In a corporate environment meetings are an inevitable part of your daily operations. Large-scale conferences and sessions for instance are very important events that reflect on the reputation of your company and its employees. They are significant opportunities to liaise, network and build rapport with others in the same industry, and should you fail at organisation you jeopardize not only your reputation as an event coordinator and planner, but also your company. Planning an event can be an interesting, yet stressful task and involves many components, each important in its own right. However, there are some things you can look at to make your life a lot easier.
Too often people make this basic mistake, and it cannot be stressed enough. Always confirm the amount due to turn up. Most of the time, it is highly unlikely that every single person you have invited will come, however you should always account for 1 or 2 last minute show-ups. Cancellations can be dealt with, as they will not make a huge impact on the final count, however unprecedented arrivals are what you should look out for. Request for an RSVP by a certain date so that you can make the final calculations and look for meeting room cheap hire options with plenty of time to spare.
Depending on the nature of your event, there are different facilities you could look for, although there are standard expectations of any venue or best coworking space Melbourne. For instance, projectors, LCD screens, microphones, laser pointers, toilets and other equipment necessary for videos need to be offered with the rate. You need to check on any special equipment you might need and if the venue offers them or whether you will have to source them from elsewhere. The latter means your budget is likely to increase so be very careful in your numbers. In the same way, you need to ensure you are not over-paying for a bunch of services you do not really need.
Whether it be a local or international event, it is necessary that you always have food and drink sorted our accordingly. Nothing can ruin the reputation of your event than having people go ‘They did not even have food’. People who especially travel long distances to be there should have a good meal and tea/coffee options made available. Even those who travel locally should be given a welcome drink and tea/coffee as a break in the event. Depending on the duration of your event, you will need to organise mealtimes accordingly as well as personally look into the menu.
IT’S IN THE DETAILS
When it comes to events, it’s all about detail. You need to be meticulous in your planning from start to finish and you will have many frustrating moments with different suppliers and vendors as you haggle prices and try to find the best possible deal. It can be overwhelming to keep a track of so many different areas, which is why it may help to have one other on board to split the workload; remember however, that ‘too many cooks spoil the soup!’