Whether it’s for a one-off event, regular team functions, employee incentive trips or full-scale conferences and exhibitions engaging event specialists such as an event management agency (EMA) can provide several benefits, engaging an EMA who also specialise in travel can provide even more.
An EMA, such as Event Travel Management (ETM), not only offer creative ideas and tailored event solutions specific to each client and budget, they can also manage all associated transport for attendees and groups; helping the business save time, money and so much more.
Here are just a few reasons why a combined event and travel specialist is an invaluable resource for business and your next event.
Save Time and Money
The role of an EMA in managing an event can encompass everything from registrations, venue sourcing, theming and styling, agendas and run sheets, audio/visual requirements, entertainment and dining and engaging with all suppliers. An EMA with travel expertise will also take care of the logistics for the event and event attendees such as developing individual and group itineraries, booking all air and ground transport, accommodation and group transfers, while still allowing you to control all aspects of your event and travel spend.
Consolidating your event and travel services through one channel can save time and effort while taking advantage of the event manager’s relationships with suppliers and ability to negotiate on price. This can provide your business with significant cost savings and allow your staff to get on with important day-to-day business functions.
Greater technology/Software capabilities
Aside from the advanced tools used in co-ordinating events and reporting, an EMA can develop customised and branded technology solutions for your event. Event technology has evolved from simple event registrations to full event websites and apps allowing push notifications, two-way chat with organisers and attendees and interactive ‘gamification’, networking and social walls. ETM event apps can also provide each attendee with a detailed personalised event and travel itinerary based on live data, check-in information and notifications.
ETM works directly with customers to develop event websites and apps that enhance engagement and meet time, budget and duty of care requirements. We align our technology offerings with your existing systems processes and brand, ensuring a seamless event experience for attendees. These platforms can also assist in enhancing the attendees’ experiences and fostering memorable attendee engagement during the event.
Compliance – Health and Safety, Attendees
Finally, while taking employees and colleagues offsite, interstate or overseas can be a great way to improve engagement, it also raises a new set of risks for businesses. The importance of compliance to the current OH&S regulations and laws with a comprehensive risk management plan should not be underestimated. This is where the expert knowledge of an EMA can prove invaluable. When tasked with transforming ideas into an extraordinary event experience they are also responsible for managing the associated risks where possible and ensuring the safety of attendees.
As an external professional, they can proactively manage any risks before and during the event and deal with any uncertainties that may arise, allowing all attendees to focus on enjoying the experience. EMAs will devise a health and safety plan with the venue prior to commencement of the event, and draw on their experience to ensure all scenarios are considered, all local laws and regulations are abided by and risk management procedures are in place.
A combined event and travel specialist will also work with your business to ensure your travel policies and risk management procedures are abided by, such as ensuring C-suite executives are split across flights or accommodation while adhering to event timings and budget.
At ETM, we are focused on planning and delivering creative and memorable events that engage, excite and inspire. In FY18, ETM serviced just under 90,000 people across 1500 events globally, demonstrating our expertise across all aspects of the MICE space. Customers can have confidence in ETM’s ability to provide creative solutions, actively manage risk, keep the plan on track and execute a successful event.
Is your current event manager providing you with all the benefits listed above or are you self-managing your events to a high-quality standard?
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