An experiential event provides attendees with a unique and immersive experience. These events are face-to-face social gatherings that empower organizations to promote their brand, products, and services in interactive ways. Experiential events are designed to create a memorable and emotional connection between attendees and the brand, often through interactive activities, sensory stimulation, and storytelling. We manage the flow of special events according to client requests and specifications.
Experiential event services include:
Strategic planning
Event production and on-site coordination
Overseeing all aspects of the event's execution, ensuring that it runs smoothly and according to plan. This includes managing logistics, coordinating vendors and suppliers, overseeing technical elements, and addressing any issues that arise during the event.
Vendor coordination
We work closely with vendors and suppliers to ensure that all goods and services are delivered on time and meet the event's requirements. This includes coordinating with catering services, audiovisual technicians, decorators, and other vendors to ensure that they understand the event's needs and expectations.
Run of Show (ROS)
A "run of show" for experiential events is essentially a detailed timeline or schedule outlining the sequence of activities, performances, presentations, and other elements that will occur throughout the event. It serves as a blueprint for the event's execution and ensures that all involved parties are aware of their roles and responsibilities.
Here is what we include in our ROS for an experiential event:
Event Overview: Provide a brief overview of the event, including its purpose, theme, and goals.
Timeline: Create a detailed timeline that breaks down the event into segments, including pre-event setup, main event activities, and post-event breakdown. Each segment should include specific start and end times, as well as the activities that will occur during that time.
Key Activities: Identify the key activities or elements that will take place during each segment of the event. This may include performances, presentations, interactive experiences, demonstrations, and more.
Speakers and Performers: List the names of speakers, performers, or presenters who will be participating in the event, along with the times at which they are scheduled to appear.
Technical Requirements: Specify any technical requirements or setups needed for each activity, such as audiovisual equipment, lighting, sound systems, stage setups, and any special effects.
Transitions: Plan for smooth transitions between activities and segments of the event. Include any necessary cues or instructions for event staff to ensure that transitions are seamless.
Contingency Plans: Anticipate potential challenges or issues that may arise during the event, such as delays, technical difficulties, or changes in weather conditions. Develop contingency plans to address these challenges and keep the event running smoothly.
Staff Assignments: Assign specific roles and responsibilities to event staff, volunteers, and vendors to ensure that everyone knows what is expected of them and who to report to.
Communication Plan: Establish a communication plan to keep all team members informed and updated throughout the event. This may include regular check-ins, walkie-talkie channels, or a designated communication hub.
Feedback and Evaluation: Build in time for feedback and evaluation sessions to gather input from participants, attendees, and staff on the event's success and areas for improvement.
VIP & influencer list creation
We create VIP and influencer list for an experiential event involves identifying and inviting individuals who can enhance the event's visibility, prestige, and reach. VIPs are typically high-profile guests, such as celebrities, industry leaders, government officials, or key stakeholders, whose attendance can lend credibility and attract media attention to the event. Influencers are individuals with a significant following and influence on social media or within a specific community or industry, whose participation can help amplify the event's message and reach a broader audience.
Event marketing collateral
Event marketing collateral in an experiential event refers to the materials and assets used to promote, enhance, and support the event's marketing efforts. These materials are designed to engage attendees, convey key messages, and create a cohesive brand experience before, during, and after the event. They play a crucial role in attracting attendees, generating excitement, and reinforcing the event's messaging and branding.
We create the following marketing collateral for experiential events:
Invitations: Custom-designed invitations sent to targeted attendees, VIPs, influencers, and stakeholders to extend formal invitations to the event. Invitations may be physical (printed cards or packages) or digital (email invitations, e-vites, or social media graphics).
Event Website: A dedicated event website or landing page providing information about the event, including date, time, location, agenda, speakers, sponsors, and registration details. The website serves as a central hub for attendees to learn more about the event and register to attend.
Branding and Signage: Visual elements such as logos, banners, posters, and signage featuring the event's branding and key messages. These materials are strategically placed throughout the event venue to create a cohesive and immersive brand experience.
Promotional Materials: Printed materials such as brochures, flyers, postcards, and pamphlets distributed to promote the event and provide additional information about sponsors, exhibitors, speakers, and event highlights.
Event Programs: Printed or digital event programs containing schedules, agendas, speaker bios, session descriptions, maps, and other important information to help attendees navigate the event and plan their experience.
Social Media Graphics: Custom-designed graphics and visuals optimized for social media platforms to promote the event, create buzz, and encourage attendees to share their experiences online using event hashtags and handles.
Press Kits: Comprehensive press kits containing press releases, fact sheets, photos, bios, and other relevant materials distributed to media outlets, journalists, bloggers, and influencers to generate media coverage and publicity for the event.
Post-Event Materials: Follow-up materials such as thank-you notes, surveys, recap videos, or post-event reports distributed to attendees, sponsors, and stakeholders to maintain engagement and gather feedback after the event.
Types of experiential events we do:
Brand activations
Community events
Ceremonies
Conferences
Festivals
Networking events
Pop-up shops
Summits