B2B Events Frequently Asked Questions
Planning a B2B event and have questions? Our FAQ section is designed to guide you through every aspect of event planning and execution, these are real questions that we have received from over the years. From “What’s the ideal timeline for planning an event?” to “How do you track ROI for events?”, we cover it all. Whether you’re considering a hybrid format or wondering about budget management, we’ve got the answers to help you make your next event a success.
What is your area of expertise when it comes to events?
Our expertise in B2B events covers a wide range of industries, including technology, government, and associations.
Our experience in B2B events is comprehensive end-to-end management for a variety of event types. From coordinating multi-city roadshows like the NICE Interactions CX World Tour to producing large-scale conferences such as the ADMA Global Forum, and handling sponsorship support for SugarCRM at Australian Manufacturing Week, we specialise in event production, logistics, sponsorship management, and on-site support.
Additionally, we collaborate with industry associations like the AIIA, and we are passionate about supporting government policies that shape industries. Our experience ensures that we can craft impactful events that align with your goals, whether through multi-city roadshows, large-scale conferences, or focused executive roundtables.
Our experience ensures we deliver high-impact, tailored experiences that resonate with both clients and attendees.
We excel at delivering events that maximise brand visibility, enhance audience engagement, and deliver measurable results.
What regions do you operate it?
We have offices in Sydney and the Sunshine Coast but deliver our services across Australia, NZ and SE Asia.
What are your event planning fees?
The fees vary depending on the type of service you require. It could be managing your sponsorship of an industry event, running an executive lunch for your key clients & prospects, or running an ANZ customer roadshow. Our services start at $5K for basic event support, to exhibitor stand design, build and onsite support which can cost anything from $30K+. Our strong supplier relationship helps us negotiate better rates therefore reducing the cost for our clients.
What does the scope of work include generally?
Again, this can vary. For clients sponsoring an event, we can manage everything end-to-end, coordinating their stand design & build, purchasing merchandise, registration, lead capture, networking ideas, digital content. For their own events, it can be anything from setting up their registration platform and event website, sourcing & securing venues, travel & accommodation, speaker liaison, AV/Production management, invite coordination, entertainment, creating digital marketing assets. Or it could be something as simple as hosting an executive lunch for 10 clients in a private dining room in the CBD with a city view.
Is there any creative input offered?
Absolutely we provide creative input, we are not ‘event robots’, in fact we just finished supporting ADMA with their Global Forum, we provided input into the theme, developed the branding, our first point in understanding or clients, is understanding their clients – we just published the case study – you can read it here.
Is it up to us to provide a strict brief for each event?
We are flexible with our approach and have often worked on a reverse brief with a client, they tell us what they need and we create the brief for them to sign off.
Have you organised events in a variety of industry sectors?
Because we work with a lot of tech companies we’ve executed events across various sectors such as Defence, Mining Energy & Resources, Manufacturing, Health.
We’re currently marketing an AI-powered market intelligence platform to the construction sector to help them sell more business to Government, events will form part of the lead generation strategy, so we’re currently researching the sector.
We have also helped SugarCRM with their exhibition stand design and build at Manufacturing Week earlier this year, you can read our brief case study here
Why do I need an event planning agency to help me?
Many of our clients come to us because they are ‘lone marketing professionals’. What we mean by this is that they may not have a local marketing and operations team to support them, or have the leverage or negotiation power to get the best rates from venues, AV suppliers and more. Because we manage on a regular bases, we know the best venues and the best value for money that won’t compromise event quality.
Other reasons you may consider an event agency include:
- You need to keep an eye on more strategic planning, while we look after the day-to-day running of events, from speaker coordination, to room plans to ensuring the best AV system.
- Easy contingency planning, so there is a plan A, B and even C should your event campaign or the event itself run into difficulty.
- Additional creative ideas that have been tried and tested, which means less risk for the client.
- Expert planning tools readily available – such as budget spreadsheets, planning worksheets, speaker briefs, analytics etc..
- Insights into new event technology, because we have tried and test many new tools, it proves to be less of a risk for our clients.
- Creative content ideas, source speakers, thought leaders and research that will act as a drawcard for your event.
How do you manage event budgets and timelines?
It depends on how our client wants to work with us, we have our own suite of event and marketing tools for managing budgets and there are methodologies we use to keep costs low and alerts in place if we see barriers ahead.
How many weeks out should we start planning an event?
Ideally we tell our clients to plan at least 12 weeks out from their first event, sometimes more if they have a very low volume of engaged contacts to market to.
Audience engagement is the biggest hurdle when it comes to event planning, it can sometimes take up to 9 to 10 touches with a prospect before they engage.
We always keep the audience central to our event planning phase, we imagine them on a journey of discovery from the initial awareness stage right through to consideration and finally ticket purchase. We have a suite of engagement tools that work for each stage of the buyer journey that can be tweaked based on target audience, for example, C-suite engagement is very different to engaging with a department head.
How can we make our event stand out?
This is a common question, and one that everyone wants an answer to. You don’t need a big budget to stand out, but you do need great, original content. For example, when it comes to exhibiting on a show floor at 3rd party events, some spend a significant portion of their budget on exhibitor stands and little left over to spend on marketing to draw visitors.
We take a very considered approach when it comes to exhibitor marketing and leverage as much of the event organisers marketing channels, we also design stands in a way to attract show floor delegates, and a robust system in place to track visitor engagement.
I can't afford to hire an agency.
If you can’t afford an event agency to run your event then make sure cover all the basics and carefully plan the following areas and the rest should work out:
- Identify your audience and build out personas, reach out to us for our persona template.
- Create a content calendar and place each piece in the buyer journey from awareness through to repeat attendance.
- When creating content always think ‘is this educational’, do not get lost in just selling a product, sell an experience, use client case studies and story telling to generate awareness of your brand
- Monitor, measure and act. Data driven insights is so important when it comes to event, make sure that you measure engagement, tweak campaigns depending on what the data is telling you.
Tell me more about Best Case Scenario and the event services you offer.
Founded in 2007, Best Case Scenario is a full service marketing and events agency based in Sydney, Australia. We leverage strong relationships within the Technology, Government, Financial and Health sector to bring the right people together to have meaningful conversations. We work with ambitious companies to help them grow and achieve outstanding results.
Connect direct with Best Case Scenario’s Founder and Director, Luli Adeyemo at luli@bestcasescenario.com.au
Types of events we create
- Executive roundtables
- Customer roadshows
- User group meetings
- Third-party sponsorship events
- Experiential events
- Virtual/hybrid events and conferences
- Conferences and exhibitions
- Awards ceremonies and gala events
- Sustainable and green events
- Keynote speaking / MC services
Event branding, marketing and communications
- Marcom scheduling
- Content creation
- Communications
- Social Media Campaigns
Event operations
- Project Management
- Risk Management, OH&S
- COVID Safety
- Compliance
- Venue sourcing
- Venue Liaison
- Food & Beverage
- Audio Visual
- Accommodation bookings
- Website support & Management
- Website set up & management.
- Site testing
- Platform set up
- Speaker support
- Livestreaming set up
- Secure viewing
Event registration management
- Registration set up
- Ticket pipelines
- Reporting
Program development
- Agenda creation
- Agenda management across platforms
- Budget creation
- Supplier management
- Data management
- Abstract submission process
- Speaker invitations
- Speaker briefing packs
- Speaker support
Partnership support services
- Pipeline creation
- Partnership deliverable management
Onsite Event Support
- Production management
- Venue management
- Registration services
- Exhibition support
