Event Planning

GuideSeminar, Conference, Workshop, Training

Part 2 – Planning your event

Choose

Following on from Event Planning Guide Part 1 – Starting

Points

In Part 1 I advised that your first 5 thoughts should be:-

• Set your numbers and target audience

• Define and communicate your event objectives

• Think about the content and reasons for holding your event

• Choose your event format (workshop, conference etc)

• Set your initial event budget

Part 2 will cover the planning of your event from choosing your suppliers, setting a date

and an agenda as well as a list of the many other things you may need to consider. There is

a lot that goes into an event, but it is all good fun, I think so anyway.

Enjoy

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1. Set your date

You will probably already have a date in mind for your event. There are a few things which

may affect your final decision so think about:

• Clash of other events – other events your audience would be interested in as well as

those your competitors are organising.

• Large public events and holidays, check there are no bank holidays coming up or any

large public sports events. These could take footfall away from your event.

• Check the calendar of the staff you will need to run the event but also those of speakers,

senior staff and anybody else you will want involved in the event or attending it.

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2. Set your event agenda

In order for you to book your venue, decide on catering and other requirements its best you set your

event agenda about now.

• Decide on a start time

• Set the number of speaker slots you have and how long they will take. 45 minutes per speaker is

about the average but this unique to you and your event.

• Do you have one area for presentations to take place or will you have various rooms? Set the times

for each and give guests time to move from one to another.

• Include refreshment breaks. For an all day event you would need a break mid-morning, lunch and

then another break in the afternoon.

• If you have an exhibition element remember to ensure your audience has enough time to visit it.

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3. Choose your venue

Choosing a venue means more than choosing the usual place down the road. There are

allsorts of things to consider when choosing a venue such as:

• Location, your venue needs to be in an area suitable for your company/audience

• Size and space – the venue needs to hold the amount of people you are expecting in the layout

you would like.

• Think about your brand and what impression the venue will leave on your guests. Ensure the

venue reflects your brand, are you contemporary and cutting edge, or more traditional?

• Consider public transport, road access and also parking. Make it is as easy for your guests to find

as possible.

I would suggest only visiting a venue once you know its rates. It needs to be in budget before

you decide to visit and consider it an option. 5

4. Catering

With your agenda set you will be able to choose the catering you will require. For both

refreshment breaks, lunch and perhaps a drinks reception if required.

• For arrival and break refreshments tea, coffee, biscuits, juice and water are standard. But why not

go for alternative such as pastries, smoothies etc.

• Lunch – will this be hot, cold buffet or sit down? Ensure there is plenty of room for everybody and

seating even if it is an informal lunch.

• If you have a drinks reception don’t forget a non-alcoholic version.

• Check catering options with your venue, you may need to source catering from an external

company.

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5. Delegates

When it comes to delegates

• Is the event free to attend or will you be charging attendees? Free events do have a 30% -50% drop out rate.

• You should already have your target audience in mind and be able to target these with calls, email and if

required direct mail. Get your data ready.

• Ensure you communicate details of your event to all departments within the business. If a customer asks about

the event it would be a shame if your sales, customer service or accounts team were unaware.

• Get the support from your sales teams by getting their buy-in and making them aware as soon as possible.

They can help identify target contacts and help increase registrations.

• Perhaps run a daily or weekly report of current registrations and circulate this to all in the business to help

raise awareness of those currently attending and those who have not yet signed up.

• Don’t forget you may want name badges for staff, speakers and guests

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6. Presentations

Power point is the most common way for your speakers to present their session, and

limiting it to around 45 minutes with a Q&A session should mean that your audience won’t

loose interest. When it comes to organising your event content you should:

• Involve those who you would like to speak as early as possible and give them background to the

event, it’s objectives and what you are hoping they could contribute.

• Ask the speakers to send their content/slides to you in plenty of time so you can check it’s what

you expected and is suitable.

• Ensure all slides are consistent and in the same format and projects the same company brand.

• Guest speakers still need to send you their slides before the event takes place and you should still

check them.

• Perhaps organise a run through/rehearsal prior to the event leaving enough time to make

changes if necessary. 8

There is plenty more for you to consider.

• Negotiate with your suppliers, don’t simply agree with the first quote

• Check internet access, is there any cost to you or your guests?

• Check electric access and limitations at your venue

• Tables and table cloths – will these be provided by the venue?

• Break out and meeting rooms. Do you want to offer private rooms for business meetings and other needs?

• Check the phone signal available in the venue to make sure you and others can still make calls if required

• Remember vegetarian and non-alcoholic options

• Would a roaming mic be handy for questions and answer sessions ?

• Don’t forget event signage, see my help-sheet Top Tips #1 Signage - available from the Little Fish Knowledge

Bank

• Do you want to have delegate packs on arrival or can you use technology to offer your delegates the

information they need about the day such as the agenda.

• Consider roller banners and branding for inside the venue

• Save all speaker slides onto USB’s and make more than one copy just in case

• Don’t assume speakers will bring their own laptops, check what equipment is needed for each area

• A presentation clicker gives your speakers the chance to move around

• You will need a table and an area to register your guests on arrival

There is plenty more where this came from but this is a good start.

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Part three coming soon: On-site at your event.

In part three I will offer advice for when you are on-site prior to your event and during.

Thanks for reading and I hope you are finding my eBooks useful.

Lindsey Fish

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Feel free to contact me if you have any questions or if you wish to discuss your

event with no obligation at all.

Lindsey@littlefishevents.com

Tel: 01923 255923

Mobile: 07950 158379

T: LittleFishHerts

www.littlefishevents.com