Guide to Event Planning


DAVE’s top tips for event planning

What are your objectives?

Is it a drinks reception, or a hard-hitting day of presentations?

You might want to create some great PR, or just say ‘thank you’ to staff or customers.

Solidify your key purpose of this event and create around it.

Design:

Is it a formal setting or a casual gathering? Do you want to impress, or play it cool?

You might have a theme, or want to create something nobody has done or dares to do.

A large event involving the public may need a dedicated health and safety manager, crowd control specialists, or a traffic management team.

Working on the logistics of getting everything and everyone to the right place at the right time will require careful planning and forethought.

Have a team of professionals around you to do what they have made a career from doing.

Venue:

Where’s the party at? One of the largest outlays for any event is the location. Hotel or hall, stadium or studio. Is the venue built for purpose, or a blank canvas? What is included in the venue hire, and what will you need to bring?

  • Delegate Logistics
  • Accommodation
  • Catering
  • Alcohol
  • Power
  • Audio Visual Production & Equipment
  • Furniture
  • Crowd control
  • Entertainment
  • The day after the night before – the clean down

Marketing the event:

  • Branded events or series
  • Theming
  • Social Media
  • Industry magazines and platforms
  • TV and radio spots
  • Influencers and celebrity involvement
  • Make sure your whole team know what the event is about

Delivering your event

The big day is now here – no going back! All the spreadsheets are completed, all the booking forms have been sent in, deposits are paid, and suppliers are starting to arrive on site to build the show. 

You cannot be everywhere at once, so delegate to a team you can trust. Let us do the things that take too much of your time, or the things you do not want to do. You should be able to enjoy what you have spent the last few weeks, months, or years pulling together. Employ a team that will give you that flexibility; being able to stand back and watch from a distance will help bring perspective to what you do.

Data:

Client feedback, guest and delegate analytics. What was good, great, brilliant or bad? Use this information to secure more sponsors or investment partners, to raise awareness of your brand, to increase market position of a product, or get on the front page of an industry magazine. 

Grab a coffee, give us a call and tell us your ideas

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