How to Organise a Business Event
Events can be business, purely social or somewhere in between. The industry is growing at a rapid pace and doesn’t show any signs of slowing down. Research conducted by HBAA, the trade association for the hotel booking agency, apartment and venue community in the UK reveals that, ‘the events industry generated an annual income of £36.1 billion in 2010 which is estimated to increase by £48.4 billion by 2020.’ Events can be categorised into conferences, meetings, exhibitions and fairs, promotions and product launches, weddings, birthdays, official ceremonies, fundraising and social events. An event planner is responsible for the overall production, right from conception through to completion. The event planning checklist includes-
- Liaising with the client to ascertain event requirements - A clear understanding of what clients want and expect is very crucial. Never do anything based on your assumptions. It is very important to gather as much information as possible from the client before proceeding.
- Agreeing to and managing a budget - Sorting out the budget before preparing the proposal is crucial as you could end up wasting hours of work with something the client might not be able to afford.
- Event design and detailed proposal - An event design refers to the overall theme of the event which includes décor, music, entertainment, lighting, props and so on. After sorting out the design, it is necessary to prepare a proposal for the client to discuss issues and come to an agreement on points that are laid out in the proposal.
- Finding a venue - Choosing the right venue can make or break the success of an event. You have to take into consideration peak season so it is wise to look for a couple of venues instead of one so that you have the option to choose between 2 to 3 places.
- Arranging and coordinating catering, décor, contractors and equipment hire - Coordinating involves supervising and executing all the details from setting up to tearing it down. It involves pre ordering everything and ensuring each vendor shows up on time and performs appropriately.
- Organising transportation and parking facilities - Transportation facilities is usually outsourced to a transport provider for those that require transportation to and fro from the venue. For parking services it is usually prepared with manned points and equipment such as cones, rope, sign boards etc.
- Co-ordinating staffing/volunteers requirements and briefings - Organising manpower for the event requires proper briefing and instruction. Draw out a plan and note down things to be assigned to each group and individual. Advertising for volunteers is a great way to keep cost down.
- Invitation - Invitations should be send out weeks in advance. It is better to send out invitations not just by post but by email as well, this creates a good impression and invitees are pleased about the fact the organisers are going all the way to welcome them to the event.