magnetic storm
Leaders in Events, Sound, Lighting and Audio-Visual

Blog  > What I Have Learned  > Events

14 January 2016

You’d think events would be meticulously planned in good time? Nope. I am increasingly surprised how often a client comes to Magnetic Storm to create an event within a short time frame. With budgets getting tighter, few organisations want to commit to an event 10 months in advance – which is why short lead time events are becoming the norm.

So how do we pull off an event with a quick turn around without compromising on the creative execution, or event experience.  Firstly, the Magnetic Storm client service and creative teams work together from the word go.

What’s the objective

Understanding the ultimate goal allows us to expand on creativity and know the boundaries right from the start.

Early budget sign off

The minute a client calls, the client services team gets budget commitment and budget sign off.

Streamline the proposal process

When it comes to short lead times, we skip the 100-page proposal and provide a succinct proposal in the clients’ hands within days (not weeks) so the client can quickly digest, and sign off.

Big decisions made upfront

With a short deadline, there’s little time to mull over big things like location, theme and keynote speakers. By getting big decisions made upfront, a lot of stress is saved down the line.

Work from a plan
Creating an overall project plan is key, it identifies the right resources, right equipment, tasks and processes to be carried out.

Define roles and responsibilities
This is why we have a creative team and a client services team, from the first meeting everyone knows their role and what they are responsible for and how they fit into the bigger picture.

Prioritise and compromise

Even for events with short lead times, some clients expect the world, so we have to manage expectations. Collaborating with the client, tough decisions are made about what the client might not get due to time, availability or budget. And, so we understand what they’re willing to sacrifice and what they consider must haves.

Client hotline

Phone tag and long email chains work against teams with short-turn events, so the client services team makes it clear to clients that we need access them, and need quick replies on critical decisions.

The above makes it sound simple and easy but I can promise you, knowing what happens in the background, that is an illusion we obviously like to create as the client should never “feel” the pressure points.

Looking forward to sharing my next insight soon.

Comments

Reflecting on 2017

2017 has been an interesting year: Trump came into power, terrorism increased globally, natural disasters created havoc, and locally, gangs and crime have made the headline on way too many front pages.

Read more
Magnetic Storm brings dinner in the dark to life for the Nkosinathi Foundation

DARK - Dare to Dine Differently in the Dark is a unique experience for Nkosinathi Foundation, designed to raise funds and bring awareness around the non profit organisation’s work with blind and partially sighted people.

Read more
The positive side of accountability

The word ‘accountability' strikes fear into many and is perceived as a way to ‘get' someone. The truth is, if looked at holistically, it creates a level playing field, encourages an honest culture and allows people to learn from their mistakes and grow.

Read more
Magnetic Storm appoints new shareholders making it 51% black owned

Magnetic Storm is proud to announce that it is now 51% black-owned company following a transaction with local black private equity company, Engeli Enterprise Development (Pty) Ltd and the Unity in Africa Foundation.

Read more