| Could there really be a more visible measure of your | | | | supplier. |
| ability than organising a business event? On the face | | | | What about catering? |
| of it there are dozens of things that could go wrong, | | | | Teas and coffees should be straightforward. For |
| but with a little careful planning your event will run | | | | food, remember to check for special dietary |
| smoothly and your delegates will be mightily | | | | requirements (especially where international |
| impressed. | | | | participants are involved as certain foods may cause |
| First off, you need to know exactly what's required | | | | offence). |
| from the event and who's going to be attending. Try | | | | What's your budget? |
| to set a meeting with the meeting leader (or at least | | | | Having scoped out the various key requirements you |
| with their PA) to run through the basic requirements. | | | | can ask the meeting leader to set a budget. This at |
| This will give you a good overview of what's | | | | least puts you in the right ballpark when planning the |
| required. Is it a simple routine Board meeting or an | | | | event. |
| away day event? Is it a client presentation or maybe | | | | Okay, so what next? |
| a product launch? Perhaps its a sales meeting or a | | | | You now have your plan, so which venue should you |
| major company conference? | | | | choose? Broadly, you have a choice of hotels, |
| From this you can start to think about the type of | | | | conference facilities and business centres - or staying |
| venue required, as well as catering, presentation | | | | in-house. In-house will be fine for routine meetings, |
| equipment, size of space required and so forth. | | | | but if it's an event that's maybe confidential or where |
| Furthermore, if you've been handed a conference | | | | distractions aren't welcome - or because they're too |
| lasting days and involving hundreds, it might be a | | | | large for your own facilities to cope with - look |
| good idea to go straight to the nearest conference | | | | outside. |
| organiser or venue and get their specialist help. | | | | As a rule of thumb, choose a hotel or conference |
| However you tackle the planning of your meeting or | | | | centre for events which involve more than 80 |
| conference, ask yourself these fundamental | | | | people, including those involving accommodation and |
| questions: | | | | banqueting. By doing so you'll have everything you |
| How many people will be attending? | | | | need in one place. For events up to 80 people |
| Is the meeting a Board meeting for 5 people, or a | | | | however, think about using a quality business centre. |
| larger corporate affair? And will everyone be there in | | | | These are prime located and are business premises |
| person or do you need to think about audio or video | | | | designed with business people in mind. Standards of |
| conferencing? | | | | visitor hosting are very high in quality business |
| In-house venue or external venue? | | | | centres, and offer certain advantages over hotels. |
| This is important. Does your meeting leader want to | | | | Firstly, your delegates won't have to battle through |
| meet on company premises or elsewhere? If | | | | hordes of tourists to reach reception and sign in. |
| in-house do you have the resources to cope? If | | | | Then there are the facilities themselves. Meeting |
| external is there a preferred location? | | | | rooms tend to be purpose built and offer |
| Where are delegates coming from? | | | | sophisticated high tech AV, Wi-Fi and IT facilities as |
| This may help you decide on a location. Is there | | | | standard. You'll also have secretarial back up if you |
| somewhere that's accessible to all - maybe a major | | | | need it and the some centres have Wi-Fi equipped |
| city with good travel links or somewhere close to an | | | | break out areas you can use. Services such as |
| airport? Meeting on "neutral ground" may well serve | | | | catering are also available and you can generally |
| the meeting well as a democratic option! | | | | choose from a range of room sizes and layouts to |
| Will accommodation be required? | | | | best suit your event. And because these business |
| If delegates are coming a long way, or if the event | | | | centres service meetings daily, it means you enjoy a |
| runs for a number of days you're going to need | | | | great service at a very competitive price. |
| accommodation. This is crucial to your choice of | | | | Of course not all business centres are the same, so |
| venue and to your budgets - so quantify this | | | | use your checklist to make sure they offer exactly |
| carefully at the start. | | | | what you want. Visit beforehand if you can - and ask |
| What equipment will be needed? | | | | if they'll provide an event coordinator free of charge. |
| Maybe it'll just be simple power supply and Wi-Fi | | | | Finally, watch out for the extras when budgeting. |
| access for laptops; but if it's a presentation you | | | | Some centres have the "hotel mini-bar" syndrome, |
| might well need digital projectors, screens, laptop | | | | charging exorbitant prices for small extras, such as |
| interfaces, sound and even video conferencing. Sort | | | | additional furniture. |
| this out early and have a definitive list, as it's | | | | By following these simple steps you can plan an |
| important to cover all the bases. If you're planning an | | | | event that offers excellent value for money and will |
| in-house event talk to your IT team early - and if | | | | pass by smoothly on the day. |
| you're looking outside use your list to help select your | | | | |