conference Archives | ZiaBia

2018: Year In Review

Wow… what an amazing year 2018 has been for Team ZiaBia. We have delivered many amazing and memorable events with existing and new clients! From Barcelona to Tower Bridge in London. We can’t say which was our favourite, there are too many to choose from! We feel very lucky to work with such great clients from a variety of industries and charities.

Our team has grown this year which is fantastic and we are starting 2019 with the team growing again and moving into a second office location too. We have also created some trusted partnerships and have had the opportunity to meet and work alongside these teams to help us grow.

What we are saying is that we love what we do and this year has been a celebration of that. So here is onto our next year and all it will bring.

Wishing everyone a very happy and successful 2019!

Site Inspection Tips For Your Next Event

When you are designing an event, the venue is a make or break component. From the most basic requirements of capacity and facilities, to the more specific needs relating to the flow and feel of the space.

You may only get the opportunity to visit your shortlisted venues once. If that is the case, it is imperative that you get all the information you need at that site inspection to make an informed decision about which venue to contract.

Here are some of the top tips we have selected for you to remember for your next site inspections.

WiFi

Always check the WiFi and phone signal at the venue as you walk around to make sure it is sufficient for the event. Check if it is complimentary for delegates and if there are any access codes required. More often than not your attendees will need access to emails during breaks, not to mention your own needs as the co-ordinator. If you are using any technology for your event that relies on internet access checking WiFi is an absolute must and you should be sure to have a hard line back up or have an additional router.

Photographs

Take photos of the rooms and spaces you have on hold, so you can refer to them after you have left and are comparing your venue options. They will be different to the photos on the hotel websites as those are for sales purposes. You will often find that questions crop up after your visit that your photos will help answer. Plasma screen locations, windows, blinds etc.

Directions

Check sat-nav directions using the postcode to ensure it is accurate. Unfortunately, although its not common, some postcodes direct you to the wrong location. Always check.

Floor plans

Make sure you have floor plans to check flow of space for the event. This will help you to ensure the event runs to time. For example, if you have high numbers of attendees moving from one space to another you need to understand if the connecting areas are large enough to move through freely. How close are the areas to each other? How long will it take people to get from one place to another? The floor plans will allow you to sense check all of that when you are arranging your timings and comparing venues.

Checklist! 

Finally, always prepare a checklist to log the things you need to see and the questions you would like to ask about the venue and space you are holding. Document all the answers and make note of any further information that you gain at the site inspection. Some information you will be able to confirm by phone or email after your visit, but the look and feel of the space and how your event will work there can only be done in person.

Good luck! 

 

Top 5 Things I Learnt Being Onsite In Barcelona

I had my first big event to be onsite for just two months into my apprenticeship. I witnessed the event being tied together and my hopes of delivering an incredible conference for over 150 people did not slightly prepare me for what it would actually be like whilst being on site.

The facts of the event

1. The importance of having Events Managers onsite

Prior to being onsite, I was not fully aware of how crucial it is to have events managers onsite, and essentially, how important we are in ensuring an event of this size is delivered in the best possible way. From my first day onsite I had people asking me questions, checking in with me that everything was going correctly and that we were on track. For my first on site experience this was terrifying. Whilst shadowing Vicky and Debbie across the  three days of the conference, I witnessed them find solutions to problems that no one else could’ve without having the in depth knowledge that comes with being totally involved in the pre-event planning, raising the question- why wouldn’t you have your events team onsite?

2. Make a to-do list

Sitting down and writing a to-do list is a day to day essential on my job. A list of what needs to get done whilst onsite simplifies and condenses the buzz of everything going on. I focussed on certain tasks, ticking them off before moving onto the next. This increased the efficiency at which I was working and I stayed on track without getting lost or overwhelmed by everything going on.

3. At which point a DMC is necessary

I was initially introduced to the concept of a DMC in the first week of my apprenticeship. However it was not until I was onsite in Barcelona that I really understood their cruciality when delivering an event overseas. Tasked with the language barrier, communicating with the suppliers based in Barcelona was more difficult. Luckily Vicky and Debbie used a previous DMC contact, which made communicating with the offsite dinner venues easier. However, the presence of a DMC would have definitely sped up some processes of communication, which would have reduced the extra work we had to do as a company to contact all of the suppliers individually that were based in Barcelona.

4. Asking questions is ok!

This seems like a simple concept, however, being new to an event of this size, asking questions was intimidating. I was concerned that my questions wouldn’t necessarily be relevant or that there were a million other things everyone could be doing instead; I was quickly reassured that every question is relevant. Without asking all of my questions, I wouldn’t have been able to carry out my tasks effectively and efficiently. I also wouldn’t have learnt from the experience.

5. A logistics agenda is essential

I have never been as reliant upon a pack of paper as I was upon our logistics agenda! Every aspect of the event was captured in great detail. This allowed me to confidently answer the majority of delegates' questions plus questions from the senior team. Furthermore, having the agenda simply meant I was prepared: if I had a spare 5 minutes I would read it through and check where we were up too. This meant that I could be two steps ahead of the actual event.

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