THE THREE W s
of planning corporate events, fundraisers and other special events
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.
ho to plan it? O
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)