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Types of events

Though we want to organize each event up to our standards, we can still make a distinction between how to organize different types of events.

Product launch

General information
A product launch event is an event or series of activities organized to introduce a new product to the market. These events are designed to create excitement, generate media coverage, and/or attract the attention of potential customers, influencers, and/or stakeholders.

 

Do's

  • Have the product in the back of your mind while making your proposal. From venue to catering, and AV to entertainment. 

  • Look for innovative and creative ways to display the product/service


Don'ts

  • Being too focused on 'just getting the event over with'. A lot of people can 'just' plan an event, but we focus on delivering events according to our core values (pro activity, innovation, top notch service, trustworthiness, creativity)

  • Stay away from roll up banners but find cool ways to incorporate branding.


Checklist

Event preparation (mus)t:

  • Did we sign an NDA with all suppliers

  • Did we checked all invoices/quotes

  • Did we secure our margin 

  • Did we schedule a tasting

  • Did we send a deadline sheet to the client as soon as we could

  • Did we check out the venue + potential walking routes ourselves before confirming with client

  • Did we share v1 of the event schedule at least 2 weeks in advance

  • Did we see a video of entertainment we booked

Event preparation (optional):

  • Did we brief the photographer/videographer about delivery time

  • Did we receive the PO number for the final payment before the event day

  • Are we sure the portion size is big enough

  • Are we sure there is enough food/drinks

  • Did we check how we can minimize waiting time for guests at entrance

On event day (must):

  • Bring the event box

  • Print the event schedule

  • Bring your Eventic pin

  • Make sure walkie talkies are charged and brought to the event

  • Everyone is aware of their schedule

  • Breaks are scheduled

  • There is enough food + drinks for everyone on site

On event day (optional):

  • Do we have a social media strategy ready for our own content

  • Bring a printer


Example events

Emtelle

Lessons learned:

- Bring enough staff to manage big crowds
- Clients love non-conventional ideas for entertainment/branding/AV

- Easy implemented stuff such as colored up-lights across the venue can be a cheap way of branding

 

Congress

General information
A congress is a formal meeting or assembly where individuals gather, typically for the purpose of discussing and addressing specific issues, sharing information, making decisions, and coordinating actions. It can refer to gatherings in various contexts, such as political, academic, or professional meetings.

Do's

  • Focus on finding venues that fit the theme of the congress and the nature of the business.

  • Look at cool and innovative ways to get the congress content across.

  • What can we do that's innovative in terms of AV?

  • What can we do that's innovative in terms of company branding? Ideally stay away from roll up banners and standard solutions.


Don'ts

  • Stay away from boring hotel congress rooms. If it's a must to book in a hotel, please check if there are any venues on walking distance that are more exciting. 


Checklist


Example event:

Snowflake
 

Lessons learned:

- Focus on sufficient catering
- How can we make the waiting time more entertaining
- How can we make sure we don't loose packages on the venue

Incentive

General information
An incentive trip is a special type of reward or recognition given by a company or organization to its employees, customers, or partners for achieving specific goals or milestones. Instead of traditional bonuses or monetary rewards, an incentive trip involves offering a travel experience as a motivational and appreciation tool.

The trip is typically designed to be a unique and enjoyable experience, often to an attractive destination, and may include activities, excursions, and events to create a memorable and rewarding experience for the recipients. 

 

Do's

  • Find destinations that are enjoyable but ideally unique for the crowd

  • Ideally look for budget friendly options that are still considered cool to leave room in the budget for other cool things

  • Make sure the logistics are taking care of with the least amount of hassle for the participants and client. 

  • Consider the experience from the client from A-Z. How can we make it fun and exciting from the day they receive their invites until the day they come back home.


Don'ts

  • Avoid planning everything by yourself. Consider local suppliers/agencies if needed.

  • Propose too many options that you've never seen before. Can we at least facetime with the supplier if needed?


Checklist


Example event

Castor

Lessons learned:
-
Making sure all branding is ordered rather sooner than later 
- Always find ways to keep our costs low when traveling

Internal company events

General information
Certainly! An internal company event is a gathering or activity organized for the employees within a company. It could include meetings, team-building exercises, training sessions, or social events aimed at fostering a positive work environment, improving collaboration, and enhancing employee engagement.

Do's

  • Have the product in the back of your mind while making your proposal. From venue to catering, and AV to entertainment. 


Don'ts

  • Being too focused on 'just getting the event over with'. A lot of people can 'just' plan an event, but we focus on delivering events according to our core values (pro activity, innovation, top notch service, trustworthiness, creativity). 


Checklist


Example events

Siemens

Lessons learned:

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