The Venue Finding Agency UK Essential Conference/Event Planning Checklist

The Venue Finding Agency UK Essential Conference/Event Planning Checklist

The competition for conference and corporate event attendee's attendance has never been fiercer, and as a venue finding agency UK we are perfectly placed to know this. We have seen a rise in the amount of events and conference venues being booked through us this year, and with so many events to choose from, yours needs to be flawless in order to stand out from the crowd. One wrong move could not only hurt your bottom line, but your brand as well. Don't panic though, if you are planning a conference or event at one of our many venues in the UK we have pulled together for you: Get Started 8 to 12 Months Before This first phase of the event planning process is where you will generate ideas and lay the foundation for success: #1 Establish your event goals - What is the purpose of your event? - How many people do you want to attend? In person or on live stream? - How much profit do you want to make? - How much will you price your tickets at? - Where will the event be hosted? #2 Set yourself a budget - Look at budgets for past events to set yourself a guideline - Make educated guesses for any gaps in the budget #3 Choose a theme - Keeping your event goals in minds, brainstorm some formats that will fit your events purpose. Do you want to convey your ideas in a small conference or dinner setting, or would a trade show format be better - Look at who you want to attend your conference and choose a theme that will resonate with them. Choose your theme carefully as it will drive your planning decisions and set the tone for the whole event. #4 Choose a location, venue and vendors - What location is best for your event - taking into account transport links and accommodation - How many people will be attending your event? Can your venue cope with that amount? - Do you need to provide WiFi and if so, does your venue provide it? - Are there local vendors who can provide you with additional services? #5 Set the date - Select the date that is best for you, and then have a second and third as back up - just in case. #6 Research your speakers - Look at similar events to yours, and see who spoke at them - Compile a list of the speakers you would like to have - Make sure you are clear about your proposition of value before you reach out to potential speakers - Contact your ideal speakers with clear information about your event and what value it will be to them - Think about any other entertainment ideas you can add Get Granular 3 to 4 months before With the foundation for your event now firmly in place, the next phase in your planning process should be to put the final touches on your conference before you open registrations up: #8 Finalise your speakers - Make sure you have contracts signed with all speakers, planned entertainment and any panelists - Finalise your agenda, making sure it is balanced and flows well with plenty of breaks - Ensure you have photos and bio information for all speakers - Make sure all accommodation and travel is arranged and booked #9 Organise financials -Choose your ticketing technology and ensure you have knowledge of how it works -Set your ticket prices, including any launch prices, VIP prices, or early bird prices are taken into account. #10 Start to promote your event - Develop your marketing message to align with your branding - Spark interest in your event early on through the use of social media and email - Reach potential event goers through paid media and event distribution - Write blog posts about your event and post them online #11 Finalise your event details - Meet up with the caterer at the venue to ensure the menu is approved - Make sure you have the AV equipment you need, and that WiFi details are secured - Review security details with your team - Make sure you have any special licences, permits and insurance you need - Draft a schedule for your event Finalise Details 2 Months Before With such a short time before your event, you still have time to build excitement and urge attendees to buy their tickets: #14 Send Reminders - Engage with attendees through email and social media with creative teases on what they can expect - Keep lines of communication open with speakers and panelists to ensure they have everything they need - Contact your vendors to ensure your commitments are confirmed The week before: #15 Finalise last minute details - Make sure you have a schedule and that everyone has a copy of it - Get sign off on any speech scripts #16 Communicate any final details with partners - Update your venue and caterer with final numbers - Confirm your schedule with the venue - including set up and clean down time - Double check WiFi details and AV equipment Hopefully now you have everything you need to ensure your event runs smoothly. We can also help you with securing the venue you need, including conference venue London, so get in touch with the team today.

Author: Gladys Requina

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