What type of event are you planning?

What type of event are you planning?

An easy way to answer this question is to refer to what I call the Five Ws of event planning—the who, what, when, where and why.

The Five Ws are a guide to help you visualise your event. Applying the Five Ws to your event planning will help you get started.

• Who:Who is this event being held by and who is it to be held for? How many people will attend the event; does this include partners and their children? Will you need to arrange childminding
services? (This could prove very popular with parents as it is often overlooked!)


• What: What kind of event will it be? What would be appealing to your attendees? Will it be a black-tie dinner, an outdoor picnic, a small dinner at a restaurant, a board meeting or an
educational seminar?


• When: When is the event going to be held? Will it conflict with other key events that may be of interest to your audience? How much time do you have for planning? How long will the
event run—for example, two hours, two days? Will it be held in the morning, lunchtime or at night?

• Where: Where should the event be held? In a major CBD area, close to transport, interstate or overseas? What kind of venue will be required? Will it be a function centre, restaurant, major hotel, resort or local park?

• Why:Why is the event being held? Is the organisation seeking a specific outcome? Is the event intended to increase the knowledge of staff, build relationships with potential clients,
reward staff for a job well done or celebrate the achievement of a colleague?

Keeping planning on track
Now that you know when your event is being held and how long you have to plan it, you will need to revisit your event brief and break each of the listed categories into individual tasks to create
an event management sheet.The event management sheet, which will become your blueprint for success, lists every task, from booking the venue to gaining sign-off for invitations, to thanking
the speakers.


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When sponsored and wrapped with your brand, it could either be used as a free service or for generating revenue while improving your customers mobile experience and further developing your relationship with your on-the-Go customers by promoting any existing products like discount vouchers on smartphone,  tickets on smartphones, mobile phone payment or android/ iPhone apps on mobile phones. The new, innovative idea would further help with improving your product ranges and further promote any services during the events.


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Event setup

Event set-up

The event setup plays an important part when organising your next function on time and within budget.With all of the pre-event planning now under control, the duration to set up your venue will depend upon what time yourevent will start, how many people are attending, the type of event and what time you can gain access to the venue. This is the moment when all your planning starts to be put into action an[-just about everyone—except the actual guests—is to some degree
involved. Professional event organisers often refer to this part of planning as the ‘bump-in’.

Your venue manager will organise the venue staff to set up the room following your venue plan. Usually all you will need to focus on is setting up the administration desk, any room decorations and advising the venue manager of when service providers such as caterers or audio-visual specialists will need to arrive and set up.

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Venue location

Venue locations

Deciding the venue would set you off with a great start. When deciding on a suitable location you may consider hosting
the event in your own office and on site, using the boardroom or training room as your venue. This can save money on venue-hire
fees however, what you will probably find is that you have to organise all the catering, audio-visual equipment, chairs, tables and security
yourself which is done by most outside venues. You may be lucky enough to work for an organisation that has its own
kitchen facilities and caterers, which comes in handy.You may be even luckier, and work for an organisation that has a dedicated onsite
venue space, either interstate or overseas, which will save you alot of time trying to source a suitable venue in a location that you
don’t know very well.
If you decide to host your event in a venue off site, you will most probably be looking at hotels and function centres, clubs, restaurants and outdoor venues.

Hotels and function centres
Hotels and function centres usually offer a range of venue spaces and facilities for events. They are particularly suitable for large events such as fundraising dinners, charity balls, seminars and conferences, with hotels also providing the option of accommodation.
They may also give you a listing of preferred caterers or service providers, which means that when
hiring their venue facilities these organisations must be used for catering or equipment hire


Clubs
Clubs also offer a range of venue facilities, suitable for conferences and seminars as well as training workshops and meetings. These venues often have on-site caterers and in some cases can provide
accommodation. Some clubs offer discounted rates to members for venue bookings.

Restaurants
Restaurants provide a more intimate setting and are particularly suited to dinners, lunches and even cocktail functions. Remember that restaurants may not be able to provide audio-visual equipment
or areas for dancing. If you are set on such a restaurant as a venue you may need to source additional equipment or alter your event running order to accommodate any restrictions.

Outdoor venues
Outdoor venues such as parks, gardens and civic centres can provide a beautiful setting for your event.They are usually managed and maintained by a local government authority or similar bodies,
because they are considered to be public spaces. If you are planning an outdoor event you may need to consider:

• Applying for permits to use the space or serve alcohol;
• Additional costs to remove rubbish or clean up the site after
your event;
• Hiring a marquee or tent to provide some form of shelter;
• Additional costs to ensure guest safety and comfort, such as
public liability insurance or the hire of portable restroom
facilities;
• Having an alternative venue booked in case of bad weather.

Other venue ideas
There are a number of interesting and unusual venue spaces that
can provide your guests with a unique experience.

Interesting venue spaces might inclue:

Aeroplane hangars Railway stations
Amusement parks Shopping centres
Aquariums Theatre foyers
Factory warehouses University halls
Historic houses Upmarket clothing or furniture
Museums and art galleries boutiques
Overseas passenger terminals Zoos

Organising interstate or overseas functions

If your event is going to be held overseas, finding a suitable venue may require some serious detective work.These suggestions may help:

• Does the organisation you work for have an affiliated office in the region that could source the venue on your behalf? You would also need to provide a copy of the venue checklist and
event running order to ensure that the event requirements and expectations are clearly communicated.

• Appoint a professional event organiser based in the location.To ensure you source an accredited event organiser, it may be wise to contact a professional association


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Finding the perfect venue for a Conferences and seminars

Conferences and seminars

Any theme you choose for a conference or seminar should be carefully incorporated into the program so that it doesn’t detract from or diminish the subject matter.
When choosing an appropriate theme for a conference or seminar, pay particular attention to:

• where the conference will be held,
• who will attend the event, and
• what issues will be discussed.

If the subject matter of the event is quite serious, you may not go with a theme but schedule a themed activity during meal breaks or at some specified time during the conference. For
example, you could include performances by local musicians and entertainers or trips to landmarks and places of historical significance.

Finding the perfect venue

When you begin searching for a venue you will quickly see that an event can be held almost anywhere. To help you with your search you should develop a venue checklist and an order of
proceedings—what I call the event running order. The check list below will help you book the right venue for your event.Working out the event running order at this stage may at first glance seem
out of place, but believe me, it’s very helpful.
More than likely you will look at several venues; make a short list of the three or four you prefer, and investigate them in greater detail so that you make a final decision based on the venue that
can provide the service and equipment you need. If this is the first time you have planned an event it is probably best to research about five different venues, then break this down to a short list of
three, before making your final choice.

Venue checklist
A venue checklist will help you obtain consistent information from each venue you are considering for your event

Name of event:
Proposed venue:
Venue criteria
Can the venue provide:
A space that complements the event theme
A booking on the required date
Access at the required times
Catering services, e.g. food/beverages, wait staff
Business administration services, e.g. phone, fax, Internet
Room capacity for the expected number of guests
Access to public transport
Disabled access and facilities
Easy access to the office
Audio-visual equipment
Sufficient power points for equipment
Accommodation for guests (if appropriate)
Additional rooms for workshops (if appropriate)
Separate rooms for meals (if appropriate)
Transport services (if appropriate)
Contact information for room decorations,
costume hire, etc. (if appropriate)

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Event Planning

Events are gatherings where people come together to exchange and discuss ideas, make decisions or to celebrate an occasion. It is best to start by defining the type of event you are planning and
working out the time you have to plan it. Event planning is a process and if applied correctly will set you up for success everytime.


The event planning process involves the following steps:
• confirming the type of event you are planning;
• developing an event brief;
• establishing the planning timeframe;
• developing an event management sheet;
• confirming your event budget; and
• working through your event management sheet.

Event planning is really a process with three main phases which are listed below:
• Pre-event: The period from when you decide to organise an event, until the week before it is scheduled to take place;
• Lead-up: The week before the event is to take place
• Post-event The weeks after the event has taken place.

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Difference between Conferences and seminars

Conferences and seminars

Conferences are gatherings where people come together to gain information and learn skills that may be relevant to their professional development. It is usually one to five days in duration, while A seminars can range from one hour to one day in length.

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