In every business, big or small, there comes the time to host an event – whether it be to market the business, showcase products, network, inform stakeholders or upskill staff. Chances are, if your business isn’t in the eventing industry, hosting an event is a daunting task. So, where does one start? And how do we ensure that we make the right impression?
As one the largest and busiest conferencing centres in the southern hemisphere, we certainly know a thing or two about hosting a successful event. We share our tip tips to ensure that your event hits the mark!
- Why. It is important to identify the key objective of the event. Obviously, there may be more than one purpose; and if so, it is advisable to break each one into separate events so as to avoid bombarding your guests with too much information. You want your guests to take action, become involved or express interest in your main objective.
- How. With your guests in mind, the next step is to think about the appropriate venue, food, entertainment, and activities. With over 60 venues, we are able to accommodate just about any event size, type, budget and request.
- Communication. You’ve got a good idea of what you envision for your event and now you need to begin the preparation with event organisers or relevant suppliers. So often, things get lost in translation as expectations are not clearly communicated. Write your proposed plan out, including the finest details, to ensure all parties understand what is required. Also, it is vital that you convey this in person to allow for questions and idea generation. Our friendly team are always available to brainstorm ideas and suggest suitable options.
- Marketing. Regardless of who will be attending, be sure to let those invited know in an enticing way. Be upfront about what your guests can gain from your event and give them information about your speakers. You want those, with a genuine interest in what your business has on offer, to attend.
- Registration. You will waste valuable budget if you over cater for the number of people that attend. Ensure that it is easy for your guests to respond using an online registration link or through a meeting request. These methods will not only ensure you are prepared but will also remind guests of your upcoming event.
- Back-up. Always ensure that you have made allowances for things that may go wrong. A “plan B” can be the saving grace to an unforeseen problem. Communicate this plan with your suppliers so that they are aware of their role, should “plan A” go awry.
- Follow-up. About two weeks before the event, be sure to follow up on the progress and plan for your event with your event planner or suppliers. There’s nothing worse than last minute errors tarnishing your business’ name, so make sure that everything is going to plan.
- Personal touch. No one wants to feel like a number. Be sure to get all relevant company member meet and interact with your guests individually. If your business takes an interest in them, they are likely to respond positively towards your objectives and recommend your business to their connections.
We look forward to hearing your ideas and bringing them into fruition with our variety of banqueting, conferencing, and meetings venues, in-house technical team, dedicated event planners, onsite and catering team.