Since TED talks first launched, the free to stream “Ideas worth spreading” platform now boasts over 2000 informative, inspiring talks on some of the biggest issues facing humanity today. A veritable smorgasbord of ideas, TED talks owe their popularity to the ease with which one can tap into the minds of some of the greatest thinkers of the 21st century.

We’ve listed our top five TED talks that address some of the biggest challenges event planners grapple with.

 

How to Make Stress Your Friend by Kelly McGonigal

As we mentioned in our previous blog, event planners have one of the most stressful jobs in the modern workforce. But just because high stress levels are a given doesn’t mean that they have to be detrimental. In this short TED talk, Stanford University psychologist McGonigal argues that stress is only bad for you if you think it is. Her mission is to help professionals who work in highly-stressful environments to thrive by changing their mindset about stress, and as a result, changing the way their bodies respond to stressful stimuli. Find it here.

 

Why We Do What We Do by Tony Robbins

One of the world’s most recognised self-help gurus, Robbins’ popular talk (at last count, it had garnered over 3 million views), addresses the inherent driving forces behind passion and motivation. Robbins argues that once we better understand the core reasons behind why we do what we do, we can use this self-awareness to consistently improve both our professional and personal lives. Watch it here.

 

Connected, but alone? By Sherry Turkle

The director of the MIT Initiative on Technology and Self, Turkle explores the impact of technology on human connection. As events become ever-more saturated with and reliant on technology, this is a timely and notable lecture to ponder. Turkle talks about the way in which technology has seemingly created inter-connectivity but how the reality is that we feel more alienated from our peers than ever before. A thought-provoking talk that reminds us why face-to-face communication and authentic connection are needed more than ever before. Find it here.

 

How to save the world (or at least yourself) from bad meetings by David Grady

Who hasn’t sat through a yawn-inducing meeting and silently bemoaned the fact that this was a mammoth waste of your time? Grady’s talk takes on the truth about our love-hate relationship with meetings, urging viewers to rethink the way we approach them. Grady argues that meetings can be productive, but only if all involved get clear about the desired outcome before hitting “accept”. Food for thought to help you get the most out of time in the boardroom. Watch it here.

 

Design for all five senses by Jinsop Lee

Industrial designer Lee explains his theory of “five sense design”, and argues that event planners need to move away from the one-dimensional emphasis on visual aesthetics. If we are to truly engage our guests and create an experience that builds a connection between the event and attendees, Lee advises that each of the five senses must be catered to. Lee’s talk is a refreshing flip on the tired script of creative execution. We advise that you gather your team around to watch his talk and brainstorm after watching. Find it here.

In the mood for some more event planning brain food? Download our ebook, “Event Technology 101: The Then and Now of Event Tech”.

 


The Easter Bunny, beloved by children (and many adults) the world over, pulls off a pretty impressive feat every year. Hiding chocolatey delights in millions of homes and gardens the world over, all without being seen. And when you come to think of it, event planners aren’t that dissimilar to this magical creature.

Before you indulge in your favourite Easter treat (Lindt, we’re looking at you), here’s what superstar event planners have in common with our favourite fluffy fellow.

They’re multitasking magicians

Hiding billions of Easter eggs before the sun rises? No problem. Securing a last minute keynote speaker a day before that big conference? Sorted. Whether traversing the globe with a haul of sweet treats and a turnaround time of just 24 hours, or dealing with a very demanding VIP, event planners and the Easter Bunny know how to get things done – all without breaking a sweat.

They have a knack for knowing what delights their audience

Chocolate covered marshmallow eggs? Cadbury Creme Eggs? A extra-length king size bed and blackout curtains? An audience with a marketing mastermind? Event planners and the Easter Bunny know exactly what their target market wants, and go to the ends of the earth to make sure they get it. (Even if that means no sleep)

They’re sticklers for time management

Whether it’s hopping from continent to continent in the space of a night or ticking off a to-do list as long as your arm, the Easter Bunny and event planners get more done in a day than most people do in a month. Time is of the essence, and both know how to squeeze everything in before the clock strikes midnight.

They’re not afraid of hard work

Having millions of children rely on you for their annual treasure hunt is a monumental responsibility. So is pulling off a large-scale corporate event. Both take a lot of hard work and dedication, and if left to anyone else would very likely result in tear-stained faces and negative brand sentiment. Luckily, event planners and the Easter Bunny are up to the task.

They believe in the magic of experience

Easter morning is about so much more than spotting a glint of foil-wrapped chocolate in the foliage: it’s about anticipation, intrigue and the sweet taste of success. So are events. Event managers and the Easter Bunny live to create experiences that cater to all of the senses, and that ultimately, have people eagerly counting down to their next encounter.

To find our more about how The RSVP Agency can help you to delight your guests (and make your job that little bit easier), download our brochure below.


As a marketer, you know your brand better than anyone else. You know how you’d like your audience to perceive you and how you want to achieve this. Events are an effective way to nurture loyal brand advocates as well as connect with customers and suppliers – but only if they are planned correctly. Choosing the most professional event planner is the first step in making sure your marketing objectives are reached. Here are the things you need to know before choosing an event planning professional.

Do your detective work before contacting potential event planners

Before enlisting the help of an event professional, you need to do extensive research. First check their websites and social media channels – an unattractive website that hasn’t been maintained in several years or an extinct Twitter account reflects a sub-par level of professionalism. A decent website and lots of engagement on social media, on the other hand, signals a professional event planner worth their salt. Word of mouth is another reliable way to suss out the ideal candidate to plan your event. Think back to any killer events you’ve attended and find out which agency organised them. In addition, talk to their past clients to get feedback about what they’re like to work with.

Your chosen event planner needs to be an appropriate fit

Narrow down your selection by carefully looking through the previous events they’ve worked on. This will give you an idea of the style of events they create, the type of budgets they work with and the areas that they excel in. If you’re planning a 400-person gala dinner to celebrate your company’s ten year anniversary, there’s little point calling a professional event planner who specialises in small corporate skiing weekends in the Alps. Bear in mind that  the location of the event planner you hire is just as important as the types and size of events they do.

Being on the same wavelength is crucial if you are to work closely during the planning of that spectacular event

Once you’ve made a shortlist of potential professional event planners it is important to meet face to face before signing any contracts. You will be working closely with them during the planning and execution of your event – if you have trouble getting through a half hour meeting with them, chances are you just aren’t on the right wavelength to get through several months of working together.

Your chosen event planner must understand your brand and messages you want to convey at your event

Getting on well is important, but just as important is whether your chosen event professional is able to plan an event that is in total alignment with your brand values and the messages you aim to convey through your event. The best event planners thoroughly understand your brand and stick to the budget you set them. Of course, being able to generate fanastic and original ideas is another prerequisite, but make sure these ideas serve your company and not the creative whims of your event planner.

As with many aspects of our daily lives, software lets professional event planners take event planning to the next level

The event planner you pick might have the most talented event professionals behind it, but without the right tools they won’t be able to create an event that delivers sound ROI. By choosing a professional event planner who makes use of event planning software, you can guarantee that the organisation of your corporate event will be based on solid data about your guests and their preferences. What’s more, the time an event professional saves on the admin of manually managing RSVPs can be spent creating an incredible event for you.

RSVP is happy to advise you about its Guest Concierge Management software today. Simply contact us and we can answer any of your questions.

Image credit: work.chron.com


Champagne bottle popping cork, close-up

Event planning has evolved into a science. Organising an event that makes the maximum impact and results in ROI, boils down to measurable metrics. Brands are demanding an informed approach as opposed to the practices of old that were nothing more than a shot in the dark. The most successful corporate events of today are based on specific sets of data that ensure every aspect of an event is as impactful as possible. From attendance rates, invite open rates, bounce rates and more – event managers need to be au fait with the behavior of their guests.

Obtaining event planning statistics drives superior decision making and implementation.

For example, The RSVP Agency recently extracted the following information from our online RSVP service:  44.68 % of guest’s will accept your invite outright, and 14.06% will decline. This is good news for event planners, as it means you’ll be able to concentrate your efforts on the 41.26% of guests who’ll require a follow-up phone call or email.

Event planning statistics collected in real time will enable you to raise the bar when it comes to your invitations.

If you’re seeing that most people are opening their invites in the late afternoon, you’ll know to send out future invitations around the same time. Without this information, you’d carry on sending out invites at 9am – which will increase the likelihood of them being ignored as by the time your guest checks their mail, your invitation will be lost amidst a host of more recent mail.

Ensure against dismal attendance rates by putting your event planning statistics to work.

If you’re aware that 14.06% of guests decline an invitation upon receiving them, you’ll know that an additional back-up guest list is a pre-requisite. This will enable you to have extra invitations ready to be sent out as soon as you’re notified that someone from the original list has declined. You may want to enlist the use of save-the-dates that include the options: “Yes I’d love to attend” and “No thank you”. This will give you more time to invite other guests and re-arrange logistics like seating plans, the printing of name cards, menus, gift bag labels and the like.

Corporate events that result in ROI rely on consistently updated data.

As an event planner tasked with handling big-budget events, your number one concern is generating ROI. In order to ensure that your event doesn’t result in a loss of revenue you’ll need to be able to see at what stage your guests are, from start to finish. Being aware of information such as, whether they’ve downloaded your online invite, if they’ve opened it, clicked through to read the web invitation or forwarded it on to colleagues, will ensure you can take the necessary action. As they say, “To be forewarned is to be forearmed”, and planning an event is no exception.

If you don’t have any event planning statistics on hand, you’ll repeatedly make the same mistakes.

It’s crucial that you’re aware of what aided the success of a function, and what could have been improved upon. Examining the data on hand will alert you to areas that require a different approach, but without any information to look at, you’ll have to make do with a guesstimate

Using a service like The RSVP agency allows you to integrate real time analytics into your events by using our event management software. Not only will you be able to compile and use event planning statistics, we’ll provide you with professional call downs, professionally designed invitations and assistance on the day of your event.

Having these real time analytics data gives you insight into knowing whose email has bounced or what the guest’s food preferences are and other pertinent information, so you can make informed decisions at the drop of a hat.

 Image Credit: Telegraph