The Essentials of Event Planning

So you’ve decided to try planning your own event? Our comprehensive Event Planner has been designed to make planning your event and booking your venue quick and simple.

But finding the right the venue is only the beginning: there are many other important aspects of planning an event that you will need to think about right at the beginning of the planning process.

• Forward planning: make sure you have given yourself enough time to plan ahead. There are always hitches in planning anything that involves a great deal of organisation. Tight time constraints can turn minor problems into major ones!
• Goals: what is your event for? What do you want to achieve? Will this type of event get the result you want? Your event may have more than one facet. If so, you must identify each component of the event and make sure that everything that is included contributes positively to the main identified goal.
• Budget: how much will the event cost? Make sure that you know the price of everything that will contribute to the cost of the event, and if you have to rely on estimates, always overestimate costs. Have you budgeted for a realistic number of attendees (always budget for more attendees than you expect)? Is it realistic to expect people to pay this much for this type of event? Have you built in enough flexibility to cope with the (inevitable) unexpected? Voluntary and sporting organisations may need to seek sponsorship for all or part of the event. This should happen very early in the planning process.
• Timelines: Create a workable timeline for the event, including any necessary preparatory work. You will need to account for:
  • Initial announcement of event
  • Arranging speakers (including their travel when necessary)
  • Booking of venue and audio-visual equipment
  • Writing and printing of promotional material
  • Engaging entertainment, catering and any other services
  • Preparation of conference packs, name badges etc.
  • Arranging for materials to be delivered to the venue
  • Setting up the event
  • Taking down the event
• Venue: is your venue appropriate for the budget, audience and event focus? The number and type of available rooms, the style of the function centre, location and available parking will all be important. Catering, available equipment and attendee’s accommodation may also be significant factors to consider. Can you visit the venue personally? Can you get a full, clear quoted price for the venue? Can you see client reference material? Does it seem too cheap? Generally you will get what you pay for.
• Date: is the date a workable one? It mustn’t clash with other events that may affect your target audience’s ability to attend or to book accommodation. Avoid major sporting events, school holidays or public holiday s if possible.
• Promotion: will you be using a professional firm to help create promotional material? You will need to create a promotion campaign for your event to maximise attendee numbers. For a large event, you may decide to use a professional promotions agency. You will need both written and visual material such as press releases, logos, letterheads and brochures to create a professional image for your event. Announce your event early, then send out reminders closer to the event date.
• Suppliers and contractors: Ascot Park Hotel can provide you with a list of preferred suppliers. Keep detailed lists of contacts such as entertainment, caterers, equipment suppliers and venue managers. Keep in contact with them regularly, checking progress on key goals.
• Contracts: make sure that any contracts you sign are clear as to the service provided, the numbers of people they are provided for, dates, times and the price. Check for hidden costs and make sure that everything is covered by the contract. Do not book a venue or service unless you are sure of your attendee numbers, and also that your requirements will be met by the venue at the time of your event. Make sure that any requirements for power usage (electrical sockets and placement, power supply for exhibitor booths) can be met. Read the contract thoroughly and be sure to take note of any cancellation policies, restrictions of usage, deposits fees and the timing and preferred method of any payments. Responsibility for insurance and possible damage must be clearly stated.
• Equipment: make sure any equipment that you have hired is working properly well before the event opens, and that users know how to operate it. Any audio-visual equipment will need a test run before operation. There is nothing more frustrating than equipment that fails to perform on the day.
• Know when to let go: once the planning is complete, you may need to do very little until the event is staged. Although checkups are a sensible precaution, keep them within reason; at a certain point you will be able to let go the reins and relax in the knowledge that all the early effort you have put in will assure the smoothest possible running of the event.

Still not sure? If you have any further questions about events planning, please contact us for friendly, helpful advice.