If you are planning an event and are someone who likes to use a “To do list” then this events check list of five top tips might be helpful. Running an event of any size is very much a project for a person who enjoys detail but beginning with a checklist at the outset is always a good idea, regardless of how good you think you are with projects requiring attention to detail.
Check out our list below and if you can think of more “top tips for event planning” then do please let us know at editorial@hertschambervenues.com and we’ll re-publish and share our list at a later date.
1. Understand your event objectives and your budget.
It is so important at the outset to understand what the objectives of any event are and to know your budget; objectives can include brand awareness at a product launch, income generation for a paid-for conference, networking opportunities for a membership organisation. Set measureable but achievable targets so that following the event you can review your successes, learn from any mistakes and improve efficiencies going forward.
2. Have a plan. Agree a date and then work backwards. Timing is the key to success in event planning and meticulously following a detailed plan will deliver results. Be flexible in your planning process because changes do have to be made but having a plan will help you understand the implications of any imminent change and whether it is feasible or not.
3. Choose your event venue. Once you’ve thought through points 1 and 2 choosing your venue should be the next step. It’s important that you check availability and understand if your chosen venue can deliver your requirements. At this stage it is important to know that the venue can deliver within your budget and, therefore, choice must be driven by affordability. It’s at this point that you can ask advice from the venue provider, price is likely to be dependent on day of the week and, of course, catering requirements which can easily become relevant points of negotiation with the venue provider.
4. Marketing and communications. As part of your plan include marketing and communications. Today’s 24/7 world provides a great opportunity for the conference and events industry to reach new audiences locally, nationally and, if relevant, internationally. There may be an opportunity for you to find a media partner to help you create more awareness of your event and reach a targeted audience but this needs to be agreed and documented early on in the planning process.
5. Monitor your success. Go back to point 1, look at your plan and decide which objectives have been achieved. Share the feedback with the team involved so that together you measure revenue, understand areas of cost which could be saved next time and document your discussions so that you can refer to your notes when you are planning your next event.
