ doesn’t necessarily mean that’s what they
really think. Differentiate between ‘compliments’
and ‘commitments’. Instead of asking them what
they thought, ask them if they’ll come back next

bigger success.
Quantitative source #1:
Attendance numbers
Compare the number of registrants you got to
the number of attendees you had. While some
people might have simply had a last minute
change of plan, if there’s a big difference it may
be that your event was marketed well, but

bigger success.
Attendance numbers
If you’re running a conference you may have had
several workshops running during the day. Check
out the attendance numbers of each and you’ll be
able to see which topic was the most popular.
Perhaps you could delve into more detail on that

bigger success.
Event traffic
Keeping track of which areas of your event were
heavily trafficked will tell you what your
customers are interested in.

bigger success.
Event traffic
At your exhibition, was there a particular exhibit
that drew the most attention. Could you expand
on the themes that exhibit explored? Or work
with that team to create a brand new event?

bigger success.
Event traffic
How did that particular exhibit showcase
themselves? Was it because they were getting
attendees involved in an activity as opposed to
just lecturing them? Take inspiration and use
that next time.

bigger success.
Your content’s engagement
The last source of data is often overlooked despite being
such an obvious choice. Most businesses these days have
some form of online presence, whether it’s a website or
on social media. The content that you share will give you
some kind of indication as to what your audience is

bigger success.
Don’t simply look at the content that got the most views,
but the content that also got the most engagement. Are
there themes to be pulled out in terms of topics, format
and so on.

bigger success.
If you’re looking at social posts, visit the respective
analytics tool and check out the engagement rates. How
many people commented, liked or shared your posts?

What is a Buyer?
A buyer is a person who purchases
goods or services for personal or
business reasons.

What is a Buyer?
The term buyer is also used in
finance, real estate, and investing to
refer to someone who purchases an
asset with the intention of holding it
for a long-term period.

Example of buyers:
Purchasing agent is responsible for
buying materials and supplies for a
company.

Example of buyers:
Marketing manager may be
responsible for buying advertising
space.

The Different Types of Buyers
When it comes to buyers, there are
four main types: private buyers,
first-time buyers, trade buyers, and
institutional investors.

1. Private buyers are individuals who
purchase a property for their own
personal use.

2. First-time buyers are just that –
people who are buying a property for
the very first time.

3. Trade buyers are usually
developers or builders who buy
properties in order to renovate or
redevelop them.

4. Institutional investors are large
organizations that purchase
properties for investment purposes.

The Role of a Buyer
As a buyer, you play an important role
in the purchasing process. You are
responsible for ensuring that the
products or services your company
purchases meet quality and cost
expectations.

The Role of a Buyer
You must first understand the needs
of your company and then identify
potential suppliers that can provide
the goods or services needed.

The Role of a Buyer
As you identified potential suppliers,
you will need to evaluate them to
ensure they are capable of meeting your
company’s needs.

The Role of a Buyer
Once you have selected a supplier, you
will work with them to negotiate pricing
and terms of purchase.

The Role of a Buyer
You will also be responsible for
monitoring the performance of the
supplier to ensure they continue to
meet your company’s needs.

The Skills a Buyer Needs
A buyer is someone who is responsible
for making purchasing decisions within
an organization. The skills a buyer needs
include the ability to research and
evaluate suppliers, negotiate prices, and
manage contracts.

The Skills a Buyer Needs
A buyer must also be able to
understand the needs of their
organization and match them with
the products or services that are
available.

Education and Training for Buyers
As a buyer, it is important to have a
strong understanding of the market in
which you are buying.

This includes keeping up with
industry news and trends, as well as
being aware of the different types of
products and services that are
available.

Buyers must also be able to negotiate
effectively to get the best possible
price for their purchase.

In order to be successful, buyers need to
have strong communication skills. They
should be able to clearly articulate their
needs to sellers, and they should also be
good listeners in order to
understand what sellers
are offering.

Buyers should be able to build
relationships with sellers in order to
create trust and mutual respect.

Buyers also need to be organized and
detail-oriented in order to keep track of
all the information they receive during
the buying process.

Buyers should also be able to think
critically in order to evaluate different
options and make decisions that are in
their best interests.

Education and training for buyers can
come from a variety of sources. There
are many books and online
resources that can provide buyers with
helpful information.

Attending seminars or workshops
related to buying can also be beneficial.
Buyers can also learn from experienced
colleagues who can offer guidance and
advice.

Who are the Suppliers
of the Events?

Who are the Suppliers of the
Events?
The event industry is becoming
increasingly competitive. How can
you gain a competitive edge over
other event organizers?

Events?
The success of events and programs is
dependent on event providers. Event
suppliers will provide you with a variety
of suggestions to help your event stand
out and achieve the desired level of
success.

Events?
Event suppliers can sometimes be the lynchpin
of your event planning campaign. Event
planners understand how difficult it can be to
collaborate with various vendors to create a
memorable event experience.

Events?
Top event managers nowadays
keep up with the hottest event
locations, which range from hotels
to gardens, resorts, and
restaurants.

Events?
Finding a supplier who specializes
with your needs will help you save
time looking for contractors.

Events?
Once you were able to find a good
suppliers, you can also be confident
that these companies or individuals
will provide the best services for your
client because you have previously
worked with them.

Events?
When you have this network in the
events industry, you can also be
easily referred by your suppliers in
case there will be clients looking
for an event manager.

Tips To Select Types Of
Event Suppliers
To have an impressive event,
many factors must be considered
when selecting an event provider.

Event Suppliers
Define your exact needs
You must decide what you require from
the vendor for your event. Then you
should make a specific list and propose
to them. The provider’s advice will also
ensure that the program
runs smoothly and meets
your expectations.

Event Suppliers
Don’t just search for information on Google
If you’re looking for a vendor who is an expert in
a specific field, that person might not be able to
afford their own website. You should contact
other related websites to narrow down your
options and find a
suitable supplier.

Event Suppliers
Don’t just search for information on Google
You should also discuss with colleagues in the
event industry to find a dependable supplier for
your event.

Event Suppliers
Request multiple quotes from different
suppliers
Get quotes from more than one supplier.
You should contact multiple suppliers
to get different quotes so that
you can compare costs and
choose the best supplier.

Event Suppliers
Request multiple quotes from different
suppliers
Find out what the industry price standard is
ahead of time so you don’t fall short of your
initial budget.

Event Suppliers
Create a specific spreadsheet
Keeping track of all the details is an important
part of deciding on the types of event
suppliers required for your event.
You must create a detailed
spreadsheet with
supplier-specific information,
order quantity, price,
and other details.

Event Suppliers
Create a specific spreadsheet
When you look back at the
spreadsheet list, it will be simple to
make a decision and not overlook
anything important for
your event.

Event Suppliers
Check out the reviews
You should read more reviews from
previous customers to ensure that your
supplier has no negative
feedback such as frequent
absences or
unprofessionalism.

Event Suppliers
Check out the reviews
You can find these reviews from your
website or your friends. You will avoid
some bad vendors and ensure the success
of your event this way.

Types of Event Suppliers
To find the ideal event supplier, you
must first assess their role in your
event. Here are some vendors you may
require for an upcoming event.

Even if your event attendees, guests, and
brand advocates do an excellent job of
capturing a few glimpses of your grand
show, it’s always a good idea
to bring in the professionals.
1. Photographer / Videographer

A great photographer captures the action
at an event and provides guests with a
memorable experience. Having
dependable photographers in your
network is advantageous, especially if
you are hired as a
wedding planner.

Most events necessitate the services of
photographers and videographers. They
will be in charge of capturing beautiful
moments throughout the event.

You should not ask a videographer to help
you with multiple tasks because a large
event will necessarily require that
professional to focus on a single task to
achieve maximum
efficiency.

2. Professional graphic designer
The importance of the graphic artist
supplier to the event industry is
indisputable. A good team of graphic
artists will bring your e-tickets and social
media marketing for
any event to life.

They can create the necessary online buzz
by establishing pre-event engagement and
expectations. Make a decision on the
number of deliverables you’d expect with
deadlines and briefs
ahead of time.

Invitations, menus, banners, flyers,
registration forms, and other
materials will be required for events.
Depending on your preferences,
some events will require organizer
membership cards,
VIP cards and
welcome cards.

Professional graphic designer will
assist in the creation of high-quality
stationery designs that meet the
needs of the specific event.

3. Communication consultant –
One of many types of event
suppliers
A media consultant will advise you on
how to effectively communicate your
event. The consultants will recommend
appropriate
methods for promoting
the event in
a methodical and
professional manner.

3. Communication consultant –
One of many types of event
suppliers
Before and after the event, they can
also suggest a variety of subtle ideas
and brochures.

4. Event equipment supplier
You will need tables and chairs, a sound
system and lighting for an event. Therefore,
you will need the assistance of an event
equipment supplier to provide
you with all the equipment
you need.

4. Event equipment supplier
The cost and reputation of the supplier are
two important factors when you choose a
supplier.

5. Food service provider
(Caterers/Bartenders)
The suppliers to the event industry in
charge of food, beverages, catering, and
fine dining are one of the most important
factors in the success or failure of your
event.

When hiring a food service provider,
it’s a good idea to look over their menu
and read some of their previous
customers’ reviews.

You certainly don’t want any guest
complaints after the event is over.
Therefore, choose a reputable supplier
to ensure that all of the dishes at the
event are perfectly
cooked.

Private caterers are required for events
that are not held in hotels or
restaurants that provide catering
services.

When selecting a caterer, let them know
what your event’s menu will be. A good
catering company will demonstrate its
flawless cooking by preparing samples
and inviting you
to a tasting.

Your ideal dining and event catering
vendors can adapt to any size kitchen
setup, handle large crowds, and clean up
after themselves. The terms hygiene and
taste are non-negotiable.

6. Sommelier
Wine or champagne is required at most
major events. At these events, you will
need an experienced sommelier to select
the appropriate drinks to please all of
your guests. If you’re hosting an open
event, it’s a good idea to
offer a variety of wines
so that all guests can
choose what they want.

7. Florists
If you are looking for an event suppliers
directory, you cannot ignore the florist for
your event.
Flowers are a must-have in the event
industry, and decor has become increasingly
important in creating the
feel of an event while also
making spaces more
functional and beautiful.

7. Florists
When you have a talented florist in your
network, they can offer you several ideas
that will fit the theme and budget of the
event. They can also advise on the best
flowers to use based on the season,
duration, and temperature
of the event.

7. Florists
Fresh flower bouquets or plastic flowers
will be essential in events. You can
request flowers wrapped in wrapping
paper or placed in a vase from the
florist. It’s necessary to ask for specific
costs ahead of time to
avoid surprises
during event planning.

8. Entertainment / Music
(Band / DJ / MC)
When planning a corporate event, whether you
do it yourself or hire an event management
service, you want to get the most out of it. To
ensure the success of your event, all major
factors such as the venue,
food, and decorations
must be of the highest
quality.

(Band / DJ / MC)
One aspect of an event that should not be
overlooked is entertainment/music. Live
entertainment will keep your guests
entertained and prevent your event from
becoming boring.
In addition to making
your event more
memorable.

(Band / DJ / MC)
You will need a band, a DJ or an MC to create an
exciting atmosphere for the event. These
professionals will provide you with DJ decks and
sound systems to meet your event’s
requirements. Also, you should
hire a reputable entertainment
company to test the sound
system at your event.

9. Security agency
For large-scale events, you must ensure
the privacy and security of all event
attendees. To avoid unexpected scuffles or
chaos during the event, you should hire a
security company to ensure
that everything
runs smoothly.

10. Event technology provider
Event technology providers will be
responsible for using software (event floor
plans for example) or hardware to make
guest registration and management easier.

10. Event technology provider
This simplifies the event process and
eliminates the need to assign personnel to
the work section. Similarly, you should
read customer reviews to compare and
select a reputable event technology
provider.

11. Decorator
An event will be less appealing if it is
not perfectly decorated. As a result,
decorator suppliers to the event
industry are always an important part
of any event.

11. Decorator
When guests arrive at an event, the
first thing they notice is the shape,
colors, and dimension. The first
impression is formed, and it is
primarily based on the
decor elements used.

11. Decorator
The impact and influence of proper
decoration cannot be overstated, and
they play a vital role in enhancing the
mood and creating the ideal atmosphere
for any type of event.

12. Transportation
During the course of your event, you
may need to transport people. Check
your transportation partner’s safety
records, but also all terms to ensure the
best experience for event guests.

Tips for working with event
suppliers.
1. Write down your expectations
While negotiating with suppliers, write
down the recommendations of
individuals, especially if their
recommendations are not
appropriate for the
client’s ideal event.

suppliers.
1. Write down your expectations
There is nothing wrong with suppliers suggesting
some activities that an event planner may include
in the list of activities for an event, but the number
of suggestions accepted from them must be
limited, and only the most
useful suggestions
must be chosen.

suppliers.
2. Have a contract for each vendor
To make it legal, spell out all the details
and have each vendor sign off on it. This
avoids misunderstanding
and miscommunication.

suppliers.
2. Have a contract for each vendor
Furthermore, it ensures commitment,
avoiding potential conflicts. Improves
operational efficiency
between you and
corporate event
suppliers.

suppliers.
3. Maintain open lines of communication
Don’t be satisfied with just one supplier.
When creating a new event planners should
look for more than three suppliers who can
provide the best arrangements for their
clients’ target event.

suppliers.
3. Maintain open lines of
communication
Everything from the location to the
catering services must
be carefully chosen.

suppliers.
4. Check delivered items for accuracy
If you’re still unsure. In this case,
reviewing previous accomplishments will
assist you in making final decisions and
selecting the best
suppliers for the event.

suppliers.
4. Check delivered items for accuracy
The best proof of quality is a real-world
outcome. Dive as deeply as possible into
your candidates’ performance, select the
most successful ones,
and bring them
on board.

Intermediaries
Companies sometimes require external
agents to help them market their
products. The external agents are
called intermediaries.

Intermediaries
Examples of Intermediaries:
• Grocery
• Malls
• People act as intermediaries

Intermediaries
Intermediaries help a company
to promote, sell and distribute its
products to its customers.

Intermediaries
Marketing intermediaries act as middlemen
between various stages in the distribution
chain. Intermediaries make the accessibility
of the products easier for customers.

Intermediaries
With the technological advancements now
available, and the rise in the digital
engagement of customers, intermediaries can
also be seen on digital platforms.
Intermediaries are part of the distribution
chain.

Types of Intermediaries
1. Intermediaries: agents and brokers
Agents are people that represent
another person or entity. They serve
as an intermediary between buyers and
sellers on a permanent
basis.

They have the power to negotiate and
are given decision-making power. They
are most actively present in the real
estate industry.

Brokers are similar to agents in their role
as intermediaries between buyers and
sellers. However, they are not
permanent representatives of a person
or an entity. They are most active in the
trading sector.

Both agents and brokers are paid
on commission for a sale or
transaction they have mediated.

2. Intermediaries: wholesalers
Wholesalers act as intermediaries
between manufacturers and
retailers. They buy products from
manufacturers or farmers and sell
them to retailers.

Products are purchased in huge quantities from
the manufacturer, and the wholesaler
distributes them to retailers. A wholesaler
might buy only a specific product from
manufacturers or have a variety of products
from manufacturers available in large
quantities.

Wholesalers mainly focus on the
Business-to-Business (B2B) market
rather than the Business-to-Consumer
(B2C) market.

Wholesalers can operate in traditional
cash-and-carry outlets or warehouses, but
technological advancements have also
allowed wholesalers to move their
business onto digital platforms.

3. Intermediaries: distributors
Similar to wholesalers, distributors are in
direct contact with the manufacturer. But
unlike wholesalers, they do not sell the
products to a retailer but the end-user.

3. Intermediaries: distributors
Distributors usually distribute only from a
specific manufacturer and provide
after-sales services to customers. They are
either paid in commission or fees by the
manufacturer.

4. Intermediaries: retailers
Retailers are the types of
intermediaries consumers are most
familiar with and interact with the
most.

Shops, supermarkets, websites, etc.,
are examples of retail. Retailers have
a wider reach. They either buy from
the manufacturer or another
intermediary.

Retailers purchase fewer items than
other intermediaries but have a more
comprehensive range of products.
Ecommerce platforms such as
Amazon, Shopify, etc., are also forms
of retail.

Importance of Intermediaries
The importance of intermediaries comes
down to a few key factors. Intermediaries
of all levels are important as they make
the availability of products or
services for their users much more
accessible.

Intermediaries make the process of
offering the desired product to the right
user efficient and effective, as they have
information about the customers and
their needs.

The importance of intermediaries is also
prevalent as they have direct contact
with the customers and are therefore
knowledgeable about what products to
source and where to source them from.

Importance of
Intermediaries
Intermediaries base these decisions on the
manufacturer's quality and customer
demands.

Importance of
Intermediaries
As intermediaries deal with smaller
quantities of products but of a wider variety,
they can match the different needs of
customers.

Importance of
Intermediaries
They base these decisions on the
manufacturer's quality and customer
demands.

Importance of
Intermediaries
Intermediaries have information as to what
customers are looking for and can link them
to the right supplier for a fee, making the
job much quicker and easier for both
parties.

Advantages and
Disadvantages of
Intermediary
Channels

The advantages of intermediaries
include the following:
∙ Better accessibility of products and
services
∙ Physical distribution of goods
∙ Storage of supplies
∙ Better market coverage
∙ Improve buyer-seller relations
∙ Before-and-after sales services.

The disadvantages of intermediaries include:
∙ The manufacturer loses some decision-making
power.
∙ The manufacturers' profit is reduced due to the
money they have to pay the intermediaries.
∙ Intermediaries may be misinformed about the
product, thereby misinforming the customer.
∙ Intermediaries may favor a competitor's
product if they offer a better fee, and as a
result, the manufacturer may lose their target
market or market share.

Intermediaries are essential for
businesses because of their various
roles. Without intermediaries, it
would be much more difficult for
manufacturers and customers to
find the right products quickly and
efficiently.

Module 2-Events 3.pdfadasdadasdasdadadaad

More Related Content

Similar to Module 2-Events 3.pdfadasdadasdasdadadaad (20)

More from rquintero222585 (7)

Recently uploaded (20)

Module 2-Events 3.pdfadasdadasdasdadadaad