Planning corporate events – the dos and don’ts.
To help make your life a little easier, we’ve prepared this guide for you to use. These essential dos and don’ts that will help you to keep all the arrangements on track and make sure your events has a successful outcome.
Do – give yourself as much time as possible for organisation.
Start as far in advance as possible as you’ll be surprised how quickly the time will pass. There is a lot to consider and time is an essential element in bringing everything together successfully. If you leave things to the last minute and feel rushed, chances are you’ll overlook something.
Do – assign your event team specific tasks.
Depending on whether your event is internal or external with invited and/or paying guests, the organisation tends to fall into four areas:
- planning & admininstration
- on-site helpers and runners
Do – promote, promote, promote ……
If you want people to come, you have to let them know your conference or event is on! That includes answering the question why they should attend as well as when, where and any costs involved. Your marketing team may well be involved in promoting online via advertisements, podcasts and videos. Don’t ignore newspapers, though. People still read them and there are also many online versions that can feature interviews and press releases about your event. Reach out to journalists and make use of local or regional press where possible.
Don’t – forget to plan for contingencies.
Part of giving yourself enough time means you can plan for if something goes wrong. There might be a technical problem or some unexpected delay due to the weather or traffic or one of your speakers or participants could be ill. Asking yourself, ‘What can go wrong?’ at the beginning of the organising process means you will immediately know what to do and keep the running of the conference smooth.
Clearly delegating tasks means your team members will know exactly what needs to be done and by when. It also means if you are the coordinator, that you are not lumbered with doing everything yourself.
Don’t – assume everyone already knows what their roles are.
Misunderstandings occur and what may be obvious to you may not be to someone else. Don’t assume that people see things the same way as you. Even if it makes you look a little pedantic if in doubt, spell it out!
Don’t – assume the details will take care of themselves.
Holding a successful conference means paying attention to all the details and leaving nothing to chance. Remember to add the following points to your own check-list.
- Do visit your chosen venue before you book it to familiarise yourself with the facility.
- Do ask for sample menus and choose a per head cost in line with your budget.
- Do put an agenda together to circulate to your attendees beforehand.
- Do have a rehearsal before the event itself to iron out last-minute issues.
- Don’t set the date for your event during peak holiday times.
- Don’t forget to arrange one or more key-note speakers.
- Don’t let budget spending spiral out of control and keep a track of what’s being spent where.
- Don’t neglect to thank speakers and follow-up with attendees after the conference has finished.
Why Dunham Forest Golf & CC’s makes an outstanding corporate venue in Cheshire.
Dunham Forest Golf & CC has been successfully holding corporate events, conferences and meetings for many years. We’re just 15 miles from the centre of Manchester itself, set in some of Cheshire’s most outstanding countryside. Your attendees can relax with a stroll in our grounds or play a few holes of golf on our course to wind down after attending your event.
At just 8 miles from Manchester airport and 5 miles from junction 8 of the M56, we are very easy to get to and from. We can offer well-equipped rooms that are light and airy with great views. In addition, we have an excellent kitchen that can cater to all your culinary needs. Our team is also on hand to support any of your planning needs as well as help you on the day.