The key to organizing a successful event lies in ensuring the smooth running of the processes and providing an opportunity for the participants to experience something they will never forget.
Our guide will describe and outline the primary steps that are important to follow in the professional organization of an event – from the selection of a conference centre and/or hall and time for holding the event to settlement of organizational events that may occur in the last minute. Every section of the guide which represents the steps is accompanied by a brief summarized review, important time points of organization which should be considered, a recommendation for time planning and a list of key advice.
The secret of planning and conducting of every successful event is hidden in that a very detailed and comprehensive organizational plan should be followed and every step should be made one after the other. Therefore, we have also selected a useful plan with these steps which may be printed and used as reference at least six month before the start of the performance of the overall concept of the event.
MAIN STEPS IN THE ORGANIZATION OF A SUCCESSFUL EVENT:
SELECTING THE DATE OF HOLDING THE EVENT
Most important points: the first and most important thing related to the organization of a professional event is to set the start sufficiently early before the event itself. Before contacting the visiting lecturers and before attracting the guests and visitors, you must choose the time and place for holding the event.
Recommendations for time planning: Book a selected and desired venue for holding the event before starting the development of your detailed programme plan. In the ideal case this must take place about 6 months before the event date.
Of great importance and your priority at that time should be to find the perfect place for holding the event and, of course, before contacting a professional event planner and starting the work, you should have decided on the exact date of holding the event.
IMPORTANT POINTS AT THIS STAGE:
KEY ADVICE RELATED TO THE SELECTION OF PERIOD AND TIME FOR HOLDING AN EVENT:
FIND THE BEST PLACE FOR HOLDING THE EVENT
Most important points: In this section we will review the key points to be taken in consideration when we are searching to find the best place to hold an event – from the type of event planned to particular amenities in the chosen venue and the rent prices.
Series of remarkable conference venues exist and for you it is important to choose the one that fully meets the requirements listed below.
IMPORTANT POINTS AT THIS STAGE:
TYPE OF VENUE YOU WILL CHOOSE
The second aim of the professional organizer is to find a venue for holding the event which meets the type of the event and its overall idea and concept. Most generally, we can describe three types of conference venues which could be booked in your city/town:
1. Hotels: these are probably the best places for holding company events, conferences and team building programmes.
2. Independent buildings and venues: these locations are also suitable for different types of events and they are distinguishable, however they often present limitations in terms of number of seats and availability during the year.
3. Non-standard and non-popular places: in most cases these are galleries, cinema halls, bars and other small halls.
Regardless of the specific location you find and which meets the size and needs of your events, the place is also important – it must be pleasant and quiet.
If you are searching for a peaceful location, a complex surrounded by beautiful gardens or a forest is the most appropriate place for you. The more picturesque, the better.
And yet, the place you are searching for must meet several criteria/requirements:
Furthermore, if the selected location does not offer rooms to stay, a restaurant or a coffee bar, make a research and be sure that there is a suitable hotel, restaurants and other interesting places to visit nearby which will accommodation easier and provide options for ancillary accompanying activities.
The tourist potential of the location is another important point which is good to consider.
SIZE OF THE EVENT
If your event is intended for a small group of participants, you will not need to search and book a place that could accommodate hundreds of participants. The same is valid in the opposite case – leave that task to the professional organizer who will orientate you as to which place is suitable depending on the size of the event. This will save you money.
What is of material importance for the maximum attendance of your event is the proximity to public transport (if the event is in the city), the availability of intercity transportation (train or bus) or the easy access by car (if the event is in another settlement) and the proximity to an airport (for international events).
Before booking the chosen location, please check and make sure that the needs of transportation are taken care of and considered. If you are not sure, if you hesitate or if you do not have time for research, then trust the professional organizer.
For example, if you are organizing a company event and the visitors are executives who are forced to travel a long time to reach you, you could have the situation that some participants who are important to you are not able to come at all. Also, if the participants decide to come to the event by car, check and make sure that there is service staff onsite who can take care of arrivals and direct them to the place where they can leave their cars or at least that there is a car park big enough.
Once you have checked whether the selected location is available for the preliminary set date, check for amenities. It is important to note that the selected location should not only add to the image of the event as you want to present it to your audience, but it should also be appropriate and correspond to the profile of the participants you are targeting. Take care to check and make sure that there is no other event at the same place at that location which is conflicting with your event or the branding concept you rely on.
Even if at the time of choosing a location for the event you do not have a full and complete budget plan, the presumable and expected financial limitations may be delivered to the professional organizer at the very beginning.
Attempt to forecast the total and overall expenses for the event before you decide to try a five-star hotel, for example. The selected location must meet the expectations for quality and the safety requirements, as well as provide for the good service for your guests – in terms of food and beverages. Consult the professional organizer about the budget you have to provide or about the event you could organize with the limited budget you have for the particular event.
Professional advice: Leave it to the professional organizer to negotiate with the representatives of the location you have selected. If you have found the ideal place for you for holding the event but the sum against you can rent it exceeds your budget, the professional organizer may propose an excellent alternative (a similar place to the proposed one) in order to reduce the costs and with a lower rent, for example.
TECHNICAL DETAILS: IT AND AUDIOVISUAL EQUIPMENT
The machinery and equipment must be a part of the ideal conference venue. In addition, before you book the place, make sure that every conference hall is equipped with the necessary audio-visual equipment and technical support or that it can hire it and have it installed by professional companies for technical equipment provided by professional organizer.
LIST OF TECHNICAL REQUIREMENTS:
Check or ask the professional organizer for Wi-Fi access to all participants. There is nothing more unpleasant than wandering around in search of Wi-Fi or having a laptop or smartphone you cannot use.
ACCOMMODATION AND ENTERTAINMENT
If the event is within a 2-day timeframe, accommodation with unlimited Wi-Fi access and a high level dinner must be obligatory present on your to-do list that you should provide for.
Before making a reservation, always check whether the conditions offered by the selected location, as well as the opportunities for spending the spare time correspond to your expectations and desires. It is important to check the following areas:
In order to avoid and minimize any potential unpleasant situations, choose a location for holding the event which offers free onsite parking. And yet, if payment is required for the parking, then take care that this is included in your budget.
If the place you have chosen also offers catering services, that is better. Otherwise, it will be necessary to look for another provider of this service and to monitor and coordinate the providers – you can leave that to be done by the professional event organizer.
In any case, you will need to decide what the menu should be and take into account any and all existing specific requirements – present your preferences for the menu to the professional organizer and he/she will assist you with variants meeting all your needs. Thus you will have the best menu at your event.
MOST IMPORTANT TIPS ON HOW TO BOOK A LOCATION FOR HOLDING YOUR EVENT:
TO BE CONTINUED...