EVENT MARKETING REPORT

CONTENTS OF THE REPORT :

 INTRODUCTION TO EVENT MARKETING

 What is event marketing
 Why is event marketing important
 The benefits of event marketing
 Event marketing statistics to know
 Types of event marketing
 How to drive demand to your event

 HOW TO PLAN A SUMMER FEST IN 9 SIMPLE STEPS

 NAME OF THE EVENT
 EVENT SCHEDULE
 EVENT MANAGER
 ROLES AND RESPONSIBILITIES OF EVENT MANAGER
 EVENTS ORGANISED
 EVENT BUDGET
 EVENTS VISITED
 EVENT FUNDING AGENCIES
INTRODUCTION TO EVENT MARKETING

 WHAT IS EVENT MARKETING:

Event marketing is the experiential marketing of a brand, service, or product through

memorable experiences or promotional events. It typically involves direct interaction with a
brand's representatives. It should not be confused with event management, which is a process
of organizing, promoting and conducting events. Trade shows are an example of event
marketing.

Event marketing describes the process of developing a themed exhibit, display, or

presentation to promote a product, service, cause, or organization. It leverages in-person
engagement to connect with customers.

Events can occur online or offline. You can participate in, sponsor or host an event yourself.
Using events as a marketing channel gives potential customers a unique, firsthand interaction
with your company, giving them a true sense of its focus, perspective and personality.
Why is event marketing important?

Now more than ever, it’s important for businesses to stand out from the crowd, and event
marketing is a great place to start.

Not only does event marketing give you new channels and methods to connect with future
and returning customers, the customer data you collect from other sources can allow you to
get to know them prior to the event, so they can be treated as individuals rather than just part
of the crowd.

And it works. 73% of event planners believe that personalization and data-driven marketing

is a priority for their events. Whether you are hosting a small webinar, a large-scale
international trade show, or an executive-level private function, event marketing should be an
integral part of your demand generation mix.

The benefits of event marketing.

Event marketing can benefit your business in a variety of ways:

 Build brand presence before, during or after an event

 Generate leads
 Raise brand value
 Create new opportunities
 Promote a specific product or feature
 Increase customer engagement, satisfaction, and retention

Benefits of Event Marketing

Event marketing can bring various benefits to the company.  Apart from helping to
build a brand presence before, during, and after the event, event marketing also has
the potential to generate promising prospects.

 Opening Business Opportunities

 Companies choose this form of marketing through event marketing because the events
held will generate new business and revenue opportunities — most marketers believe
that face-to-face events can have a major impact on achieving their business or
company goals.  As an event organizer, the registration process will result in a list of
people who are already interested in the product, or industry, or at least fall into the
target audience demographic.  This data is a valuable asset for companies to carry out
promotions or follow up on offers via email.

 Strengthening Relationships With Customers

Many digital businesses today never meet face-to-face with their customers or
clients.  Therefore, event marketing is very useful for building engagement with
customers. In-person events provide attendees with a valuable opportunity to form
connections in an increasingly digital world.

The interactions that occur at the event can also help build consumer loyalty to the
brand as well as provide opportunities for companies to increase sales or carry out
direct promotions.

 Build Brand Awareness

Being an organizer or participating in an event is the main way for companies to build
and develop their brand. Most event marketers say that the main reason for holding an
event is to build brand awareness for their company or product.

There are a lot of ways you can build brand awareness while holding an event, one
effective way is to put the company logo on a bottle of water that will be distributed
to the participant of the event. You can buy wholesale water bottles and design them
with your brand marketing collateral. Event marketing is the right step to remind the
general public about the brand and products that you have.

This is all the general information that you should know about event marketing! Be
sure to utilize event marketing shall your company need a boost on promotional
strategy.

Planning events can also give your partners and sponsors a tactical and visible engagement
point to enforce their own return on investment (ROI).
Buyers now go about making purchasing decisions at their own rate, after careful
consideration. As a marketer, you must be ready to seize every opportunity to start a
relationship, generate goodwill, and earn the trust of prospective customers.

While there are less time-consuming and costly methods of marketing out there,
incorporating event marketing into your overall strategy can pay dividends when connecting
with buyers on a meaningful level.

Event Marketing Statistics to Know

 The majority (80%) of marketers believe live events are critical to their company’s
success.

 Many marketers (31%) believe that events are the single-most effective marketing
channel over digital advertising, email marketing and content marketing.

 95% of marketers agree that live events provide attendees with a valuable
opportunity to form in-person connections in an increasingly digital world.

 The majority of marketers (63%) plan on investing more in live events in the future
both in budget and number of events.

 80% of businesses that are overperforming in regards to their company goals will
increase their live event budgets next year.

 50% of marketers say that their organization is “very committed” to planning live
events.
Types of event marketing.

To create a holistic event marketing program, be sure to include both offline and online
events to reach as many potential customers as possible.

 Online events. Online events connect presenters and participants through a web-

based interface. Online events are often less costly than in-person events and can
enable you to easily reach a geographically dispersed audience. Covid-19 brought
online events mainstream. Within the first six months of the pandemic, one virtual
events platform reported 1000% growth, according to Forbes. Common types of
online events include webinars, virtual events, livestreaming events and hybrid
events. Let’s take a look at these in turn.
 Webinars. Webinars revolve around online presentations, discussions, or workshops.
They can happen in real time or on demand, and typically last from 30 to 60 minutes.
Real-time webinars can be interactive on many levels. For example, participants
might interact with one another through group discussions on web conferencing
software. They also might ask questions and discuss topics directly with presenters.
 Virtual events. Virtual events enable individuals in different locations to participate
in a more realistic virtual environment. For example, participants might visit a virtual
booth where they can collect materials, meet the staff, ask questions, and even pick up
some virtual swag. These programs tend to happen in real-time for all participants.
Alongside the interactive features, they often combine networking and educational
sessions.
 Livestreaming events. These are live events streamed directly to viewers. You can
conduct these with a simple webcam or employ a full production crew for higher
quality broadcasting. Applications like Livestream, Ustream, and Google Meet, offer
a live service that allows you to stream, record, and engage your audience with chat
and social media functionality. Events from employee Q&A sessions to major award
ceremonies, have all integrated or relied entirely on livestreaming since the pandemic.
 Hybrid events. While many events have moved back to a physical format, many have
adopted some online features to create hybrid events. This allows greater attendance
and flexibility, while maintaining the buzz of an in-person event. Hybrid events are
likely to involve livestreaming and virtual participation. They use certain platforms
and technology to provide a seamless integration between virtual and in-person
audiences. Sometimes, hybrid events connect different groups meeting in-person
around the world into a larger virtual community.
 Physical events. Offline events require physical attendance, and interactions take
place in person. While they often need more investment than virtual events, offline
events allow face-to-face relationship building and lead nurturing. Don’t
underestimate the impact a handshake or a personal meeting can make on a prospect
or customer. Some common physical events include:
 Trade shows. Trade shows are physical gatherings of individuals and businesses from
a particular, or collection of, industries and professions. These events normally feature
booths and event spaces that are filled with products or literature that relate to the
products and services offered by those attending. A business may sponsor or
participate in a trade show to show off a product or simply to network and strengthen
 its presence in a market. It also provides a good opportunity to network and also learn
more about competitors in the market.
 Conferences. Conferences are often company-specific marketing events that gather
attendees for the purpose of delivering information such as a user summit. These
events tend to be on the larger side and are held by companies for training or
educational purposes. There are normally opportunities for networking time, as well
as keynote presentations from important people within the business or external
professionals.
 Seminars. The term seminar is usually used to describe smaller meetings, road
shows, or field events. Some seminars are set up similar to a classroom lecture, where
an expert shares information with the audience in a traditional format. Others are
styled as road shows, where marketers take their company’s message out to the public
or to employees or partners.
 Breakfasts, lunches, and dinners. These are typically smaller, more targeted events.
They can be both customer and prospect-focused. These events are usually very
intimate, with eight to ten people, or can be larger, with 50 or more attendees. Smaller
functions tend to be high level and provide executives a private setting for
networking. On a larger scale, breakfasts, lunches and dinners can include thought
leadership presentations as part of the event.

How to drive demand to your events

Hosting your own event is an incredible opportunity to market your brand. But you need to
fill up that guestlist to get the best return on your investment.Here are a few ideas for an
event marketing campaign.

Remarketing.

This technique takes advantage of your clicks and website traffic to trace potential leads and
serve them relevant adverts about your brand. For example, you could add a remarketing tag
(often via a digital marketing agency) to your event marketing landing page. Anyone who
clicks will later see a Google, Facebook or other advert promoting your event. It’s a great
way to capture a relevant audience.
Content.

Long form written content is another great way to capture your audience’s imagination, build
brand awareness and appear expert in your field. Remember to research your topic and
competitors, engage industry experts and share your articles widely. Don’t forget those all-
important event CTAs at the end of the piece. Once you have a suite of articles or blogposts,
you can use them as part of a wider content marketing campaign.

Social media.

Social media campaigns are a great way to boost your event sign ups. Create great graphics
and engaging posts to entice your audience to click your links and attend your event. You can
create targeting campaigns using in-platform keyword lists, topics and geolocation details. If
you want to gain more followers and people who follow and engage with your competitors,
you can do so through apps like Tweepi.

How Effective is Event Marketing?

Event marketing seems an alluring opportunity for your business, right? Just in case you are
still on the fence, we’ve found some more reasons to take advantage of this marketing
channel:

 52% of business owners claim that event marketing as the marketing channel that
drives the most ROI;

 47% of marketers say that events are a highly efficient way to engage with customers
and prospects;

 41% of business representatives think event marketing is a more effective channel

than content and email marketing combined;

 Over-performing companies spend 1.7x the average marketing budget on live events;

 Companies that experience over 30% growth have been increasing their event activity
the most.
Event marketing is highly effective for achieving business goals, boosting revenue, and
making strong connections with prospects and customers. Still, not all events are equally
beneficial for your brand. Let’s unveil the types of occasions that marketers consider the most
valuable.

h ow to p lan a summer fest in 9 simp le steps :

1. Establish goals.

One of the most important steps when discovering how to plan a fest is establishing
goals. In other words: What do you want this concert to accomplish? You’ve likely
already set your event goals and objectives  and decided that a concert is the best
format to accomplish them. But without a clear idea of what you’re hoping to achieve
with the live music portion of your event, you’re unlikely to end up with a memorable
concert. 

The best live music events have a concept or theme driving the narrative. This concept
shapes everything from the type of music performed to the audience, venue, other
event activities, and style of event decor and merchandise.
Consider the attendees for your event and what concept and style will be most
appealing and memorable to them. If you can, speak to a few members of your target
audience to double-check that the concept you’ve come up with is as exciting and
engaging as you want it to be.

2. Create a budget.

It’s tempting to estimate how many attendees you expect at your concert, multiply this
by the price you think people will pay for a ticket, and consider the total to be  your
budget . But that’s backwards.your budget . But that’s backwards.

In order to have enough money for expenses and contingencies, and to make a profit
(if that’s one of your goals), you’ll need a clear budget outline before anything else.

Use the rest of this list to determine what you’ll need for your event and create a line
item for each category. Include roughly 10-30% of unallocated funds for
contingencies and unanticipated expenses. That way, when something comes up,
you’ll be ready for it.

3. Pick a venue.

Many venues are set up for and willing to accommodate summer fest. If you’re
planning on choosing an indoor venue, make sure they have experience with live
music and a stage and seating setup that works for the type of music you’ve
chosen. Outdoor venues Outdoor venues  have higher production costs and more
unknowns due to weather conditions, but they can be a great choice for concepts like
barbeques and picnics. If you do choose an outdoor venue, make sure to have a backup
plan for rain, snow, wind, heat, cold, and any other elements that could ruin the
concert.

The energy of your summer fest will be affected by the crowd, and your venue size
plays a big role in this. If you book a venue  that’s too large and don’t sell it out, you’ll
have a half-full room and a low-energy crowd. On the other hand, if you book a small
venue and sell it out too quickly, you’ll wonder whether you missed out on more
potential ticket sales and revenue. Because the energy of the crowd will be affected,
it’s always better to go with a slightly smaller venue that you’re sure you can fill.  

You’ll want to lock in your venue early, as the rest of the event details will start to fall
into place once you have that major piece of the puzzle decided.

Explore the Cvent Supplier Network  to find, request, and book venues all across the
world.

4.Apply for permits and insurance.

Depending on your venue choice, you may need to get permits for alcohol, food,
music, and the event itself. Check with your venue and with local authorities to see
what you need for your situation. It’s also a good idea to get insurance for your event.
You’ll be covered for many common mishaps, and your venue may require it.

5. Finalize a date and time.

The optimal date and time for your event will depend on your audience and your event
concept. Some themes and concerts work better in a nighttime setting, where you can
use lighting and backdrops to set the mood and tone. Other concepts and venues,
especially outdoor ones, will be logistically easier to manage in the day.

Keep in mind that your audience has times that will work best for them as well. Take
into account things like school, work, and holiday schedules to determine what day
and time is best for your concert.

6. Determine what equipment is needed.

Speak with your musical talent and your venue to determine what equipment you’ll
need for the performance and whether the venue can provide any of it. This could
include a stage, speakers, microphones, sound system, lighting, and other audio/visual
equipment. Check with your musical talent to determine what equipment they will be
bringing themselves and what you are responsible for. 
Think about the acoustics of your space and whether you’ll need any amplification for
the musical performance, as well as what  types of seating arrangements  make the most
sense. If your venue is outdoors, make sure that you have a way to protect the
equipment from the elements. As you speak with vendors, talent, and the venue to
determine your equipment needs, make sure to ask how long they will need for setup
and breakdown, and whether they need access to power, a loading dock, or any other
special access. These details will be key to add to your plan to avoid costly mistakes.

7. Create a comfortable environment.

Keep your talent comfortable and help them prepare by creating or outfitting a
backstage area. This can be any semi-private or private area in your venue, but it
should have easy access to the stage as well as restroom facilities.

You can create a comfortable experience backstage by providing water, soft drinks,
snacks, and other small necessities for your musical talent. Ask them in advance
whether they will need somewhere to change, warm-up, or rest between performance
periods.

Your audience’s comfort will depend on access to restroom facilities, refreshments,

and appropriate seating. If your venue is outdoors, make sure there’s enough shelter in
the case of inclement weather, or have a backup plan for when a storm rolls in.

Don’t forget to make a plan for everyone’s safety, too. You should have adequate
security, medical assistance, and event assistants for the size of your audience and for
your venue.

8.Start selling tickets.

If you’re planning on making money from the fest, you’ll need to  sell tickets . You can
partner with a ticketing service  to offer print or digital tickets for your event. Some
ticketing services offer the ability to use custom branding on the tickets, accept
multiple payment methods, and offer tiered pricing. Many will also include a website
for your ticketing and integration with your social media accounts.
The time and date of the fest should be clearly marked on the ticket, along with
relevant seating information and a clear return/refund policy.

9. Promote the summer fest :

Just like any other event, the promotion for your concert will directly correlate to its
success. You’ll need a marketing plan  that takes into account your event concept,
audience, and the musical talent that you’ve brought on board. If the talent has certain
channels that work well for their marketing, make sure to double down on those
channels and partner with the talent to spread the word.

You can increase your reach and spread your message further with the  help of event
partners . Sponsors, merchandisers, concert promoters, ticket sellers, and the venue can
all be helpful in the marketing of your event. Get everyone on the same page about the
event concept and goals and make it easy for them to promote the event by providing
social media, email, and print assets that they can share.

Make sure to capture high-quality photos and videos leading up to and during the
event, too. These will become marketing gold in your  event follow-up  and could be
really useful if you’re considering making the event into a series or repeating it next
year.
EVENT NAME : SUMMER FEST
About the event :
The summer fest is an interesting event conducted on the summer holidays
with many more exciting events and stalls....have an extraordinary event experience .
Participate in the games conducted and win exciting gifts.

Have a lots of entertainment in our summer fest!

EVENT SCHEDULE :

EVENT SCHEDULE OF SUMMER FEST

WHAT IS EVENT SCHEDULE:

. Event scheduling is the activity of finding a suitable time for an event such as meeting,
conference, trip, etc. It is an important part of event planning that is usually carried out at its
beginning stage.

In general, event scheduling must take into account what impact particular dates of the event
could have on the success of the event. When organizing a scientific conference, for example,
organizers might take into account the knowledge in which periods classes are held at
universities, since it is expected that many potential participants are university professors.
They should also try to check that no other similar conferences are held at the same time,
because
overlapping would make a problem for those participants who are interested in attending all
conferences.

SUMMER FEST EVENT SCHEDULE

The music fest event is scheduled on 11.05.2023
Venue :The Jawaharlal nehru indoor stadium, 37RC+5J6, Raja Muthiah Rd, Kannappar
Thidal,
Periyamet, Chennai, Tamil Nadu 600003

Event timeline:
10.00 am ~ Gates Open
11.00 am ~stalls display
3.00 pm~ snow show
7.00pm~ Gates close

EVENT SCHEDULE OUTLOOK

EVENT BUDGET :

The event budget is a projection (forecast) of the income and expenditure that the event will
incur based on plans made and information gathered.

The preparation of a budget is an essential part of event management. It is fundamentally

important that Event Directors are able to predict with reasonable accuracy whether the event
will result in a profit, a loss or will break-even. This is achieved by identifying and costing all
probable expenditures and by totaling all expected revenues (income). By comparing
expenditures and revenues, it then becomes possible to forecast the financial outcome of the
event.

S.no Items Amount in rs

1. Venue 30000

2. Food and beverages 35000

3. DJ 15000

4. Stalls 30000

5. Games 20000

6. Art exhibition 15000

7. Total 1,45,000

Instructions of the event :

• Please carry a valid ID proof along with you.
• No refunds on purchased ticket are possible, even in case of any rescheduling.
• Security procedures, including frisking remain the right of the management.
• No dangerous or potentially hazardous objects including but not limited to weapons,
knives, guns, fireworks, helmets, lazer devices, bottles, musical instruments will be
allowed in the venue and may be ejected with or without the owner from the venue.
• The sponsors/performers/organizers are not responsible for any injury or damage
occurring due to the event. Any claims regarding the same would be settled in courts in
Mumbai.
• People in an inebriated state may not be allowed entry.
• Organizers hold the right to deny late entry to the event.
• Venue rules apply.

EVENTS ORGANISED :
➢ Gaming stalls
➢ small businesses promoting stalls
➢ snow show

WHO IS AN EVENT ORGANISER :

An Event Organizer is defined as the person who schedules and plans a special event on
campus, including conferences, meetings, activities, functions, and other social events. Event
Organizers are responsible:

 To be familiar with Emergency Evacuation Procedures, including the posted

evacuation routes;
 During the special event, to evacuate the event space and have event patrons exit the
building as quickly and safely as possible

DUTIES AND RESPONSIBILITIES OF AN EVENT MANAGER

They will also attend the event to ensure everything goes to plan. Event managers supply to
all types of services relating to the events industry a take on the responsibility of coordinating
all the logistics involved in making the event work to the client’s satisfaction. They are
follows:

Personality

An event manager should be able to present a calm, friendly, and courteous manner at all
times. The five essential characteristics of successful event managers can be listed as:

 Detail- oriented
 Organized
 Full of energy, both physical and emotional
 Nurturing
 Flexible. Having a good sense of humor is a key apart from the above qualities.

Motivation

The job of event manager requires hard work and a service orientation; it is not a good
position for a glory seeker. The person who wants to sit at the head table, give orders, and
look important has the wrong idea of an event manager's functions.

Safety meetings and inspections

During the risk assessment meeting the event manager needs to elicit all possible health or
safety hazards associated with the goods, services and personnel to be used to produce the
events. Specifically ask all vendors and suppliers to identify potential physical hazards and
the safeguards necessary to prevent exposure to illness or injuries. Use this opportunities to
communicate a commitment to safety in all aspects of the event.

During preliminary site inspections the event manager should look for any event element or
aspect of the event site that might have the potential for injury, scanning sanitary supplies and
disposable diapers/ nappies, is sometimes considered a form of hazardous material, may be
generated by first aid stations and must be disposed of accordingly.

Particularly for outdoor sites, pest control may be important, perhaps requiring clearing and
cleaning out of infested areas, spraying for insects. The event manager should determine if
vector borne diseases are possible and work with public health authorities to control the
vector.
Sanitation and hygiene

Cleanliness and hygienic conditions are imperative for many reasons, including health and
safety from injuries or illness, but also for the comfort and the welfare of the event audience,
participants, and personnel. Water is a critical component of health and hygiene. The quality
and the quantity of the water must be accessed, particularly for outdoor events and temporary
event sites, including the potential for water supply sabotage and the location and logistics of
getting emergency water supplies. Free and freely accessible drinking water must be provided
at all the events. Potable water must also be provided for cleansing needs and non potable
water may be needed for dust abatement.

Sanitary facilities must be in sufficient numbers to accommodate the expected numbers and
types of users for the expected duration of the events. They must be positioned appropriately
to serve the various event populations.

Occupational safety is also a consideration. The catering operations must guard against such
hazards as burns from cooking and serving equipments, cuts from knives or broken glasses,
slips and trips on spilled liquids or electrical cords, falls, fire and fumes.

Preparing an event record

The event records mainly include:

 Timeline/ schedules
 Initial proposal
 Contacts
 Committees
 Correspondence
 Budget
 Site
 Marketing and promotion
 Promotional materials
 Registration
 Theme and program
 Audiovisual
On the day of the event

During the event, a manager should greet guest, visit at tables during the meal, discuss the
sessions with seminar leaders, and generally see to it that everyone has the best possible time.
Ideally, a manager will have delegated well enough to be able to do nothing but transverse
the site, checking upon people and activities and chatting with guests to find out how the
event is perceived. At outdoor sites and large events, event managers sometimes distribute
walkie- talkies or wears beepers.

Keeping the events on track

The following steps are taken by the event managers to keep the events on track:

1. Select volunteers; form committees

2. Decide goals and themes
3. Research audience
4. Create event names and logo
5. Choose evaluation methods
6. Outline budget
7. Contact potential sponsors
8. Visit and select sites
9. Diagram sites
10. Make signs
11. Plan publicity campaigns
12. Contact media
13. Design registration
14. Audition and select performers
15. Schedule rehearsals
16. Draft menu
17. Negotiate with caterers
18. Choose serving style
19. Shop for supplies
20. Prepare food
21. The big day
22. Clean up and close
23. Meet for evaluations
 24. Send thankyous
25. Write and file reports

Selecting an event

The choice of a specific event will rest on three supports:

1. Purpose ( fund raising, recruitment etc)

2. Audience (need and characteristics)
3. Organization (success lies in using the strongest resources)

Special events held by organizations and clubs can center on such elements as:

 Food (bake sales, potlucks, award banquets, cooking seminars)

 Entertainment (talent shows, concerts, theaters parties, gospel sings)
 Merchandise
 Athletic endeavors
 Education
 Games
 Potpourris

Choosing a theme

A theme should be developed by the event manager for the event. Hobbies and careers,
holidays, seasons, games, activities, history, costumes, ethnic culture, geography, colors,
flowers, jewels, literature, and weddings can all form the bases of the special events.

The date itself may suggest a theme.

The site of an event may contribute to theme ideas.

Names and logos should be selected with great care. Use a memorable name that clearly
explains and identifies the event.

One of the manager's tasks is to maintain the atmosphere of the event.

Clever lighting can help spotlight a performer or speaker, encourage intimate conversation, or
display artwork to advantage.

Goal settings for special events and Conferences

 Raise funds for a specific cause, person, or place

 Build spirit among long term members ( heal a breach, solve a political problem,
launch a new program)
 Facilitate information distribution/ exchange especially for large audience
 Recruit new members (specific or group of people)
 Celebrate, give awards, recognize volunteer efforts
 Attract publicity, reach new audience, heighten public awareness

EVENTS VISITED:

 20 years of Shreya ghoshal music concert conducted on 18.12.2022

Venue : Jawaharlal nehru indoor stadium, Chennai 600003.
 Trade fair 2023 conducted on the month of January
Venue : Nandanam ,Chennai
FUNDING AGENCIES OF THE EVENT:
The followin are the funding agencies of the summer fest event

 KFC (FOOD PARTNER)

 DELL (GIFT PARTNER)

 JIO (NETWORKING PARTNER)

 STARBUCKS (BEVERAGE PARTNER)