subject: Top 10 Event Planning Tips [print this page] Event management is about far more than finding a suitable venue and checking it is available on the dates you want. There are a thousand and one things to do before, during and after the event. Here, we at Holiday Inn have put together a list of event planning tips to ensure your meeting or conference is a total success.
Its important you begin planning early. A good tip is to maintain a checklist in a diary or online (there are planning tools available for this) and tick things off as they are done. The larger and more complex the event, the longer and more complex the planning will be.
With any event larger than a few people, its best to appoint a person in your team to act as project manager and oversee the budget and meeting arrangements. Its important your budget has a strict limit. Look for special conference packages; the more things that can be organised and paid for together, the easier and cheaper it will be.
Its essential you find the right venue. Compile a list of must haves that you need, together with a list of possible dates, in case your first booking choice isnt available. A mid-week slot is best, as rooms are often booked out at weekends for weddings and family celebrations. Avoid planning your event during school or bank holidays especially the summer, which is when hotels get busy with tourists.
If you are arranging a trade event, check that there are no others running at the same time. This could lead to a conflict of interests for your delegates. To book your own convention immediately before or afterward another one is a better idea giving delegates the option of attending both.
The best conference venues are those with specialised business facilities, a variety of meeting rooms, good parking, easy road, rail and air access and, if possible, a meetings coordinator or PA service. Your best choice would be a large, well established chain hotel specialising in conference packages. Evidently, you need to check the rooms will be big enough for your needs, and that enough guest rooms are available.
Check what is included in the hotel package, and what can be arranged at optional cost. The more things that can be arranged under one roof, the easier it is to budget and make last-minute changes. Some hotels are located in popular tourist areas, and can arrange corporate hospitality events and entertainment packages.
If it is a large conference, then have regular project updates, with meetings to discuss things like location maps, travel arrangements, ticket allocation and, of course, the conference itself.
Nearer the day, check weather and public transport timetables to ensure the travel arrangements are running smoothly. Also check that no delegates have special dietary needs or access requirements. We at Holiday Inn offer full event management support, including healthy business menus with special diet options. Our extensive business services include superbly equipped meeting rooms; a dedicated hosting service, WiFi access, spas and leisure clubs. Our event planning tips page has all the links you need to make your event a success.
