Let an Event Agency Manage Your Next Event

There are some companies out there that think they can save money by planning their events themselves. This is not always the case. We’ve just started working with a company that thought this and for some time had been adding the role of Event Manager to some of their team as a bit of a side job for them, after all, how hard could it be right?

Well, it may not necessarily be hard but like all professions, there are specialised learnings that come with experience and strong industry contacts developed along the way. It’s these vital attributes that ensure our clients get the best prices. We know what to look for and what to ask to make sure that what we’re paying for on behalf of our clients is for what they need. 

The 'Must-Knows' of planning an Event:

  • A clear understanding of what audio visual is actually required is sometimes very different to what an audio visual company will quote you for. We have found many a saving for clients on this key budget line that is usually written up in quite technical language.
  • A strong event planning background brings with it a powerful database of suppliers. These relationships help save time and money.
  • Venue contracts can sometimes have as many pages as a novel. Having a clear understanding of what fine print to look for usually saves a fair bit of time and can result in cost savings for the overall event.
  • Most businesses try to upsell, that’s business right? Well, if you’re dealing with suppliers in industries you don’t usually have experience with, it’s quite possible that they will have an easier ability to upsell you on items that your event just really doesn’t need.


Event Planning - Creating your own venue

When you’re in the business of creating unique event experiences, sometimes you have to pull out the big guns and start from scratch. Sometimes, what’s out there just doesn’t fit the bill. We had an experience like this for a large multi-national client. Being no stranger to regular events, the client felt it was time for something quite different, something quite playful, unusual and bespoke for their annual national internal rev up.

The Problem

Our audiences for each event to be held around the country would number from 300 people in the smaller cities to over 1500 once we hit the east coast. Somehow one size had to fit all!

Catering was also another consideration to be turned on its head. It was felt conventional catering didn’t quite sit right for this client’s diverse demographic. No more canapés, no more bite sized petit items for this national team.

“So Peanut, what’s your recommendation?” Following some initial head scratching that light-bulb moment started to flicker and the all those years of hard event planning started to pay off.

The Solution

We decided to hire a massive contemporary circus tent that could be quite easily scaled up or scaled down in size with the addition or removal of some of its structural supporting poles. First we had to approach inner city councils around Australia and ensure the correct infrastructure was available to house our venue. Then we hired a team to not only build a giant tent, but also mark out massive areas of public land and check for pipes and irrigation… everything had to be perfect, compliant and safe! Finally, multiple generators were brought in to power such a massive audio visual and lighting extravaganza (gotta make that power point presentation sing!), toilets, heating and in some cities air conditioning, furniture and fridges (to name but a few of the key items). This was not a simple task.


With catering, we tried to make this fun, interactive and engaging. Having such a large canvass to work with and with not being tied into a venue’s catering restrictions, we brought in a number of food vans into the tent and guests were able to roam from van to van enjoying scrumptious offerings from tacos to sliders to gourmet burgers to choc covered snow cones.

Overall, an amazing and unique experience for all, us included!

Sometimes, we just need to step outside the box and when we do the magic just starts to happen!

Cultural Disconnect Leads to Inspiring Event  

In 2018, teams are more diverse than ever. Through the impact of globalisation, cultural diversity and technology, many industries are seeing a change in culture due to ‘smaller’ international borders. 

One of our clients was experiencing some cultural dissonance, and what better way to improve this team then through an invigorating event. Over several years a disconnect had been developing between the local Australian and New Zealand teams from their European Head Quarters. Globally, the company was a thriving and forward thinking enterprise developing cutting edge innovation and growing steadily. Unfortunately, this has not been the case here in the ANZ region.

A key challenge presented to our team was a lack of effective internal communication that had ultimately disempowered the team from excelling in their roles. Additionally, lack of engagement and a poor understanding of the range of products and innovations the team had at its disposal was considered a major problem. This resulted in stagnation for the ANZ region and a downturn in sales while internationally the company is thriving.

Working closely with the client, we were able able to create an event that confronted the challenge head on, resulting in an engaging, communicative and educational experience for their staff.


Here are some key ways in which we approached the challenge:

Brand Content Video

Over the past 7 years, all key communications had been managed and delivered by HQ which meant that there were no internal videos or content that had been produced in ANZ or featured local accents.

In responding to this lack of local flavour and identity, we created brand content that spoke specifically to the ANZ team and featured as key content at the event. The video was honest and allowed for the company to address the challenges to their staff in an open forum. The tone was inspirational and inclusive and featured local faces and voices.

Live Stream Broadcast

A two-way live stream broadcast session was built into the agenda that allowed the ANZ team to engage directly with the European HQ, learning first hand about key innovations, products, R&D and company strategy. This session allowed for authentic engagement, Q&A and also featured a virtual tour of the company’s Head Office.

Innovation and Collaboration Session

Additionally, we included an internal Innovation & Collaboration focused session which allowed the staff to talk openly to their employers. As a result, our client was able to take key learnings and feedback from the team which are now being implemented into internal programs and engagements.

Success Story Videos

Furthermore, whilst working with the ANZ team, we are identifying and celebrating achievements in the areas of innovation, sales and collaboration by packaging strong examples of success stories into short videos which are being profiled and communicated across their intranet site.

I believe the greatest achievement from this event has been the ability to work with a client collaboratively and creatively in finding strategies, that are today empowering positive changes for the future.


How to Find the Right Venue for your Event

Finding the right venue for an event may not be as simple as following a yellow bricked road. As an event agency, selecting the right venue or location can be one of the most important decisions in the success of great event planning. Staying on top of new venues is what our clients expect and what we demand of ourselves.

The venue and subsequent additional costs it covers like catering and beverage can have significant impact on the overall budget and can really influence the direction and the over-all performance of the event.

It can be the hero or the villain and will most definitely leave an impression, good or bad that will last well beyond the event.


So, what do we look for when selecting an event space and location?

  • It needs to provide the starting point from which the desired outcome can be created.
  • Parking and easy access to taxis and public transport.
  • The right events team at the venue is imperative. It is the venue’s event manager that will ensure all of our requirements and requests are dealt with throughout the relevant venue departments and teams.
  • Great service must always be at the forefront of the guest experience. Anything less will just leave a negative experience.
  • Easy access for the various suppliers we’ll need to bring on board to help create a unique and beautiful experience.
  • More often than not, we will need a venue that will allow us to transform its space for our creative objective. Therefore, working with a venue and team that is open to finding solutions and thinking outside the box is really important for us.
  • Flexibility in tailoring the event for the event brief rather than being pushed into a conventional venue package is imperative to ensuring a bespoke and relevant experience.

Or you could give us a crack!