Top Tips for Planning a Successful Event
Planning an event can be an incredibly stressful task - whether it’s your first ever event or you’re a seasoned pro, the prospect of figuring out where to begin can feel a bit overwhelming. I get it. Even the most experienced events planners can (and should) anticipate bumps along the way because that’s just the nature of the job – and call me crazy, but it’s partly why I love what I do! Though certain obstacles are sometimes out of your control, many of them can be preventable with the right knowledge. As a fellow Event Coordinator, I’ve included some of my most important tips when planning a successful event:
Define your purpose
Why are you holding the event? Is it a fundraiser for your local charity or is your goal to spread awareness? Is it an away day for your team to encourage productivity or a team quiz night to get your colleagues involved? Whatever the reason for your event, you want to make it clear what your objectives are as this determines other elements like finding an appropriate venue, room layout, how to invite/ promote your event etc.
Select a date and time
Ok. This sounds obvious, but we know as busy working adults it can be difficult to correlate everyone’s diaries. Be sure to consider the day of the week, if delegates work full-time or part-time and what their start times are (e.g. Do they do the school run?). Be mindful of the time of year, think about school holidays (we all know the thought of our December diaries gives us goosebumps), and if there are other events happening in your company – you ideally don’t want to book a big meeting close to another important event.
Establishing when and how to inform delegates of the event can also be tricky. For your typical management meeting or training session, I’d recommend informing delegates at least 4-6 weeks prior. For larger events such as yearly client conferences or Christmas parties, I’d recommended getting it out to delegates 8-12 weeks before.
If you’re like me and you lurrrve efficiency, using a ticketing system for your event like Helm or Eventbrite, and an automated email system like Survey Monkey will mean that you’ll be able to monitor attendance easily and avoid any last minute panic emailing!
Don’t forget to send event reminders, or at least one the week before and then another, the day before.
Choose the right venue
Consider the size, location, and facilities provided when choosing the right venue for you and ensure the event space aligns with the theme and purpose of your event. I would encourage you to view a venue to get a good idea of what they have to offer, before agreeing anything.
Some popular questions I often get asked during a tour are: Are there parking facilities nearby, and is this cost included in the event price? What are your opening times? Do you offer meet and greet for guests? Do you have disability access? What sets you apart from other venues?
Don’t be afraid to ask questions relating to your purpose too. For example, if you’re hosting a team building day and your delegates are super outdoorsy, ask the venue if they offer any kind of activity packages with the event space.
Create a master plan
Now, if you know me at BLOCK, you know I’m all about organisation. A well organised agenda helps you and your venue’s event coordinator (if you have one) stay on track. Ask yourself questions like; What time do you want refreshments? What time will each activity or presentation be? When will guests break for lunch? Have I given myself contingency time for any issues like an IT problem or delegates arriving late?
It doesn’t have to be pages and pages, but providing your vendors and the delegates with an agenda of the day will ensure everything runs smoothly.
Communication, communication, communication
Never underestimate the importance of communication! Having open and clear conversations between your organising team (and venue) will help your event run as planned and may raise important points between you that hadn’t been previously discussed/ thought about. Run through the event hour by hour to ensure you all know the plan!
Ensure your delegates have a clear deadline to confirm their attendance; I usually recommend 2 weeks prior to the event. Orders for catering to suppliers and staff arrangements will normally be made around 1-2 weeks before an event takes place. Be sure to check this with your vendors/venue.
I’d also recommend booking a meeting with your venue’s event coordinator 2 weeks before your event to confirm final details for the day.
Logistics
From refreshments and AV hire, to signage and parking, this covers ALL your finer details.
AV Equipment: Firstly, think about the layout of the room and how many guests are attending. You’ll need to ensure that delegates will be able to see and hear the presentation. Will a TV screen suffice or do you need a large projector screen? Do you need a mic and PA system? Is this a hybrid event with delegates joining remotely? Top tip - Make sure (before the day) that your presentation equipment is compatible with whatever laptop you’ll be presenting from and you have the correct adaptor!
Directions and Parking: When sending the details of the event to delegates, make sure you include directions to the venue and a contact number for anyone that may need it on the morning – this could be the venue’s reception number. Consider how your delegates usually travel to work. Depending on the time of year, delegates might be less likely to attend if there is no car park on site or if there isn’t any bike storage available. Be sure to also check what public transport links are available nearby.
Catering: Consider the type of catering you want to serve. A carb-heavy buffet may not be the best to offer if you’ll be straight into post-lunch creative thinking. However, really consider your delegates – some may prefer a hearty lunch over an ultra-healthy option. For some people (*cough* me *cough) coffee is a non-negotiable so it is worth thinking about how many servings of tea and coffee you’ll need throughout the day.
Engage your guests
If your objective is to encourage team building, you may consider adding a bit of spark to your event with an activity for your guests. Examples of this could be a lunchtime yoga session, something crafty and creative, or even an outdoor activity like stand up paddle boarding or a dip in the ocean!
Activities like these are guaranteed to bring your delegates together and ensure it’s a memorable event!
Expect the unexpected!
I’m a firm believer of the term ‘fail to prepare, prepare to fail’. Give me endless lists and a step-by-step agenda and I am all in. However, if the world of events has taught me anything, it’s that this is not realistic. It’s likely that unexpected challenges will be thrown your way, but having a contingency plan for potential issues that might be out of your control such as, bad weather, technical difficulties, or last-minute cancellations. An open mind will work in your favour.
Make sure you work alongside your event coordinator as they have lots of event planning experience. Let them take the pressure off, so you can focus on running your event.
Post-event evaluation
Now that your event has been and gone, it’s time to gain feedback from your delegates on how it went. To get the best insights, I’d recommend asking questions like; What aspect of the event stood out most to you? What 3 things did you take away from the event? What could have made the day better for you? What is the most important thing you want to see when attending an event? What improvements would you suggest for our next event?
Make sure you offer your delegates’ constructive feedback to your vendors. This helps you to work together more honestly and effectively in the future.