Business Administration Level 4

Manage events

Different types of event and their main features

There are various different types of event that you may be asked to arrange. These could include:

  • formal board meetings
  • sales meeting
  • exhibitions
  • conferences
  • trade fairs.

Before the event is arranged, it is important to establish a brief from the organiser as this will give you the information you need in relation to the:

  • purpose of the event
  • size of the event
  • target audience
  • number of attendees
  • resources required
  • event outcomes.

How to select appropriate types of venue and resources

Once an event has been agreed, the next stage is to select a suitable venue to meet the needs of the meeting. The information you will need to establish before the venue can be finalised, will include:

  • the size of the venue required (small meeting room to large conference hall or hotel)
  • the resources required and whether they are already in place at the venue and what needs to be brought to the venue
  • whether the venue is available for the whole duration of the meeting
  • whether the venue is central for everyone to get to and there is provision for people to stay if they need to.

The sources and types of information needed to organise events

Information needed about the event

  • What is the agreed budget?
  • How big is the event?
  • When is the event (date and time)?
  • What is the purpose of the event?

Information needed about the venue

  • How much does the venue cost?
  • How big is the venue?
  • What is the correct procedure for booking the event? Do you need to place an official order and get it signed?
  • What are the catering and refreshments arrangements? Can the venue cater for any special dietary needs?
  • What resources are available? What elements need to be taken to the meeting, (e.g. laptops, screens, projectors etc.)?
  • Is there disabled access and a hearing loop?
  • What are the car parking arrangements and directions?
  • Is there overnight accommodation available?

Top Tips for Organising a Business Event

A successful business event can have a positive impact on your working life and the profitability of the company, so it’s important to plan it well to make sure you get the best out of it. If it’s your first time, you may understandably be feeling a little daunted at the prospect. If you’re an old hand, you might be looking for a new twist to create a buzz that will keep your guests talking after the event. Either way, help is at hand with our top tips.

Choose your venue well
Choosing the right surroundings really conveys a strong message to your guests. The venue should be intimate enough so they aren’t rattling round a large empty space, but large enough so they’re not squeezed in either. Consider whether it’s easy to find and has adequate parking and disabled access too.

Create the right atmosphere
It’s not just the space that’s important, but how you fill it. Hire furniture from a specialist company such as Rio Lounge for a cool alternative to bog-standard conference furniture. They have a wide range to suit every occasion. If your business event includes dining, they offer several contemporary styles, formal and informal. Their range of sofas and rattan furniture is ideal for creating separate zones where your guests can relax in style and comfort. You can even hire accessories, so everything is taken care of right down to the smallest aspect. It’s just this sort of eye for detail that can really set your company apart in the minds of your customers.

Plan your business event meticulously
Planning is key when you’re organising any large event. Set yourself some objectives to clarify exactly what you want to get out of the day. Make sure you know your budget and have a complete breakdown of all your costs. Make a comprehensive list of all the tasks that need to be completed prior to the event and tick them off methodically as you go.

Make it interesting
Conferences don’t have to be stuffy affairs. Dare to do something a little different and don’t be afraid to change pace during the course of the day – you’re more likely to grab and hold your guests’ attention this way. After all, you want to give them an experience they’ll talk about afterwards, not a carbon copy of every other business event they’ve attended and one they’re likely to forget the moment they walk out the door. It’s also important to plan in some free time to give your guests a breather and the chance to do some networking of their own.

After the event
The job’s not over when you close the doors on the last guest. Take time to review your objectives. Did you achieve everything you wanted? What worked well and what could be improved next time? Follow up with guests to ensure valuable contacts don’t go cold. Even a simple email thanking them for attending can really pay dividends

Organising and event

Source

What is the event budget?
Budgeting is a vital part of planning and will help you decide whether the event is viable or not. If you’re aiming to make a profit, calculate how much you want to make and work backwards - how much will you spend on a keynote speaker, marketing, equipment? Having a clear idea of your spending budget will really help when it comes to finding your venue. The venue may have suggestions to help meet your budget based on previous experiences. Always set aside a small contingency budget.

Deciding on a date and time for your event
Before choosing a date, do a bit of research online to check when other events are taking place that may affect your attendees. Is your competitor running a seminar the same week? Is there an exhibition taking place that your target audience will be attending? Is your speaker or trainer available?
Think carefully about holding events during school holidays or either side of a Bank Holiday, this can make a big difference to attendance. Historically the most popular days for business events are Tuesdays, Wednesdays and Thursdays, however, bear in mind that venues will often be more flexible on rates and availability for a Monday or Friday – a consideration if working to a tight budget or short lead time.
Breakfast or morning half day meetings and seminars tend to be better attended. We all know time is very precious in business these days and an attendee is more likely to attend if it takes place first thing before they get the chance to pick up messages, emails, etc

How to choose the right location
Location - When it comes to choosing a venue, think about your target audience. Are they coming from Bristol and surrounding areas of the south west for example? If so, you’ll need a venue that is easily accessible from the M4/M5 and also the centre of Bristol. Is there plenty of free parking? Or indeed do they drive? If not, your venue should have good public transport links.

Managing event bookings
Free or low cost event booking systemswill help manage bookings, payments and create reports such as delegate lists and badges. It also enables you to send out regular reminders to bookers. Depending on the timescales you’re working to, reminders are advisable at a month before, a week before and again the day before. This is particularly important if you’re running a free event to reduce the ‘no show’ levels.

The big day
Be prepared! Create a checklist the day before, of everything you need for the event – delegate list, badges, banners, equipment, presentations, literature for handing out, business cards – so on the day you have everything you need in one place and can just set off early. If you’re running a presentation, keep it on a memory stick as well as the laptop. Take extra blank badges in case anyone arrives whom you aren’t expecting. Make sure you have plenty of pens to hand. Liaise with the venue throughout the day about timings and requirement changes. And remember that there will nearly always be last minute changes that can’t be helped

How did it go?

The best way to get honest feedback is to send a survey to all delegates, ideally the following day, thanking them for attending and asking just a few important questions such as what they enjoyed, what they felt could be even better and what future events/services they might be interested in – a great way to obtain warm leads! Survey Monkeyoffers a free service and delegates can offer feedback anonymously.