YOUR EVENTS CHECKLIST
Key things to keep in mind when staging a meeting or gathering
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 last-minute 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 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.