Organised events are a valuable opportunity to share your message with all in attendance, but the planning process can bring a significant amount of pressure and stress. From catering to venue hire if your occasion is in-person and equipment to technical issues if it is virtual, each element of an event requires strong organisational skills and significant time investment.
As a venue finder, also with a background in venue management, we have /decades of experience with events, conferences and seminars. As such, we have collated our knowledge to produce this handy guide full of tips for organising your function.
Our top tips;
It is no secret that organising an event takes time, so if you wish to avoid last-minute stress start planning well in advance. This will also increase the likelihood of your chosen venue and speaker being available for your specific date.
If you are organising the event with a team, ensure you have regular meetings to discuss your plans for the occasion, and action things as soon as possible. Equally, if it is your responsibility to get everything in order, getting the ball rolling early will reduce the chance of something going wrong.
Saying that, we are no strangers to last-minute event planning. Our team regularly caterS to tight deadlines and clients whose events are a matter of weeks away!
If you find yourself skipping the research portion of the planning process, you could be putting your event at risk of unravelling at the seams. From marketing strategies to dietary requirements, it is important that you comprehensively understand the needs of your event, to adapt and overcome potential issues as and when they arise.
This includes researching the venue, equipment required and your speaker’s expertise. The best speakers out there have proven track records, so researching their previous appearances will supply insight into their speaking style and specialist topics.
Purpose
One of the most important factors to consider when organising an event, conference or seminar, is its purpose. By having a strong understanding of your ultimate goals, you will be able to devise a strategy and book the relevant speakers to meet those targets.
Ask yourself: “what do I wish to achieve from this event?”. Such answers could include “increase brand reach”, “learn from professionals”, or “motivate my staff” – whatever the objective, let it guide every element of your event. Particularly when choosing the perfect speaker, consider which expert will best support your event’s goal and supply relevant industry knowledge.
If you are organising an internal event, and the attendees are your employees, the purpose could revolve around improving their performance or teamwork. We recommend booking a motivational speaker specialising in workplace culture, to harness the potential of your workplace. Alternatively, an industry professional, like a customer service speaker, will instil in your staff the best practices needed to thrive in their respective roles.
Theme
Every event is categorised by its theme. Once you know this, then all the other elements will begin falling into place, so be clear from the start which topics you wish to cover.
Popular event themes for 2024
Once you have decided on your theme, you can then book the perfect speaker to complement the subject. Consider their experience, personal passions and qualifications, and ask yourself how they can contribute to your event’s theme. For example, if you wish to organise an event centring around mental health, an advocate like Ruby Wax is the best fit to make a transformative impact.
Venue: In-Person Event
There are plenty of different venues out there to choose from, each with its pros and cons. Such a wide variety can make finding the perfect venue feel overwhelming – but it is not impossible.
One way to make sure you choose the right venue is by physically visiting the location and seeing for yourself if it is suitable. Whilst there, ensure you ask plenty of questions so there will be no unwelcome surprises on the day of the event.
By finding out if these options are on offer upfront, you will be better placed to make an overall decision on where to host your event.
Venue: Virtual Event
2020/2021 saw a wave of virtual events taking the industry by storm, and these are still popular in 2024. Planning an online conference certainly has similarities to in-person events, but the main difference is the lack of venue. The venue is the internet, and the stage is your home.
The success of a virtual event rests mainly on the quality of your technical equipment, the strength of your Wi-Fi and how engaging your speaker is. Ensure that your broadband connection is free from buffering, by running a speed check and conducting several technical runs. The tech run is a vital aspect of any virtual event, as they give you the chance to test how well you know your equipment.
What equipment do I need for a webinar?
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If you are looking for a venue, whatever your requirements, we can help save you time and money. Simply send us your brief and our experienced team of venue finders will do the rest.
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