Event Management Guide in Singapore 2023

Event Management Guide in Singapore 2023 _ MediaOne Marketing Singapore

Event Management: Introduction

Singapore is one of the most visited cities in the world. It’s famous for its blend of western and Oriental cultures, beautiful architecture, and delicious food.

Although there is no one “typical” Singaporean, most people would say that the residents are extremely friendly and welcoming to travellers.

There is so much more to Singapore than meets the eye – some of its lesser-known attractions even make a good story.

One such tale is the Singapore Grand Prix. It is said that people walk past the race track every Sunday just to get a glimpse of the cars.

Even drivers walk around the track before the race to get in the right frame of mind.

The list of things to do and see in Singapore is endless. It’s a fantastic place to base yourself if you’re traveling around Southeast Asia or even just visiting the city on a day-to-day basis.

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The Importance Of Planning

Before you begin planning any event in Singapore, it’s important to first take a few moments to plan. Just because you have a loose idea of what you want doesn’t mean that you’ll be able to pull it off successfully.

Being flexible is one thing, but being spontaneous is another. Planning is crucial to avoid the latter. It’s not always easy to plan events while you’re in the middle of them.

Things can and will go wrong, but you can minimize the damage as much as possible by planning effectively. The people around you – friends, family, and coworkers – will thank you for it.

Believe it or not, having fewer surprises is usually a good thing, especially when it comes to big events. It makes the whole experience a lot more exciting for everyone involved.

You might think that planning every little detail will eat up a lot of time, but it can actually be a lot of fun.

Make sure to put the hours you spend planning events in workable blocks – otherwise, you’ll just be stressing out over something you could’ve prevented had you planned things out better.

What are the 7 Elements of Event Management?

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There are 7 essential elements you need to work on if you are to successfully plan and execute a corporate event.

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You must have each element in place before you start making any decisions regarding the rest, otherwise, you may find yourself in a bit of a pickle.

Whether you are throwing a corporate event for 50 or 500, your guests will expect you to go above and beyond to make sure they have a good time.

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What better way to make sure they have a good time than by ensuring their experience is seamless from beginning to end?

You can use this event checklist to ensure you cover all the bases. Familiarising yourself with these 7 elements will put you in a good position to successfully launch your event plan.

Musicians Or A DJ

Whether you are throwing a wedding or corporate event, you must first decide whether you want live music or music playlists to accompany your event.

Live musicians can add that extra touch of class and create a memorable experience for your guests.

If you decide on live musicians, then you will need to consider hiring a band or hiring a soloist. A local high school junior or college student could be the perfect fit for your wedding or corporate event.

If you decide on music playlists, then you can consult with a local DJ to find the best tracks to fit your needs. Be sure to choose music that is family-friendly and accessible.

Also, make sure that the music you choose is appropriate for the type of event you are throwing.

For example, if you are throwing a corporate event, then use corporate tracks or playlists thereof. If you are throwing a wedding, then choose tracks that are traditional and memorable.

If you are blessed with brilliant music thinkers in your family, then consider asking them for their opinions as well.

After all, they may know of some tracks that could be perfect for your event but may not have been considered for the list you have available.

Catering

Catering | MediaOne Marketing Singapore

After you have decided what you want for music, the next thing you need to think about is catering. You must decide whether you want a buffet, finger food, or food stations.

The buffet is ideal for larger events, while food stations are best for smaller weddings and corporate events.

What is most important is that you choose food that your guests will enjoy and that is going to go down well with the attendees.

One of the biggest mistakes people make at weddings and other corporate events is selecting food that is either too newfangled or too trendy for their guests.

Your catering is critical to the success of your event and will dictate the types of food and drinks served during your event. Ensure that everyone in your wedding party, from the bride to the bridesmaids, are aware of what is expected of them.

What is more, the caterer should also be given notice that this is a corporate event and what styles of food they should prepare for it.

Venue Or Place

The venue is one of the most important aspects of any event.

This is especially important for weddings and corporate events because you want to make sure that everything is perfect. You can find venues that are ideal for weddings in any town or city across the country.

It is a good idea to look online for reviews as well as check out venues that are listed in the phone book.

This will give you an idea of what to expect as regards the quality of the venue and whether or not it is the right one for your needs. Bear in mind that the type of venue you choose can also affect the pricing.

The further you drive, the more you will pay. If you live in a smaller town, then you can find smaller venues that are more affordable.

However, if you are looking for something grander, then you may need to look at some of the more expensive venues around.

Credentials Or Licensing

Next, you need to consider whether or not you want to hire musicians who are actually professionals or whether or not you want to use local high school musicians.

Hiring a band who are actually professionals will add that extra touch of class and make a significant difference to the overall feel and experience of your event.

Even if you decide to go the less traditional route and use local high school musicians, you can still get the quality sound you want by practising a few times before the event.

If you decide to hire musicians who are actually professionals, then you need to make sure that they are able to perform the music you want and that is covered by a license.

Without proper credentials, you can run the risk of having your event ruined by poor-quality musicians who simply don’t know how to play the music you want.

Credentials should be presented to you before the event and it is your responsibility to make sure that they are available on the date of your event.

If you cannot find them on the date you need them, then it is best to look for another option.

Dress

The dress is essential to get right for any event, wedding or otherwise. You want to look your best without being too flashy or overdressed.

If you are blessed with stunning fashion sensibilities in your family, then you can ask them for their opinions as well. They may know of some beautiful dresses that could be made available for your event.

Also, make sure that the dress you choose is appropriate for the event you are throwing.

For example, if you are throwing a corporate event, then you should choose a business-like outfit.

If you are throwing a wedding, then go for a classy yet elegant look. What is most important is that you feel comfortable in the outfit and that it compliments your body shape.

Do not be afraid to try on a few different dresses before choosing one; this is part of the fun of planning an event.

Remember, one of the best feelings is when your partner walks down the aisle and sees you in a gorgeous dress. That is what matters in the end.

Entertainment for Event Management

Entertainment for Event Management | MediaOne Marketing Singapore

This is perhaps the most important element of any event.

You must have good quality entertainment or your guests will soon start to drift off to sleep. Live music or a DJ is ideal for a wedding or corporate event while a movie is best for a graduation party or birthday party.

After all, what is a celebration without a great movie to celebrate it by?

The choice of movie is up to you, but bear in mind that the type of movie you choose can affect the overall feel and experience of your event.

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Quality entertainment will make a significant difference to the overall feel and experience of your event.

Guests

Having guests is one of the perks of being a part of the wedding or corporate world. Be sure to make the most of it and invite as many people as you can.

It is important to find out what type of guest you have and if there are any specific rules or considerations regarding their presence at your event.

For example, if you are throwing a corporate event, then it may be best to have none other than senior executives in attendance. If you are throwing a wedding, then you may want to invite your closest relatives and friends.

What is most important is that you choose guests who will add that extra touch of class to your event and who will go above and beyond to make sure your guests have a good time.

Once you have made sure that you have each of these elements in place, it is time to sit back and enjoy the fruits of your labor. You will not only have a wedding or corporate event to look back on, but also a memorable evening that will be talked about for years to come.

And, what is more, you will have chosen the elements that contributed to making the event special and will have worked through any kinks as soon as they came up.

So, whether you are throwing a wedding or corporate event, enjoy the process and take pride in seeing your event come together smoothly and seamlessly.

This will make all the difference in the world.

What are the Key Features of an Event Management System?

What are the Key Features of an Event Management System | MediaOne Marketing Singapore

When planning an event, whether it’s a wedding, birthday party, or corporate get-together, there are a lot of details to take care of.

From hiring the right entertainment to sourcing the perfect invitations, there are just so many things to think about.

Having a plan in place can help you avoid any last-minute surprises, and allow you to focus on enjoying your day instead of worrying about the small things that might come up along the way.

Fortunately, with the right planning tools at your disposal, the task of managing an event doesn’t have to be stressful.

In this article, we’ll discuss the key features of an event management system, which will help you get your day organized and on track.

Features To Look For In An Event Management Software

Before you begin your search, it’s important to have a clear idea of what you’re looking for in an event management system.

To this end, let’s discuss some of the most important features to consider when choosing the right software for your needs.

Attendance Management

One of the most crucial aspects of any event is attendance.

Even if you have the best entertainment in the world, if nobody shows up to hear it, it’s basically worthless. Managing attendees is actually a very involved process, and requires a bit of expertise to do it right.

Simply put, if you’re looking for a quick and easy way to manage attendees, especially if you’re not well-versed in the field, then you might want to look elsewhere.

The right software for this particular use case will allow you to set customized notifications for attendees, create waiting lists, and track people’s attendance throughout the event.

If you’re unfamiliar, in order to attend an event, someone has to register their interest by sending you an e-mail or calling you directly.

Once you have this information, you can then send out the details of the event, including the date and time, to the interested parties.

Having all of this information in one place, available at any time, is immensely useful.

It saves you from having to constantly search for this information and ensures that you’re never more than a few clicks away from having this data at your fingertips.

This, in turn, helps you minimize any last-minute changes that might be required due to unforeseen circumstances.

For example, if someone changes their mind about attending the event and you don’t have their contact details, you’ll be unable to notify them directly.

Alternatively, if you don’t have the e-mail addresses of the people you’re sending the invitations to, you’ll have to go back and collect them which, as you might imagine, is quite a bit of work.

Even after the event is over, you’ll have to follow up with these people to ensure that they receive notification of your next event.

Entrance & Exit Check-in Flow

When people arrive at an event, they usually have some idea of how long the event will last. For some events, this might mean that they plan to stay for the entire duration.

For other events, it might only mean that they’ll be there for the duration of the keynote speech.

In either case, there’s generally no need to stop them from entering or leaving the venue, as long as they have the necessary badges and passports.

In the case of COVID-19 concerns, people will have to go through a mandatory quarantine upon entry, and may be required to self-quarantine for the rest of the event.

Recording & Reporting

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Last but not least, we have the recording and reporting functionality.

Events, particularly large events, can generate a huge volume of data, and keeping all of this internally is, generally, not something that organizations are keen to do.

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This is where having a good, solid, and reliable event management system comes in handy. Even if you choose not to create any formal reports, being able to go back and review any aspect of the event, at any time, is invaluable.

Think of all the details you might have missed or all the things that could have been done differently.

Having this information available, once the event is over, means that you can continue to reflect on what went well, and how you can do it better next time.

Choosing The Right Entertainment

Depending on your particular needs and preferences, you might want to consider different types of entertainers.

If you’re looking for musicians, for example, there are a number of online platforms that you can use to find the best bands for your needs.

Essentially, this is where gig booking websites come in. Looking for comedians?

Comedy clubs have put out listings for upcoming events, and you can sort by date, time, and location, to find exactly what you want.

If you don’t want to go with a traditional wedding entertainer, there are a number of fun, interactive, and engaging performers out there that might fit the bill.

Wedding Planning

Planning a wedding can be both exhilarating and overwhelming at the same time.

On the one hand, you have all of these wonderful plans for the wedding itself, and on the other hand, there are a lot of details to take care of.

From choosing the perfect location, to making sure that everything is catered for, to finding the best dress and accessories for the bride, there are just so many things to think about.

Having a plan in place, however, can help you avoid any last-minute surprises, and allow you to focus on enjoying your day instead of worrying about the small things that might come up along the way.

Choosing a wedding entertainment provider is, generally, not something that you need to worry about. There are, however, a few things you can do to make sure you get the best possible experience.

For example, many places of entertainment will not allow you to make any changes to the set list once the show has started. This might be okay for a concert, or even a comedy show, but for a wedding, this is generally something you do want to avoid.

If the band you’re considering doesn’t have a full repertoire of wedding songs, or if they don’t sound that good, you might want to look elsewhere.

Similarly, the acoustics at some venues are better than others, so if you’re looking for something that’ll truly make a difference, then you might want to consider an indoor/outdoor reception venue.

Choosing The Right Location

Choosing the right location for your wedding is, generally, not an easy task.

This is particularly the case if you’re on a limited budget. Luckily, there are a few things you can do to make sure you choose the right place, regardless of your budget.

First off, look for venues that are close to where you and your partner live. This way, you’ll be able to enjoy your day, and not have to worry about transportation, especially if you’re on a tight budget.

If you’re unable to find a suitable venue within your budget, then look for venues that offer discounts for off-peak days or times of the year.

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For example, if you’re getting married in the winter, then you might want to consider an indoor venue with some kind of heating system, to ensure that your guests are comfortable.

Choose A Reception Venue That Can Meet Your Budget

Budget is always a key consideration when planning a wedding. Unfortunately, it’s usually the one consideration that tends to get overlooked.

This, generally, is because venues that meet your budget are not always the ones that you choose, simply due to the fact that they lack the required features.

For example, if you’re on a tight budget, but still want the convenience of an indoor reception, then you might want to consider an outdoor reception, simply because they can meet your budget.

Think About What You Want

Make sure that when you begin your wedding planning process, that you have a clear idea of what you want.

Even if you have a clear idea of what you want, however, it’s still important to communicate this to your planner, photographer, and DJ, so that they know exactly what you want, and can help you get it.

One of the worst things you can do, if you’re doing this yourself, is to get the best possible outcome, only to realize, once the event is over, that you didn’t actually want a band, or an open bar, or something else entirely.

If this happens, you’ll have to go back and change something about the plan, which could potentially ruin the whole event.

Even if you don’t intend on changing anything about the plan, it’s still important to be open about your desires, so that your planner can help you ensure that these desires are carried out, to the best of your ability.

Where To Hang Out In Singapore

It’s important to remember that Singapore is a large city and there’s plenty of space for everyone.

If you’re into nightlife, you could head to the bigger townships where there are more options for restaurants and bars.

Otherwise, you could just as easily stay in the central areas and visit the many little villages that pepper the island.

There is plenty to do in each of these areas; it’s just a matter of finding the one that suits your taste. Remember: the world is your oyster in Singapore.

Just because you haven’t found your perfect match doesn’t mean that there isn’t something out there for you.

Getting Around In Singapore

Getting around Singapore is easy; the island is practically pedestrian-friendly.

You won’t need a car for getting around the city. It’s a great place to bike or walk.

There are also a number of buses and trains that run frequently and connect the island’s major attractions. If you’re looking to stay in one place for the duration of your visit, one of the island’s Garden Villas would be a great option.

These are basically large apartments built in the shape of a villa. They come with a private pool and a fully equipped kitchen. To travel further afield, you could try the island’s excellent rail network.

It’s easily accessible and connects the island’s main towns. Trains run frequently throughout the day, so you’ll have no problem getting to where you need to go.

Singapore is a beautiful island, and its rail links allow for some truly wonderful views.

You can also visit the island by car. It’s easy to get around by public transportation, and the roads are laid out pretty much in a grid pattern, so even unfamiliar drivers should have no trouble finding their way.

What To Do In Singapore

There’s a lot to do in Singapore. You’ve probably already begun to imagine what this article will be about if you’re reading this far – the answer is organized events.

If you want to do something unique and adventurous, Singapore has plenty of options as well.

One of the island’s most famous attractions is the Singapore Flyer. For those who like to travel in style, this is the perfect option.

The cable car will take you up in the air for a bird’s-eye view of the island.

You can go on a tour of the island’s rural areas and see how the locals live – there aren’t many places in the world where you can get an authentic glimpse into a less-developed country’s way of life.

You’ll see women pounding rice in large wooden bowls, children fishing off the coast, and men smoking cigarettes and chewing betel nuts. It’s not often that you get the chance to see such a diverse collection of people.

The Singapore tour is one of the island’s more recognizable attractions. It is said that there are more than a million visitors a year, making it one of the island’s biggest tourist draws.

If you’re looking to explore the island, you could go on a hike and see real life versions of the fantasy creatures from Game of Thrones – the Orang Utan (literally translated as “human-like creature”) is one of the island’s indigenous animals.

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They were originally found in Bornean jungles and were brought to Singapore in 1910.

Today, there are approximately 80,000 of these creatures living in the island’s protected forests.

Public Transportation In Singapore

Singapore is well-known for being one of the most walkable cities in the world. Some of the island’s attractions are within a 10-minute walk of each other.

If you’re unfamiliar with the city, it’s a good idea to rent a bike as soon as you arrive. Cycling is a wonderful way to get around Singapore.

You’ll see locals jumping on their bikes to go to work, school, or the shops.

The lack of traffic is incredible. It’s an efficient and eco-friendly way to get around the city. You’ll see many people using the bike lanes, which are basically separate paths reserved for cyclists, to avoid traffic and go about their daily routines.

If you want to take transit in Singapore, you can either opt for the buses or the rail network.

Buses are pretty much required if you want to get around the island – there isn’t any other form of public transportation available.

The bus network covers most of the island’s main towns and connects the major attractions. It is a reliable option for tourists who want to get around but don’t want to spend too much time travelling.

The rail network is mostly used by locals but is still open to everyone.

There are several stations throughout the island, so you can get off at any random stop and explore the area around you.

If you decide to travel by rail, you can either opt for the conventional route or take the chance to travel to Fantasy Island and experience its unique atmosphere.

You’ll be able to see many of the island’s famous buildings, including its breathtaking skyline, from train stations along the way.

If you’re looking for a scenic route, you can follow the island’s coastline and stop at any scenic spot for a photo op.

There are a number of protected areas along the coast where you can go on hikes and catch some rays of sunshine while looking out at the gorgeous view – perfect for a romantic getaway.

Where To Eat In Singapore

As mentioned before, Singapore is a large city and there are plenty of options for every kind of eatery.

If you want to indulge in some Japanese cuisine, you can head to the many little restaurants and bars located in the city’s many Shophouses.

These are perfect for grabbing a quick bite to eat – there’s usually something cheap and cheerful served up, and you can sit outside and people-watch.

You’ll also find many Japanese stores and restaurants in the island’s malls, which are also scattered throughout the city. There, you can find a variety of Japanese food and drink, as well as delicious handmade soba noodles and salads.

If you want to satisfy your sweet tooth, the island has plenty of bakeries where you can get a freshly made croissant, doughnut, or chocolate cake. There’s even a dedicated café for those who want to indulge in a high-end cup of coffee.

You’ll find restaurants serving Italian, French, and Spanish cuisine, too.

Of course, there are also plenty of places serving local produce. If you’re looking for a complete culinary experience, you can opt for delicious regional cooking at the different eating houses located in the island’s Chinatown.

There are numerous Chinese restaurants and eateries there, serving unique local cuisine. Don’t forget about the island’s well-earned reputation for being a hub for tropical cooking.

Many ex-pats and tourists opt for the all-you-can-eat meals here because of the cheap options and the excellent service – you’ll find plenty of places serving inexpensive yet filling meals, perfect for a budget-friendly but still memorable eating experience.

About the Author

Tom Koh

Tom is the CEO and Principal Consultant of MediaOne, a leading digital marketing agency. He has consulted for MNCs like Canon, Maybank, Capitaland, SingTel, ST Engineering, WWF, Cambridge University, as well as Government organisations like Enterprise Singapore, Ministry of Law, National Galleries, NTUC, e2i, SingHealth. His articles are published and referenced in CNA, Straits Times, MoneyFM, Financial Times, Yahoo! Finance, Hubspot, Zendesk, CIO Advisor.

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