Re-Cap of the 20th Alberta Health & Safety Conference
/0 Comments/in Corporate Events, Event Planning /by Courtney CoulombeRe-Cap of the 20th Alberta Health & Safety Conference
Planit Events Inc. planned and executed the Alberta Health and Safety Conference for the 7th year in a row. Read the blog to learn about key takeaways for exhinitors and attendees.
Re-Cap of the 20th Alberta Health & Safety Conference
Some of you may know, but I have been quite busy in the last few weeks as I’ve just wrapped up the 20th Alberta Health and Safety Conference. This was my seventh year planning the conference and it is always such an honor. The Alberta Health and Safety Conference is an annual event aimed at promoting workplace safety. The conference brings together health and safety professionals, employers, employees, and government representatives to share knowledge and best practices for preventing workplace injuries and illnesses. The event features keynote speakers, educational sessions, and networking opportunities, and covers topics such as safety culture, mental health, hazard assessment, and risk management. The conference also includes an exhibition (The Safety Hall) showcasing the latest products and services in health and safety. In celebration of another successful conference, I thought I’d share key tips for event planners, exhibitors, and attendees on getting the most out of your upcoming conference.
For Event Planners
I love planning for this conference in particular but that being said it still takes a tonne of manpower to get the conference planned and executed. Here are a few tips that event planners can take away from my experience planning this conference.
Tip #1: Create a Tracking Sheet
If you’ve been in the event planning industry for a while, you’re probably used to working with different vendors for different things, all of which have different deadlines. Sometimes these deadlines and tasks can be forgotten so do yourself a favor and create a tracking sheet to include:
- The task
- The due date
- Who is responsible for the delivery of the task
- The task status (I like to colour code this)
- Notes related to the task
Tip #2: Schedule Social Media Posts Ahead of Time
If you’re in charge of executing an event, social media posts may be the last thing on your mind. You have other things that are more time sensitive to worry about. What I like to do is schedule social media posts ahead of them (the crucial ones) using a scheduling tool (I like to use SmarterQueue), so you can focus on the event. In any downtime, you can snap a few photos or take a short video and post it to the event’s social media, but either way, there will not be silence on the social media channels.
For Exhibitors
One of my favorite aspects of the Alberta Health and Safety Conference is the Safety Hall which is full of all sorts of exhibitors showcasing their new cutting-edge technology, products, and services. Exhibiting at events related to your industry provides many benefits:
- Increase brand awareness
- Network with your target audience
- Showcase your products/services to the right audience
- Get in front of decision-makers
After this year’s conference, I have a few tips to share with future exhibitors for any conference!
Tip 1: Find a Unique Way to Draw People to Your Booth
There were so many fantastic exhibitors at this year’s conference, but one booth that really generated some attention was Alberta Motor Transport Association’s booth. This year they brought in a driving simulator which was not only unique from other booths but also helped demonstrate their brand proposition. When thinking about what to bring for your booth, think about your audience and what is going to drive them to come and chat with you.
Tip 2: Bring Fun Swag
Swag is a great way to get people to visit your booth which gives you the opportunity to drum up a conversation. But deciding what swag to bring can be difficult, especially if it’s your first time exhibiting at a new conference you haven’t attended before. At this year’s conference swag ranged from earphones, hand lotion, chapstick, pens, notepads, reusable bags, and more! Here are three great rules to follow when picking swag for an upcoming event:
- Will my target audience use the item?
- Can I display my organization’s branding on it?
- Can I use the swag as a talking point or to dremel up a conversation?
For Attendees
Tip #1: Take Advantage of as Much of the Conference as You Can
When you look at the event agenda, you usually pick out the sessions you want to attend, but it’s important to remember there’s so much more! Try attending sessions that normally wouldn’t interest you and you may be surprised at what you take away from it. If you weren’t anticipating checking out the trade show hall, take a look anyway. You’d be surprised at the networking opportunities and many organizations go out of their way to include a fun experience at their booth!
If you missed attending, exhibiting, or sponsoring the Alberta Health and Safety Conference this year, don’t worry the conference will return in May 2024. For more information, follow the Alberta Health and Safety Conference Social media accounts.
If you have any questions about planning your upcoming event or are looking for someone to take the load off, Planit Events Inc. is experienced in all sorts of events! Send us a message and we would be happy to chat.
8 Important Questions to Ask Your Event Planner
/0 Comments/in Corporate Events, Event Planning /by Courtney Coulombe8 Important Questions to Ask Your Event Planner
Planit Events Inc. shares 8 questions to help you decide if you’re picking the right event professional for your upcoming event.
8 Important Questions to Ask Your Event Planner
Organizing an event can be overwhelming, but working with a professional event planner can help ease the stress and ensure that your event is a success. However, not all event planners are the same, and it’s important to ask the right questions to ensure that you’re working with the right event planner who can deliver the results you want. In today’s blog, I’m going to share eight questions you should ask potential event planners before you make the decision on which is the best fit for you and your event.
What types of events do you specialize in?
Not all event professionals are experienced in every type of event, so it’s important to ask about their areas of expertise. If you’re planning a corporate event, for example, you may want to work with an event planner who has experience in that industry and can provide references from previous clients. If you’re planning a wedding, you’ll want to work with an event planner who specializes in weddings and can offer insights and recommendations for vendors, venues, and other important aspects of the event.
How do you approach budgeting?
Budgeting is a critical part of event planning, and you’ll want to work with an event planner who is transparent about their fees and can work within your budget. Ask your event planner how they approach budgeting. Do they provide estimates for different aspects of the event? It is good practice as an event planner to offer suggestions for cost-saving measures that won’t compromise the quality of the event.
Can you provide references from previous clients?
One of the best ways to evaluate an event planner’s experience and professionalism is to ask for references from previous clients. This will give you a sense of their communication style, attention to detail, and ability to deliver results. Ask for references from clients who have hosted similar events to yours, and follow up with them to get a sense of their experience working with the event planner.
How do you handle event logistics?
Event logistics are complex and time-consuming, and it’s important to work with an event planner who has a detailed plan for managing logistics. Ask your event planner how they handle things like vendor coordination, transportation, and guest management. It is good practice to have a detailed timeline and contingency plans in place to ensure that everything runs smoothly.
How do you communicate with clients?
Clear communication is essential when working with an event planner, so it’s important to ask about their communication style and how they keep clients informed throughout the planning process. Ask your event planner how they prefer to communicate (email, phone, in-person meetings) and how often they provide updates. What is the guaranteed response time window? You should also ask whether they are available outside of regular business hours in case of emergencies.
What is your process for selecting vendors?
Vendors can make or break an event, so it’s important to work with an event planner who has a process for selecting vendors that are reliable and provide high-quality services. It is an extra bonus if your event planner has good relationships with vendors you may be interested in or that fit your event. Ask your event planner how they select vendors, what criteria they use, and whether they have established relationships with vendors in your area. A good event planner will have a list of preferred vendors that they can recommend based on your budget and preferences.
How do you handle unexpected issues on the day of the event?
Even with the best planning, unexpected issues can arise on the day of the event. Ask your event planner how they handle unexpected issues, and whether they have a contingency plan in place. You should also ask whether they have experience dealing with emergencies and whether they have insurance to cover any potential liability issues.
What is your cancellation policy?
Finally, it’s important to ask about your event planner’s cancellation policy in case unforeseen circumstances arise that prevent you from hosting the event. Make sure you understand the terms of the cancellation policy, including any fees or penalties, and whether they have a process for rescheduling the event.
Finding the right event planning professional for your event won’t happen overnight, but using the questions above will help give you a better idea of which is the best fit for your event. As always, Planit Events Inc. is always here to help. If you have any questions or would like to chat with us to see if we would be a good fit, don’t hesitate to reach out.
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