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The Beginner’s Guide to Better Event Planning — Part 1


The-Beginner’s-Guide-to-Better-Event-Planning — Part-1

Here’s the deal, your company recruited you to plan the next big event. The problem is, you have no event management experience whatsoever.

What do you do?

Well, hopefully this two-part guide will give you a better perspective on events management in London, whilst simultaneously helping you use tools like hotel bookers and meeting bookers to score the best space in the UK.

Let’s get started.

Roll out the chalkboard.

The first step of your planning process is to strategize. Start by outlining the goal of the event, how many attendees there should be, and who your audience will be.

Once you decide on the purpose of the event and what will make it successful or a flop, start brainstorming on what your audience wants to hear. Get inside their needs and fears to come up not only with content, but also marketing that makes them want to show up.

Remember, your event is only as successful as your audience thinks it is.

Budget Control.

Now that you know who’s coming to your event and what they expect, you can create a suitable budget.

Your goals will directly affect the costs of your event. Make a checklist of every single item that you’ll need to make those goals a reality. From signage to plastic cups, leave no stone unturned.

Another good technique is to think back to previous events you’ve attended and what you liked or disliked about them.

Don’t hesitate to splurge on things like technology, gifts, and catering. These tend to be what attendees remember the most.

One-size does NOT fit all.

Before you start pairing up with hotel bookers or a meeting booker, ask yourself what type of event space is needed.

For example, if you’re hosting a meeting with a few executives you don’t need a large auditorium space. Similarly, you don’t want a small hotel meeting room for a large event.

Choose your event space carefully as it makes a serious mark on your delegate’s memory.

It’s also a good idea to plan the time of the event in line with the needs of your attendees. Executives might prefer a breakfast meeting over a cocktail hour, for example.

Be strategic with your timing and event space to keep your guests happy.

Visit the venue in person.

Besides doing a tour when you initially book the event space, show up the day before to see if everything is in order. The last thing you want is a surprise the day of, so plan ahead by scoping out the place beforehand.

Events management in London can be a tricky business. Check out part 2 of this guide to gather up a few other powerful planning tips.