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. Canapés are easiest as they are bite size so as not to interrupt too much conversation and circulated by serving staff so guests do not have to go in search of food!
However if you are planning a longer evening reception (Over 3 Hours) you may wish to provide a more substantial catering option such as bowl food, which follows the same patter as canapés but with larger portions.
If you want more of a party atmosphere, less formal and with more of an entertainment focus bowl food also works here. However buffet stations offer more variety and the freedom for guests to eat when they feel like it and not miss out on anything going on at your event

Dinners
When considering events such as award ceremonies, charity Auctions, a formal setting may be appropriate. In which case your menu options should be a 3 or 4 course seated menu. This keeps people in their seats and focused on the message you are trying to get across.
Seated events are also a good opportunity to show off and impress when you are specific client entertaining.

Team building
The purpose of moist team building events is light hearted and fun activities, so you need to consider space indoors and out! What are the key aspects you want or need your colleagues to focus on. Such as communication, trust, problem solving or just to reward your colleagues and get them out of the office for some fun! It is also best to consider the time of year, summer being a great option as it opens up your menu options to BBQ's and Hog roast. Buffets work just as well for this environment too.

Product Launches
This word best in a reception style format, similarly to the networking set up. Canapés and Bowl food menus work best in this set up, so that you are able to feed everyone whilst demonstrations are taking place. Consider themed food as well that may work well with the type of product that you are displaying, our world Master Chefs will be able to create the perfect menu for any event.

What Budget are you working to?

It is important, although sometimes difficult, to have some idea of your budget. At the very least have a figure in your head which you think would be too excessive. This stops you spending time on venues which are completely inappropriate or getting your hopes up for a venue you simply can not afford. Set yourself a rough ideal for each aspect, i.e: Venue hire, Catering, Entertainment, Lighting and Production or a price per head that would be desirable. It is also advisable to discuss budgets with the final decision maker so you know what they are happy with. Always be open about your budget as we will always try and help in whatever way we can to make your event work. There are so many varieties of catering options available to you that will work for almost any budget.