Tips on Organising events

What do you need to know before you start arranging an event:

- What are you looking to achieve from the event?
- What location are you looking for?
- What numbers are you expecting?
- What style of event and catering do you want to host?
- What budget are you working to?

What are you looking to achieve?

This will give you the answers to a number of the other questions. Do you want an informal event where people have the opportunity to network with one another, perhaps at a venue where there is something of interest to get people interacting with one another? Alternatively are you looking for a more formal event, perhaps with a seated dinner / speeches / awards? If it is a conference / meeting event do you need to host the event at somewhere special in order to attract your target audience? Are you looking to run a number of consecutive meetings and so do you need a venue with multiple rooms? These are just a few ideas, but having an understanding of what you want to achieve will also help your venue and catering suppliers work with you to meet all your expectations.

What location are you looking for?

Who is coming to the event and where are the majority of them coming from? Make it simple for people to say "yes" to attending your event by making the location easily accessible. A clear map of where the venue is will ensure your guests know exactly where they are going on the day.

What numbers are you expecting?

Always a tricky question to answer when first arranging an event and of course numbers will change and are able to change for costing purposes up until much closer to the event. The simplest thing to have in your head is what is the likely maximum? and what is the likely minimum? You will want to know the minimum if you are booking a package event as the price will be set dependent on the minimum guarantee. The maximum will need to be know so that a venue of the right size can be booked for the event.

What style of event and catering do you want to host?

CONFERENCING
Different set ups, particularly for conferencing, will take up different amounts of space in the venue - the most common set ups are:
Theatre Style
Cabaret Style
Classroom Style
Depending on the venues own store of furniture cabaret (round tables) and classroom (trestle tables) often incur additional costs for the hire of the tables but does mean that the delegates have the ability to easily write notes and use their conference pack information.
Catering options for conferences are hugely varied from a "working lunch" which is quite a simple sandwich and finger food lunch, usually the most affordable if this is a consideration, to a "3 course lunch" fully seated and really treating your delegates to something a bit special.

Evening Events
Receptions
If you aim is create a networking event your style should be standing, free flowing and have points of interest to get your guests talking, This should be reflected in your menu choice as well as your venue choice. Canap