Great events don’t just happen – they are the result of clear and thorough planning and a lot of enthusiasm and hard work. The following information should be helpful for beginners to ensure your planning gets off to a smooth start.
Helpful hints to get you started:
What do you want to achieve:
- List key things you want your guests to get out of your event
- How will your success be measured
- What is the outcome for the event
What resources have you got:
- How much will your event cost? What is your budget?
- Are you charging an admission fee to create income
- Who is available to help you organise the event
What is your timeframe:
- Work backwards from the event date to ensure you can complete all your tasks along the way
- Book your venue early to ensure availability
Who is attending:
- Allow for a minimum and maximum attendance
- How will you contact them and keep them informed? (invites/reminders/media plan/marketing/brochures)
When is the event:
- Check the school holidays, public holidays and special events in the region do not clash with your date
- What will the weather be like at this season (cold/hot/wet/dry)
- What else is happening around that time that may create pressure to attend / competing workload
Do you know the venue:
- What facilities do you need (plenary/breakout/media room/space for catering/exhibition area)
- Make sure your event will fit in the spaces available
- Take time to do a familiarisation tour of the venue – check how your event will flow in the spaces suggested
What are your requirements:
- Make a list of things to consider (eg: theming / entertainment / event branding)
- Consider any health and safety risks issues that might need to be addressed
- What sort of catering will suit the event? (canapes / sitdown lunch or dinner / working meal)
- Will your guests be standing or sitting to eat? Choose a menu that will suit the style of eating
- Consider when you will be breaking for food (what works in the morning is not good at the end of the day)
- Are there any presentation components (will you need sound, lighting,computers and AV presentation equipment)
Have you thought about the following?
- Do you require tea & coffee on arrival?
- Do you require name tags or place cards for your event?
- Do you need to provide your guests with a registration pack on arrival?
- Are you planning to hold a dinner or cocktail party – do you need theming, menus, or entertainment?
- Do you require registration at your event?
- Does your event require a seating plan?
- Have you considered the different dietary requirements of your guests?
- Does your event need security?
- Do you require your event to be photographed?
Once you have all these criteria sorted – you will be ready to get organising. Our checklist may help you plan your timeline, or just ask our event team for help to make this a hassle-free occasion.
