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5 Questions to ask yourself before planning an event

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No matter what type of event you are organising, asking yourself the right questions before diving into the planning process can make all the difference.

By considering the following questions, you can ensure that you not only know the fundamentals on how to plan an event successfully, but also how to create an experience that has a lasting impact on your attendees.

1. What is the event’s purpose?

Before you begin your event plan, it is essential that you can clearly define the event’s purpose and objectives.

Are you planning a networking event designed to help foster professional connections? Are you trying to raise awareness of your brand?

Knowing what you plan to achieve is the first step in creating a successful event. Understanding the event’s objectives will guide your decision-making process to help you create a focused and meaningful experience for your attendees.

2. Who is your target audience?

Identifying your target audience is crucial for tailoring the event to match their needs and preferences.

Consider your audiences’ interests, expectations, and any industry-specific requirements when planning an event's theme, activities, and overall ambiance.

Understanding the audience's wants and needs when creating your event plan will help you to choose the right venue, design purposeful and engaging activities, and create a memorable experience.

3. How can I use event design to enhance the event’s purpose?

When planning an event, never forget to keep a keen eye on the décor, style, and aesthetics as these are all critical in enforcing the event’s objectives.

Different event designs serve specific purposes and create their own unique atmospheres, so ensure that the event design is relevant to what you are trying to achieve.

For instance, a corporate awards evening may call for an elegant design and a seated meal, whereas a product launch might require an open space with persistent use of branding and interactive design to showcase innovation and engage attendees.

Beyond aesthetics, event design can also refer to the general flow of the event from the attendees’ perspective. Consider how you want your attendees’ journey through the event to progress from first arriving at the event all the way through to the final evaluations when creating your final event plan. Remember – a good event is an experience.

Tailoring the event design to the purpose enhances the overall experience and effectively communicates your message, helping you to achieve your desired outcomes.

4. What type of space is suitable?

The venue and space you choose can greatly impact the atmosphere and success of your event.

Make sure that the space you choose aligns with the proposed event’s size, intended atmosphere, and logistical requirements.

Think back to your previous questions of the events purpose, target audience and event design and match the criteria to the right kind of space.

For example, conferences, lectures and seminars, outdoor gatherings, weekend events, and training events would all have different requirements in order to be ran successfully. So be sure to find the correct space for your needs , and consider the number of attendees, seating arrangements, and any specific spatial requirements.

5. What extras can be used to make this a memorable event?

To create a memorable event, consider incorporating additional elements that complement the overall experience into your event plan.

Food can play a crucial role in an event and should not be overlooked. By failing to provide food, or by providing inadequate food, you can easily disgruntle your attendees and sour their perception of your event. Make sure you plan for this and consider providing high-quality catering to not only enhance their event experience, but also leave a positive lasting impression.

Beyond providing food, think about other extras you could incorporate into your event to help make it more unique and memorable, such as interactive workshops, live entertainment, guest speakers, technology integrations and themed decorations.

For more informal events, such as team building weekends, you could consider the use of external activities such as climbing or gaming facilities.

These enhancements can add value, encourage attendee participation, and help to leave a lasting impression.

If you would like to work with an experienced member of our team to discuss your event needs and how our spaces can be tailoredto achieve them, please contact us or +44 (0)24 7652 3222.

Gail Tomlinson-ShortGail Tomlinson-Short

Gail has over 20 years of experience within the events services industry at Warwick Conferences, developing strong business relationships through a consultative sales approach. Primarily specialising in the automotive, construction, logistics and manufacturing sectors.

Gail dot Tomlinson-Short at warwick dot ac dot uk

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