Es­sen­tials for seam­less event plan­ning

Business Traveller (India) - - CONTENTS -

1 CHOOSE YOUR VENUE WISELY Pick­ing the right venue is cru­cial for set­ting the tone of your event. Ask your­self, does the venue suit the style of your gath­er­ing? Will the room lay­out work for the num­ber of peo­ple? How easy will it be for at­ten­dees to get to? Make sure the venue can cater for di­etary re­quire­ments and that au­dio-vis­ual equip­ment is avail­able if needed.

2 UN­DER­STAND YOUR BUD­GET Know­ing how far your bud­get will get you can be tricky, es­pe­cially if you’re host­ing over­seas. But you can make shrewd sav­ings that don’t come at the ex­pense of the event, such as em­ploy­ing a tal­ented stu­dent to take photos; print­ing doc­u­ments, name tags and brochures your­self; and work­ing with smaller sup­pli­ers for sig­nage and ca­ter­ing.

3 KNOW YOUR AREA Use on-the-ground re­sources to help you make de­ci­sions if you’re un­fa­mil­iar with the des­ti­na­tion. Get recommendations from lo­cals on good restau­rants and bars to take clients to after meet­ings, and show them that you’ve done your re­search.

4 BE CUL­TUR­ALLY AWARE If you’re hold­ing an event abroad, be­ing aware of lo­cal eti­quette and cus­toms will help get you on side with staff and guests, and smooth over any hic­cups on the day.

5 CARRY LO­CAL CUR­RENCY Al­ways have a sup­ply of cash in lo­cal cur­rency in case some­thing goes wrong, or to cover any un­ex­pected or last­minute in­ci­den­tals.

6 PLAN YOUR RE­SOURCES If plan­ning an event over­seas, it could make sense to or­der from sup­pli­ers based in the des­ti­na­tion. If you de­cide to use a home dis­trib­u­tor and trans­port ma­te­ri­als, ar­range postage and ship­ping well in ad­vance so that you’re not caught out on the day.

7 ANY PO­LIT­I­CAL IS­SUES? Find out if there are any sen­si­tiv­i­ties that you should be aware of be­fore draw­ing up the con­tent of the event. Guid­ance from a lo­cal des­ti­na­tion man­age­ment com­pany can help you avoid mak­ing any faux pas.

8 PRINT BACK-UPS AND A CHECK­LIST Make copies of all re­ceipts and travel doc­u­ments, plus at­tendee lists and sup­plier de­tails to take to your event.

9 GET FEED­BACK Or­gan­ise feed­back sur­veys with a prize. Make sure your ques­tions are punchy, and that they prompt de­tailed, spe­cific an­swers.

10 NEVER AS­SUME ANY­THING Dou­ble-check or­ders, re­mind at­ten­dees of their agenda, brief staff thor­oughly, and build plenty of lee­way into the sched­ule.

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