You’ve been challenged with planning a big event, but you don’t know where to start. There is a lot to consider, but taking the time to consider all the aspects of the project will pay off on the big day.
Objectives
Before beginning your plan you first need to get to grips with the objective behind the event. What do you plan to get out of the event? Is it sales oriented, networking, or a public relations exercise? The overall goal will help to define everything else needed.
Budget
In most circumstances, when planning a business event, budget is finite and set at the outset. This again plays a big part in determining the eventual plan.
Where to hold your event?
Corporate or Business event venues vary tremendously in size, price and facilities. To find your events venue you can use a company specialising in finding venues, or you can do the research yourself. Visit events venue websites and most will detail room sizes and price plans online to give you a first idea of their suitability. Once you have drafted a shortlist, make a site visit to each.
Site Visits
Be prepared when making site visits to avoid wasting the opportunity. Take along a checklist of requirements, your desired dates and measurements of any large pieces of equipment you might need to bring along on the day.
In the venue you should make sure you consider parking and access for your guests, toilet and cloakroom facilities, catering (whether you can bring your own or have to use a recommended supplier), lighting and electricity supplies as well as the window they allow you to set up and take down. Don’t forget also to check on the venue’s insurance and licences such as music and dancing as well as a licence to serve alcohol. Most normal venues like hotels and sporting clubs, for example, will almost certainly have all this, but a more unusual venue may not, so do check.
Staff
Once you have determined the size of your event in terms of guests, you need to think about how many staff you need to service your guests’ needs. At a typical corporate networking event, for example, you will need cloakroom staff, meeters and greeters, bar staff and waiting staff, as well as technical staff for any presentations. Some of this may be provided by your venue. As a rule of thumb, always go for slightly more support than you think you need as you will have a far more successful event if you have plenty of hands rather than vice versa. Extra help will be useful as a contingency.
Getting the word out
Whilst you are getting venue, catering and support staff sorted, it’s important not to forget the other important people – the guests. Get invitations out as early as you can and include directions, parking facilities, local hotel information where needed and taxi numbers. Also don’t forget to organise any speakers or entertainment that you need. Give yourself plenty of time if you need to prepare a speech or two. Finally, don’t forget to book a photographer if you want to record the event.
