of plan­ning cor­po­rate events, fundrais­ers and other spe­cial events

Ottawa Business Journal - Meeting in the Capital - - The 3 Ws Of Meeting Planning -


hen to do it? W

here to do it?

Best nights of the week for max­i­mum at­ten­dance: ei­ther mid­week or a Satur­day. Seven key points come to con­sider when choos­ing a venue: Lo­ca­tion: Is the city con­ducive to a large-scale event? What kind of trans­porta­tion costs are in­volved? Will those on the guest list be able to at­tend? Date: Are there any ma­jor events or hol­i­days (re­li­gious or oth­er­wise) that





7 might in­ter­fere with event at­ten­dance? Sea­son: Dif­fer­ent sea­sons re­quire some­times rad­i­cally dif­fer­ent bud­gets and cash al­lo­ca­tions. Time of day: If you’re shar­ing a venue with other events dur­ing the day, con­sider your place­ment in re­la­tion to other events through­out the day – will you have enough time to set up? Or should you limit your venue choices to those where your event will be the only one of the day? In­door or out­door: If it’s out­door, plan a backup in case of bad weather. Most big out­door venues such as golf cour­ses and ski re­sorts of­fer in­door meet­ing fa­cil­i­ties – re­serve one as an in­sur­ance pol­icy. One lo­ca­tion or more than one: If it’s more than one, con­sider the travel time and ease of trans­port be­tween venues. Money, money, money: Al­ways ask up front about costs, as venues dif­fer when it comes to what’s thrown in and what’s not – and what’s avail­able. Ho­tels, restau­rants and night­clubs usu­ally stock mar­tini glasses, for in­stance, while con­fer­ence cen­tres or mu­seum-based venues may not.


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ther things to con­sider:

When des­ig­nat­ing mem­bers of an event plan­ning com­mit­tee, try to match skill sets, in­ter­ests and ap­ti­tude with the type of work be­ing as­signed.



3 4 5 What is ac­cess like for the venue? Will you need to haul equip­ment and sup­plies up three flights of stairs? Know your event’s elec­tri­cal re­quire­ments and the venue’s ca­pac­ity and lo­gis­tics – for ex­am­ple, don’t put the band in a cor­ner with no out­lets. Will you need ex­tra per­mits for your event, ei­ther dur­ing or for de­liv­ery/ setup/tear­down pur­poses? Know all safety and fire reg­u­la­tions for the venue. What are the venue’s zon­ing, noise or time re­stric­tions and how will th­ese af­fect your event or meet­ing? Source: Event Plan­ning by Judy Allen (Mis­sis­sauga: Wi­ley & Sons Ltd. 2009)

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