Something we’ve seen deliver, time and gain, is brand consistency. This may seem really obvious, but when you’re running multiple events across the globe to your sales team and channel partners, this is no mean feat!  Delivering a unified cohesive, message helps everyone to understand your proposition and gives a better overall experience. Your channel and sales team can effectively sell and importantly, your target market understands what you offer. Brand consistency also makes it much easier to give delegates and sponsors a consistent experience. The impression they get of you at the event is one that will stay with them, so a professional, cohesive, consistent experience is a must.

Delivering events across multiple countries and cultures is something we’ve done many times, so here are a few tips to get your sales teams and channel partners singing the same tune:

• Centralising as much as possible – Double whammy here, not only do you see a consistent message, but there is no doubt that it also delivers big cost savings as you design everything once and execute it many times. So keep budgets, designs, copy and layouts centrally managed.
• Make sure you have an up to date brand guidelines document sent to all the interested parties, to ensure that everything is consistent.
• Have all your templates standardised and sent to all the local suppliers, so that there is no margin for change
• Also have guidelines for any sponsor booths/exhibitors to keep everything consistent
• Write one set of copy for all your email communications, then have that translated into the multiple languages.
• Make sure all your stakeholders understand the message – we recommend kicking off the project with a meeting for all your key partners, suppliers and staff to make sure that they understand your brand and message.
• Create some excitement and buzz about the events at the meeting – Give out event kits with posters, planners, dates, countdown clocks etc, delivering the message and advertising social media channels to share the buzz
• Set up bulletin boards across the local offices/partners – Keep the boards updated with week by week details about the events
• Use social media to deliver the same message – digital bulletin boards! Keep these fresh and updated with articles and photos.
• When choosing the venues, think about the layout and how you can make sure that the style and layout flows in the same way at each location.

If you need help and support with your events, we understand just how much there is to do, so let us take care of it all whilst you concentrate on the strategy, email Deb Jowett or call 020 8995 9495

With all office furniture removed, the space was recreated into an elegant casino,  with black and gold velvet lounge furniture and stylish lighting. On arrival, each of the guests was presented with a black velvet pouch of branded gambling chips to use on the blackjack, roulette and craps tables. Prizes were awarded for the largest wins, ranging from chocolates and champagne to iPads and digital TVs. Other highlights included cigar girls circulating with chocolate cigars, unique ‘molecular science’ canapés and a free- flowing champagne and cocktail bar.
Over 250 guests enjoyed a truly memorable evening and the event completely exceeded VCE’s expectations. Thanks to Outsourced Events’ imaginative event design, attention to detail and conscientious on-site management, VCE was able to announce their arrival in London in style.

To find out more about conference organisation from Outsourced Events, speak to  Denise Sharpe on +44 020 8995 9495 or email enquiries@outsourcedevents.com

• Venue  – Office transformed into glamorous party venue
• 007 Casino Royale theme, complete with casino tables and branded gambling chips
• Canapés Molecular gastronomy canapés and bubbling dry  ice cocktails
• 250 A memorable evening and effective marketing for over 250 guests

From copywriting and translation to data sourcing and design, Outsourced Events can take care of everything, or just the individual required services.

Working with clients such as Citrix Systems, EMC and Dell Wyse, we develop a close relationship with our clients’ internal marketing teams, allowing them to focus on strategy and messaging while we take care of the logistics.

Let Outsourced Events manage your email communications and discover the difference we can make. Contact Denise Sharpe all call +44 (0)208 995 9495.

• 14 centrally managed Forums
• 500–1400 Between 500 and 1,400 attendees at each event
• 60 different suppliers  throughout Europe
• >20% negotiated cost savings  across key suppliers

To find out more about conference organisation from Outsourced Events, speak to  Denise Sharpe on +44 020 8995 9495 or email enquiries@outsourcedevents.com

For Dell Wyse, the advantages to outsourcing these tasks to us are huge:

• We take the initiative, drive campaigns forward and make sure the required number of emails goes out on time, every month
• Our quality control is second to none, ensuring a consistently high standard across all regions and in all languages
• Close co-operation and an emphasis on developing relationships mean we work like an extension of their team.

Outsourcing to us is cost-effective. We make sure that the in-house marketing team can concentrate on priorities like strategy and messaging, while we handle the nuts and bolts of delivering high-quality email communications.

To find out more about email communications from Outsourced Events, speak to Denise Sharpe on +44 (0)208 995 9495 or email enquiries@outsourcedevents.com

• 193 emails sent to more than 400,000 contacts over a six-month period
• 61.83% Average open rate from top ten campaigns delivered over a six-month period
• 7.28% Average click through rate from top ten campaigns over a six-month period
• 147 Countries included in weekly comms

• Conference organisation
• Roadshow
• Event communications
• Production and delivery
• Sponsorship sales
• Social media management
• Communications management
• Delegate management
• Venue finding

The 2013 events saw record breaking figures with an attendance increase of 30% on 2012 and 68% of registered delegates attending on the day. Over 90% of attendees across both locations rated the overall event 4 or higher out of a possible 5 when 1 is poor and 5 is excellent. To view a video of CPA2013, click here. Need help with your event program? Email Denise Sharpe or call +44 208 995 9495

Outsourced Events worked with EMC in 2012 to create and manage a series of Forums across EMEA. This is a snap shot of the locations and brand consistency shown across EMEA….

“Last year saw the OE team supporting clients in over 20 countries and as the team speaks eight different languages, communicating with the country hosting the event is not a problem.  It’s not only communication that matters in ensuring the smooth running of our events, however, but also the different cultural values of the country in question. This is why, when working with a non-European culture, we’ll usually partner with a local agent to work with us on the ground. In 2012, we ran events in Tel Aviv, Istanbul, Casablanca, Dubai, Doha and Riyadh, all great places for an event and all culturally different.  It was the first time we’d ever worked in Riyadh, though, so understanding the cultural differences was one of the first objectives.

Respecting the local culture

Riyadh, and the whole of Saudi Arabia is a very conservative Muslim country. Traditional roles are highly valued, and you’re expected to follow the strict moral codes whilst traveling within the country. Men and women don’t mix much in this country.

Once the plane touched down in Riyadh,  I put on my abaya (a covering from neck to ankles showing no shapely form) and donned a black scarf around my neck.  I then lined up at passport control in a women’s only area, which was actually quite convenient as I got through much quicker than most of the men!  Once my visa had been checked and stamped I got into the car that had been organised by the hotel.  If this hadn’t been organised beforehand, I wouldn’t have been able to leave the airport!  It’s also worth pointing out that there are officials, stationed in public places, such as airports and shopping centres, that wander around carrying sticks. If you’re not wearing your scarf on your head, you’re likely to get tapped on the shoulder with the stick by one of these men who will say “woman cover your head”!

Once in the international hotel, The Four Seasons in this case, I didn’t have to wear my scarf and I have to say that everyone was extremely courteous and polite.  Whilst there is a differential between men and women, I did feel that women were respected and if I asked for something to be done with regards to the event set-up, it was always done without any problem.

Strict moral codes

There are certain codes within Saudi Arabia that need to be adhered to, and they are as follows:

• Segregated prayer area for men and women
• Segregated eating area for men and women
• Reserved seating for women and in some cases there may need to be segregated
• Permission needs to be requested by the hotel to hold an event where men and women will be mixing
• No alcohol at any time! Alcohol is illegal in Riyadh, but the mint tea is delicious
• Photography of local people, government buildings, military installations and palaces is not allowed.

Outside the Hotel

The Saudi currency is the Riyal (SAR), divided into 100 halala. Foreign currency can be changed at banks and exchange bureaux. Banking hours are generally Saturday to Wednesday from 8am to 12pm and 4pm to 8pm. All major credit cards are accepted at shops, hotels and restaurants in Saudi Arabia.

Museums and other sites within the city have separate operating times for men and for families. Unaccompanied women are expected to be chaperoned at all times. Chaperoning is especially important in travel, as women are not allowed to drive cars or ride bicycles in public, making travel from one place to another quite difficult when traveling by one’s self.

The event went extremely well and our agent on the ground was superb. The bespoke stage builds and sponsor stands were of a very high quality as were the branded banners.  We did, however, have a problem with importing the merchandise intended to give away to delegates on registration.  Riyadh customs, as it turns out, is extremely bureaucratic and in order to ensure the safe arrival of merchandise on time, it needs to be sent several months in advance, something to remember next time!All in all, we think that Riyadh is an amazing place for an event. Fabulous venues, fantastic service and amazing history just as long as you stick to the rules.”

If you need help with your event contact Denise Sharpe or Alexandra Sibley on 020 8995 9495 – “The best events are Outsourced”