Tag: Event Planner

Find Excellence in an Entertainment Specialist

Find Excellence in an Entertainment Specialist

The events industry can be demanding. Behind every successful event there’s an event and entertainment specialist; someone with the expertise to make an event work.

It’s more than experience and qualifications. To keep an event running smoothly, a specialist must also be able to think on their feet, adapt to last minute changes or glitches and keep their cool under stress.

How do you, the event professional, find that excellence? Here’s what you should look for:

Adaptable to changes. An event is fluid. There could be last-minute changes to music or running order, equipment malfunctions or other technical glitches. Your specialist must be prepared to deal with the unexpected. During the planning stage, all possible scenarios should be discussed so everyone is well prepared.

Not afraid to ask questions. A specialist will ask lots of questions before the big day. It’s a good indicator they want to be sure they have everything covered down to the finest detail.

Always up for the challenge. A true specialist wants to exceed expectations and will step up to overcome any challenge. Will the venue be difficult to light effectively? Will musicians and technicians have trouble arranging equipment? A specialist will always find a suitable solution.

Loyal clients. Are previous clients happy to recommend the specialist? A professional with a loyal client base is a good measure of great service and proof that clients are always satisfied with their work. In turn, the specialist is equally loyal to their clients and has built an ongoing relationship through mutual trust. This loyalty and trust is the basis of event success.

A magical touch and an energetic spirit. An excellent specialist knows how to weave some magic into any event. They have exceptional energy and channel it to great effect both in the run-up to and during the event.

Event specialists are constantly learning and searching for new ideas, ready to step up the level of excellence at future events.


If you’re looking for a specialist to make your next event special, give us a call. It’s our mission to make every event amazing.

Email sayhi@zapstarsproductions.com

Ph (02) 80069592

Mob 0423 383 649

When Technology Changes the Landscape of the Event Industry

When Technology Changes the Landscape of the Event Industry

Jamie McEwen, Technical Director


These days, Event and Technology go hand-in-hand.

Not too long ago, when staging an event, a marketing team (for example) had to simply setup a venue, hire a caterer and audio visual technicians, and invite entertainers or speakers to make ‘inspirational’ presentations.

Today, if your event’s not creating a buzz, then you’re probably not evolving. Apart from the glitz and glam, everything nowadays is hi-tech; and yes, this is actually a good thing. Technology has transformed the event industry landscape and it’s one of the best things that ever happened!

Over the last five years, we’ve seen major changes in how people from the events industry handle events. Gone are the days of brochures, heavy projectors, DIY props and huge equipment. The digital world – the internet, and other technological developments – are taking over.

The people working behind this ever-growing industry adapted to the changes quite easily. Back then, the demand for superior event production was high. So the producers trained to deliver superiority. Hi-tech has made hi-end production much easier, which benefits both customers and providers.

Social media is another factor that’s brought about change. Moving away from traditional marketing, professionals are now keen to target audiences using social media. As the platform provides demographic information, it’s easy to target relevant audiences. The audience, too, has higher expectations when it comes to an event, anticipating more interest and engagement.

Looking back, there was no such thing as ’event technology‘. Now, with technology in widespread use, the term is actually one of the most used by people working in the field of events. When pitching for an event, for example, clients are keen to hear what the supplier offers in terms of their event technology.

It’s definitely safe to say that these technological advancements are beneficial to the events industry. They help deliver enhanced experience and set the tone and mood for event attendees. As the technology continues to advance, it will no doubt change the way we communicate too. So it’s important to embrace the changes and make them work for the benefit of your event-related business.

Change is constant and change is good in almost all industries. We must just learn to embrace it.

5 Key Questions To Ask Your Event Planner Before Hiring Them

5 Key Questions To Ask Your Event Planner Before Hiring Them
You’ve got an event coming up for your business, charity or even personal (wedding, birthday) but just don’t have the resources to organise it? Well, in this case, you may see the potential benefits of hiring an event planner.

If you don’t have any references from friends or colleagues you will have to start from scratch and interview and evaluate a few different planners before choosing the right one to make your event a reality.  

It’s not hard to find an event management company or freelance event planner since there are hundreds out there. But you will need to eliminate the “so called” planners, that lack important skills and experience to effectively produce, manage and make your event come to life. Hiring the bad event planner can lead to poor outcomes, jeopardize your finances and public relations.

To help guide you we have gathered a 5 key questions you should ask your event planner prior to hiring them:

  • What are your areas of expertise? 

To find out if your chosen event planner is a good fit for your event, ask them what type of events they most frequently work on.

Not all events are the same and there are many different types (conferences, trade shows, weddings, reunions, sporting events and fundraisers) so knowing what events the planner has managed before will give you an idea into their qualifications and areas of expertise.

We are not saying that an event planner has to have a lot of knowledge in your niche area to do a good job, but it’s better to know that he/she has done events similar to yours in the past.

  • What services do you offer?

 Another important information to have is to know exactly if this event planner can handle all your requirements. You will need to establish if you need them to find a venue, take care of catering, audio-visual, transportation, etc.

A good planner will have a preferred list of vendors and even venues that they’ve worked with in the past and they should be able to secure contracts and deals for you and meet all of your needs.

  • What services are included in your fee?

Event planners have different ways of charging for their services (hourly, flat fee, percentage, etc.) and while most of them are upfront about costs sometimes some services may not be included in their fee. You will need to establish and discuss all the fees up front so there are no surprises later!

  • What staff do you have?

Depending on the size of the agency, you will be working with the person you are meeting with, for smaller agencies, or for larger companies, you can sometimes be assigned to someone.

That is why you will need to establish who your day-to-day contact will be, if there will be a team of people working your event or just one and how will your event be staffed the day of it. Just make sure that you have a good connection and feeling about the person you are working with and most important, make sure that you meet them!

  • What is your cancellation and refund policy?

One of the most important factors when planning an event is to remember that things may happen that are beyond your control. Make sure you know the exact details of your contract and the terms for cancelling, postponing or changing the event.

While most organisers will charge you for all the hours and services they’ve put in up until the point of change, keep in mind that other suppliers such as the venue and caterer will have their own cancellation terms, so you have to make sure you know all these details up front in order to maintain sanity in case unexpected things happen.

Finally, be sure to interview and evaluate a good selection of firms and individuals before making your decision but keep in mind that one of the most important thing is to hire someone you like because your event planner has to be an assistant, friend and manager all wrapped up in one.

For more information on how to breathe life into your next event check:

Your trusted Audio Visual Production and Solution Provider,