Dos
Always assume everything will go wrong and
make plans to prevent this happening.
When planning the event put yourself in
the position of the guests and in your mind walk through
step by step the experience they will receive. This should
ensure that you cover all aspects of the event.
Remember that the experience starts to happen
long before the event commences. How will the details be
communicated? Have you grabbed their attention and created
a desire to attend?
Timings are crucial to ensure the event
flows freely. A drinks reception beyond 45 minutes means
guests are light headed and hungry. A five course dinner
may appear to be an elaborate treat but guests may be keen
to hit the dance floor and will resent having to stay seated
at the table. Contingency time is a must for presenters
who don’t know when to stop!
Consider alternative ideas to promote a
relaxed and interactive atmosphere. Instead of serving coffee
at the table opt for a coffee station in a quieter room,
not all guests want to hear the booming DJ. Alternatively,
giant games are a great source of post dinner entertainment
and provide an interesting alternative for those who wish
to avoid the dance floor.
Take care to check that you are using professional
and reliable suppliers. A good tip is to ask them to provide
you with relevant documentation to support their service.
Suppliers should provide copies of their liability insurance
certificates; relevant association membership certificates;
risk assessments, health & safety policies, electrical
testing certificates etc. Always take up references before
making your booking.
Think outside the box to maximise the use
of your budget. With coffee and mints starting around £2.50
per head that’s a lot of wasted budget if most guests have
left the table and headed for the bar by the time these
are served. Instead, book on a consumption basis and only
pay for what you use. Cheese & biscuits are a nice touch
to end your meal but again can be expensive on a per head
basis. An alternative is to consider a plate per table or
canapé versions Instead of individual portions.
At Christmas time balance creative décor
with fire risks. Merry guests have a tendency to dispose
of napkins and party hats dangerously close to naked candle
flames!
Appoint
somebody to do the dirty work! Not a pleasant subject to
discuss but so many events are remembered for all the wrong
reasons. Unfortunately blocked toilets and dirty sinks appear
at all the best events, including Royal Ascot!
Do
have a senior member of staff primed to raise a glass to
toast and thank staff for a great year/performance/campaign.
We see so many feedback sheets saying that guests were disappointed
not to hear from the company on the evening.
Don’ts
Cutting
costs is fine but cutting corners is to be avoided if you
want a successful event.
Don’t
worry about pleasing everyone – you’ll never achieve this
and you’ll just get frustrated with the organising instead
of enjoying it.
At
the staff party don’t rely on your company’s first aid officer
to stay sober and treat any guests unfortunate to require
treatment. Our recommendation is to book a bespoke first aider
who will hopefully be a waste of money. If you are relying
on the venue to provide first aid cover we recommend that
you ask to see up to date certificates for the relevant personnel.
Don’t
rely on the venue’s recommendation for their dinner dance
numbers. Most venues quote numbers based on a small dance
floor space. From experience an overcrowded dance floor is
a sure way to receive negative feedback from your guests.
Make sure they have enough room to dance properly.
Don’t
forget to send out a set of questions and answers prior to
the event taking place. Although there will always be somebody
who doesn’t read them most guests find this quite helpful
in settling any anxieties they may have.
Don’t
order cheap undrinkable wine. Your guests will feel unmotivated
and demoralised as this will reflect poorly on their perceived
value to the company.
Remember
to avoid alcohol at events with outdoor activities, a few
glasses of Bucks Fizz before taking part in archery, shooting
or Quad biking is most definitely NOT recommended.
Don’t
forget to adequately name and date your seating plan. Seating
plans are notorious for changing on the hour and this system
will help all parties to easily identify the current version.
Don’t
be embarrassed at asking all suppliers to confirm all agreements
in writing you need to be able to easily reference all arrangements
if there are any problems.
Events
are about experiences. Experiences should be memorable. Memorable
should be for all the right reasons. Don’t overlook the power
and expertise of using a professional event management company
to help you achieve this! |
