21 May 2019
Putting on an event? Here's how to make any gathering go well
Whether you're planning a major company-wide conference, a training day or a relaxed work meeting to brainstorm new ideas, you need your event to run smoothly and turn out to be a day to remember. Here are five simple ways you can make sure it goes with a swing.
Make sure your event has a clear purpose
First, decide what you want your event to achieve. Do you want to increase awareness of your company? Recruit new staff or reward existing employees? Position yourself as industry thought leaders? Pinpointing the reason for your event will make it easier to market it to your potential guests.
Sort out your budget and event plan
Once you know what you intend your event to achieve, you can go ahead and organise a budget. How much can you spend on room hire, catering, promotion? Maybe you want to hire guest speakers, or, if you're hosting a conference, you might need to arrange event sponsorship from another company. Prioritise at this point - perhaps it's more important to you to have a smaller group of the right people networking for a few hours than a huge guest list and fancy canapés. Figure out the logistics, too. Timings, how many guests, and what will happen on the day.
Hire a space that suits
Once you've nailed down your plan, it's time to find the right space. Maybe you need a flexible space that can be used for a presentation, with smaller break-out areas. Or you could require a theatre-style conference centre. Or perhaps you're planning an awards ceremony, in which case you'll need a stage and a larger area with tables and chairs. The more flexible the space, the better. Factor in catering - you may also need extra space for your guests to eat, to mingle and to relax. And make sure that everybody who is coming has somewhere to park.
Start spreading the news... whether you send email invites or gold embossed printed ones, make sure all the info is accurate and you shout about all the great things that will happen on the day. Don't forget to include the dates! Promote your event on social media, tot - sharing posts on Linkedin will help you cast your net across the whole of your industry to encourage delegates to attend. Or build up a buzz on Facebook, Twitter or Instagram.
Get help on the day
Whether you're showing your guests to their seats, encouraging them to network or handing out information packs, you need a team of helpers. You also need venue staff behind the scenes to make sure there are no hiccups and provide support if you want to use AV equipment or other materials, like flipcharts or white boards. Refreshments, whether you're offering tea and coffee on arrival, a finger buffet or a three-course meal, should be served professionally. And don't forget the most important thing of all - have fun!
Planning an event? For flexible room hire, onsite catering and free parking, get together at GTG.