Hints & Tips

We understand that organising an event, however big or small, can sometimes seem daunting, to make it easier we have put together some helpful hints and tips to help you organise the perfect event.

Starting of

It may sound obvious, but start planning the event as soon as you know about it. The more time you give yourself the more time you will have to plan the event thoroughly and not put yourself under pressure. The earlier you can confirm the event the more choice of venues will be available to you.

You need to get the basics right. Set the parameters for the event; below is a simple (and effective) checklist to make sure nothing gets overlooked.

• What is the budget?
• How many people are going to attend?
• Will they need overnight accommodation?
• How are the delegates going to get to there? Will this affect your choice of venue?
• What is the format of the day/s - formal, relaxed, structured or casual?
• What equipment will you need for the format of the day - flipcharts, audio visual, party games? Don't forget to check with speakers too and see if they need any particular equipment
• How many meals will you need - brunch, lunch, afternoon tea, dinner?

It is important to think about the purpose of the event and then match the venue, this way you will create the right environment, which will ultimately lead to a successful event.

Content and structure of your event

• Getting the details right for your event is very important.
• Will you require professional help to do this or could you do it yourself?
• Do you need to invite guest speakers, motivational experts or team building experts?
• You need to make sure the event is interesting, to maintain your delegates attention span try and retain their interest by using different techniques, for example :-
• Give it a novel start
• Theme the content of the day
• Use icebreakers
• Use celebrity speakers
• Make it interactive
• Award prizes
• Change the format throughout the day
  
  
  

Before the event

• It is recommended that you visit the venue, as this gives you the opportunity to go over the fine details.

• If you are organising a large-scale event regular production meetings help to ensure everybody is going in the same direction.

• Don't leave the delegates wondering how to dress for the occasion or what to bring - tell them.

• It is pretty hard to concentrate on an empty stomach, so getting the catering right is very important, when will you need tea and coffee? Do you need a buffet lunch or a sit down meal? Does anyone in your party have special dietary requirements?

• Also check if anybody has a disability that needs to be taken into consideration when you are planning, you don't want to organise a team building event to find one member can not join in.

• Finally confirm everything in writing.

The event

Do you need to set up a stand, exhibition or rehearse? Can you do this on the day before the event or can you arrive earlier than everybody else to do this? Don't forget to arrange this with the venue!

Keep delegates informed, tell them what is happening, when they can expect tea/coffee, where the toilets are and although it rarely happens tell delegates what to do in the case of an emergency.

After the event

Don't relax just yet, this is very important! Make a list of what went well, what didn't go quite so well, so that the next time you organise an event it will be even better.

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