Event Planning Guide - Top Tips
Top Tips for Organising a Successful Event
1. Set event objectives, budgets and timescales first and share the plan with all parties involved. Establish a communication plan as well so that everyone knows what’s happening and when throughout the planning process.
2. Delegate elements of the organisation if necessary for larger events and communicate the plan to all parties. Click here to find out how we can assist with pre-event planning.
3. Use the experts to hand over time consuming elements of the organisation such as venue finding and sourcing of suppliers.
4. Select a venue in an easily accessible location: Consider where your attendees are coming from and what their needs are (disabled access, on-site parking, close to public transport etc).
5. Site inspections: We would always recommend that you visit a venue before booking it to ensure that it is the right venue for your event.
6. Find sponsors for certain elements such as lunch, drinks reception or dinner at the event to minimise costs.
7. Compare what’s included in packages and compare like-for-like options, not just the price. Best value is not always the cheapest option!
8. Consider what the attendees want before you put together the programme to ensure it’s relevant and engaging.
9. Appropriate room set up: Consider the event format: e. g. networking, learning or discussion forum.
10. Consider timings: Don’t allow too long between breaks as research has shown that regular breaks can improve performance and attention levels.
11. Consider putting dull or less interesting elements of the event in the early part of the day. Attendees need stimulation after lunch! Consider different methods of presenting the information to keep them interested, and investigate conference energisers and icebreakers.
12. Be creative! Think of things which would give your event the edge over other events you’ve attended. Look for unusual or unique venues which will give your event a draw and enhance the chances of higher attendance. Source topical speakers; the ‘movers and shakers’ associated with the event topic, and ask venues and suppliers to come up with unusual catering options and finishing touches which will ensure that your event is remembered for all the right reasons. Click here for some ideas!
13. Check the small print and the terms and conditions within contracts.
14. Take out event insurance.
15. Allow plenty of time for development and production of event materials.
16. Equipment: Ensure all your speakers will be heard by everyone. Check the acoustics in the room when you visit the venue. Click here for more information about AV & production, part of our free booking service!
17. Check speaker presentations to ensure they are relevant and interesting.
18. Ensure you have sufficient staff to register guests, deal with speakers or facilitators and deal with any unforeseen circumstances which may arise at the event. If necessary, book freelance event managers through our event management service.
19. Dietary requirements: Check whether your attendees have any special requirements and let the venue know well in advance.
20. Have a meeting with your event manager when you arrive at the venue and go through the function sheet to ensure that everyone is working to the same timings and expectations on the day. If you need an extra pair of hands on the day, Right Location can provide an experienced Event Manager.
21. Design and distribute feedback forms to monitor standards and improve future events.
22. Check, check and check again! Be organised and use checklists to ensure that you haven’t overlooked anything.
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