We hope you find these resources useful for your next event. Should you require further support with registration, delegate feedback or production or would like us to take care of everything, we can assist. Contact us today to discuss your requirements.

EVENT MANAGEMENT RESOURCES

EVENT PLANNING STARTER GUIDE

Here are 10 things to consider when running organising a corporate event:

1. Date

There are specific times of year it is best to avoid when planning corporate events. Late July until early September and late December to early January, due to school holidays leading to lower attendance.

It can also be hard to market and gain registrations due to the lead up spanning the holidays.

2. Location

There are many things to consider when deciding on a location for your event. Here are a few considerations:

City or country – A city provides easy access, a country setting draws delegates away to really focus on the subject at hand.

Transport links – that country location may look great but how far is it from the nearest train station? Motorway? Airport?

It’s a national event with delegates from across the UK – is choosing a location in the middle of the country really the best option?

Some locations may be closer to delegates in miles, yet take longer to reach than major cities like London or Birmingham due to poor or complicated public transport connections.

Team building – this can be hard to achieve in a city location as space and grounds often used for such activities can be scarce.

3. Format

Remember your aim for the event. We are all enthusiastic when ideas are flowing, yet don’t forget your event purpose. Keep referring back to check if each idea meets your needs and assists with your event aims.

Also, one format does not fit all!! Just because a structure has been used for the last three years, does not mean it is still the right solution. Challenge your thinking and keep an open mind.

4. Audio Visual

If you are considering a stage, lighting or PA system as part of you event management process, there are two routes for this. Either use a venue that has this equipment on site or built into the space or bring equipment in.

Generally, if you only require basic AV, built in equipment should suffice, however, this will limit the venue choices available to you. Alternatively, you can bring in the AV you need through an external company which may be more expensive (not always!), yet does not restrict venue choice and works very well if you want a tailored, professional look. This would be the case for formal conferences, awards or gala dinners for example.

5. Time

When looking at ideas for a conference or event, think realistically about whether you have enough time to deliver them effectively.  

6. Resources

As with time required, consider the resource required too! Do you have enough people to cover the tasks required? Do you need to bring people in? If so, do you know of companies or do you need quotes? Make sure you have these things in place before you move forward with plans.

7. Branding

This is an important area for any event, however, branding can be costly, very wasteful and environmentally unfriendly. Here are a few things you can do to reduce these issues.

Generic signage – the most effective signage is simple. Example: Purely using your logo and an arrow for registration means you can re-use this signage for multiple events.

Use screens to brand – have the main branding for the stage on the screen, or use plasma’s around the venue to display information instead of printed material. This also means you can make last minute changes not possible with print.

8. Registration

Have a clear plan for how you register delegates and what you will communicate to them about the event prior to and on the day.  For example – agenda, speaker information, clear directions etc.  Plan how you will confirm places and when you will send information. Think about what information you like to receive when you are attending an event.

9. Speakers

Booking a good quality speaker can be a fantastic pull for your event. However, remember – paying a high price for a speaker does not necessarily equate to a well received or relevant speech. Always ensure your speaker is truly relevant to your event. It is easy to be drawn in by a known name but will they relate to your audience?

ALWAYS brief your speaker. If they are not briefed about your event, you cannot expect them to tailor their speech or understand the purpose of your event.

10. Don't forget...

Juggling all those big tasks can result in small elements slipping through the net. Yet often, it’s these small things that ensure the smooth running of your event on the day.

So, is there a dress code? Will you have a seating plan? Does the venue have mobile/broadband access? Are there any dietary requirements? If you spend the time to check elements such as these at the outset, you will save considerable time and energy fromqueries arising nearer the event.

EVENT SEATING STYLES

When organising the layout of a room, the options are endless.

However, when it comes to seating for corporate events, these are the main styles applied – and the terms used to describe them.

© 2018 by SLB Events Ltd.  

All rights reserved.

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