When is the right time? In our experience there is never a right time and more often or not there is never enough time. So, you have just been given the task of organising a small event. Now you can outsource your stress and bring in an event organiser such as Merklands, but sometimes that is just not possible.
So the next question to yourself – what do I have to consider to make the event happen? Of course it all depends on the type of event and what is it you want to achieve. So for all of those dropped on you at the last moment events, some tips that may help:
- Do you know what the objectives are for the event? Make sure they are clearly defined and you know what the event is aiming to achieve and what would be considered a success
- Most importantly assign the budget and stick to it. Always include a contingency for those little emergencies or very last minute change of plans
- Know who your target audience is and how you are going to reach them
- Produce a schedule with deadlines and make sure everyone knows it and who is to do what
- Get the right venue. The venue should fit the event and not the other way about
- Identify your suppliers for catering, audio visual, printing, design etc
- Assess the risks and do the risk assessment. Any type of event needs one
- Keep on top of your event admin such as invites, registrations, speaker requirements etc. The last thing you want is to realise that at the last moment you have too many people and the speaker isn’t one of them
- Remember, irrespective of the type and size of event, you want guests / delegates to leave with having an ‘event experience’
At Merklands when we work with all clients, the need for a clear outline is essential for good communication throughout the planning of the event. Events cost money and have to achieve their objective. We work with the client to ensure the content is designed to meet their needs and achieve intended aims. So the next time an event is given to you at the last minute, think about why you wanting to hold it, and if know and it is clear, start planning!
Calum McCallum, Managing Director, Merklands Events & PR
Note – Merklands Events & PR is a multi-service consultancy organising events and managing public relations and engagement for our clients. Merklands organises everything from business-to-business conferences and exhibitions to product launches and gala events. Merklands have the right team on board to deliver your community, political or public engagement by using all forms of media to communicate and manage what you want to achieve.
Merklands Events & PR is a consultancy organising events and managing public relations for our clients. Merklands organises everything from business-to-business conferences and exhibitions to product launches and gala events. Merklands also advise businesses how best to use their resources and assist them to make the best out of their events and communications strategy for delivery. For more information on how we can help you please contact us.