Here's how you can improve your abilities to manage and coordinate large-scale hospitality events.

One thing I’ve always found helpful when planning events was to remember that successful events are 80% planning and 20% execution. Planning includes communication.

If you fail to plan then you are planning to fail. This is very much applicable to all events - large or small. Pay attention to all details and plan for every task/requirement however minor it may seem. Check all equipment and infrastructure for smooth performance.

At Aurum, we emphasize the importance of integrating advanced technology and data analytics into event planning. By using tailor made event management approach , you can streamline processes, monitor progress in real-time, and gather valuable feedback. These tools enable more informed decision-making and enhance the overall attendee experience. Additionally, leveraging data insights allows for continuous improvement, ensuring each event surpasses expectations. With Aurum’s expertise and innovative solutions, your event will be meticulously organized and exceptionally successful.

Yes everything should be planned on papers and should be ticked down after completion, team work plays pivotal role in any events so ensuring your team is fully trained and equiped with right tools and guide monitoring each aspects will lead you to success

Focus on clear communication, detailed planning, and teamwork. Learn to delegate tasks effectively and stay organized with checklists. Gain experience by working on smaller events first. Keep learning about the industry trends and technology. Build strong relationships with vendors and clients. Always be prepared for unexpected issues and stay calm under pressure. Regularly seek feedback to improve. 2/2

An active communication with a full team aware of their responce leads to event success Using wireless devices for emergency Will organized agenda Assigning a cababile person to handle each program

Encourage the Team to bring ideas "out of the Box", short response time for leads unfortunately provoke many "copy-paste" answers from previous requests. Put emphasis on treating the new lead as unique, making sure the Team qualifies well the request and isn't afraid of budget challenges when proposing new experiences

Key traits I seek out in hiring and recruiting - eagerness to learn -willingness to communicate and share different perspectives -ability to understand priorities -communicate clearly and accurately -empathy and care on the event managed -punctuality -critical thinking and able to anticipate needs When a team is concerned you can nurture and guide people to directions and goals that have been set. However you have to be realistic with yiur goals and the ability for yiur team to achieve said goals. You also have to be able to make difficult decisions to either move or remove people who may be disruptive or may not be a suitable to the team dynamics. People are trainable, I will always take responsibility of my staff performance first.

Foster a collaborative environment by leveraging each team member's strengths. Regular training and clear communication are essential for cohesive teamwork.

Maintaining high levels of communication with your team, stakeholders, and vendors is essential. Clear and frequent communication is key to managing large groups effectively

Prioritize guest satisfaction by understanding and exceeding their expectations. Personalization and attentive service are key.

Even minor details on how their first 5 seconds of interaction with staff can change the perception of the overall experience .

Prioritize Guest Experience Guest-Centric Approach: Always keep the guest experience at the forefront of your planning and decision-making processes. Anticipate guest needs and go above and beyond to exceed their expectations. Personal Touch: Add personal touches to events, such as welcome notes, personalized amenities, and attentive service, to make guests feel valued and appreciated.

Its easy to lose sight of a deep guest or customer focus as the scale of your event grows in volume. Always look for areas of your event where you can add special touches that show how much you've listened to and understood the client, ensure you are staffed appropriately to execute the high level style of service you would do normally do and do not compromise that elevated service ethos because their are more people. There are plenty of companies that simply organize and execute events, but to be exemplary and go above and beyond you need to really blow people away with amazing service and attention to detail.

Vayamos siempre con la premisa de crear Experiencias memorables a nuestros clientes , por que estaremos hablando de dar esa milla extra y no solo cumplir lo básico.

Build strong partnerships with reliable vendors. Transparent communication and mutually beneficial agreements are crucial for smooth operations.

Having a robust Accounts Payable/Invoicing platform, especially one that maximizes the use of virtual cards to pay your vendors, is by far the best way to maximize vendor relationships and ensure they are paid on time and your invoices are reconciled in the most efficient manner. This represents a win-win scenario, as their payments are received in the most secure and expedious manner and your business can increase productivity substantially while enjoying significant savings in your AP department.

Interact with vendors regurlarly, and invite them to your premises, so that they can understand your needs better. Cooperation between you and the vendor is essential for success.

Bulding a strong portfolio of resourceful suppliers is a MUST, because a good deal or a special price it's relative easy to get, but a supplier that answer you when an urgent need arises, when a problem with another order occured... that's priceless

At the end of the day the vender has to align with your vision of excellence remember we are all in it for the satisfaction and then money so always leave a reasonable margin for the vendor and he will prioritise you over others

Identify potential risks and create contingency plans. Regular audits and continuous training help mitigate issues before they escalate.

First step to a profitable event is to know our costa, and from that bulding the final price. We should ask for a mínimum of the 50% once confirmed and booked the date and 10 days prior the event the rest. And leave open the chance to charge extra if more people attend to it or last minute changes are requested

Risk management is essential in coordinating large-scale hospitality events as it ensures the identification, assessment, and mitigation of potential risks. By anticipating issues such as safety hazards, logistical problems, or unexpected disruptions, planners can develop contingency plans that minimize impact. This proactive approach helps maintain event continuity, protect attendees, and safeguard the reputation of the hosting venue. Effective risk management also ensures compliance with legal and regulatory requirements, reduces liability, and enhances overall event quality. Ultimately, it provides peace of mind to organizers, allowing them to focus on delivering a seamless and memorable experience for all participants.

Technology is a game changer unfortunately we have not implemented it in the indian region and most stakeholders are not used to it

To improve skills in managing and coordinating large-scale hospitality events, it's essential to utilize advanced technological solutions. Event management software simplifies planning, logistics, and communication with real-time updates and efficient task allocation. Data analytics tools provide insights into attendee preferences and behaviors, enabling personalized experiences and enhanced service delivery. Virtual and augmented reality can offer immersive pre-event tours and interactive engagement, while mobile apps facilitate seamless coordination and instant participant feedback. Staying updated on emerging technologies and continuous learning will further enhance these capabilities, ensuring innovative and effective event management.

Utilize advanced technology, from AI-powered analytics to real-time tracking tools. This enhances efficiency and the overall guest experience.

Event software like Gather and other similar platforms you can stay organized out of the gate and create detailed BEO's, manage your timeline deadlines and deliverables, and clearly map out and visualize your floor plans and event strategy in a collaborative way. Ensure your client has plenty of communication and face time from you to not lose sight of necessary human touch and emotional intelligence, but for more technical and organization driven tasks in event planning, a great SaaS/platform is crucial to staying ahead of the rest of the pack.

Business process automation is a way for technology to drastically reduce costs by avoiding extracting and transferring data from multiple systems and shared spreadsheets that may not communicate with one another. This frees up valuable time to focus on all of the fine details required to ensure an exceptional event. Time, after all, is the one commodity we have that once is used, we can't get back.

Everything is possible! Does you catering venue only have space for 120 people , yet there is a request for 150 people? Offer options, everyone understands that they come at an additional cost, however, if they have fallen for your location, they might want to spend the extra bucks. Again, everything is possible, there is just another pricetag attached to it, for the guests to decide. No is also an answer, at least you have displayed all the possible options for succes!

Events, large scale or not, has the ability to drive significant revenue into your hotel. They also have the risk of displacing business which could have been more profitable than the event itself. Thus it becomes crucial that you have tech integration or intel to share insights on the event trends, booking patterns and revenue potential. These further aid your sales team to not only manage the enquiry better but also to consider all possibilities involved to come up with the most profitable rate, and efficient process.

Security arrangement - the crisis which can go to through a huge number of non invited guests - the nature of the event if can be a target terrorism incidents - criminals and sexual harassment - thefts - incidents which can occurs during going in & out

Its just about being organized, nothing more... But organization must be idiot proof. No matter how much you plan, there will always be something that goes wrong. That's how you learn that there is a plan B1 to plan B.

There should be backup for all major factors which can affect an important event for example: staff, space, items, electronic equipments and always keep some extra time before & after event if possible.