Top Tips for Planning an Event

By Gemma Moyle

Top tips for planning an event

There are many elements to consider when planning a successful event and it’s easy to get wrapped up in one small part of the organisation and forget something important! Here at The Oracle Group we have successfully planned and managed many events over the years, from intimate gatherings to large community-led events. If you’re thinking of holding your own event, here are our three top tips we think are the most important to consider when planning an event.

Establish a clear purpose, then consider your audience

To get the most out of your event, you need to think about why you are holding the event – is it to attract new clients, build existing relationships or promote your services/product to the press? Once your aim is clear, you must consider who your audience is and tailor your event to suit them. Timing and venue can be dictated by your guests, for example, family-orientated events may be better held at the weekend and all family members need to be entertained and catered for – happy children make happy parents! For a more business-related guest list, consider something different that will attract potential clients, this could be informative or an entertaining approach.

Do your research

The next step is to do your research. Take a look at other events similar to your vision, and compile a list of everything you will need from the day. Caterers and suppliers will all need to be contacted a while in advance to ensure they have availability and are fully equipped for the event. At The Oracle Group, we like to work with local suppliers, which helps build community relationships and can potentially bring in more people. The small details can make all the difference at an event, so make sure you think about every detail, and exceed people’s expectations. If you have a VIP attending the event, consider researching them and share a bio with key people, giving them a background to the person they will be sharing their night with. If you want to encourage your guests to start conversations, give them each a badge to wear on the night with their correct name and a fun fact about themselves.

A good venue is key

Depending on the type of event you’re holding, you may need to hire a venue, so you will need to decide a few months in advance of your event. To ensure you get the highest number of guests possible, make it easy for them to attend. Choose a venue that has easy access for guests, with a car park offering enough spaces for the expected number of attendees or good public transport links. Guests are more likely to attend if they know they can get there easily – there is nothing worse than trying to find a venue in the middle of nowhere where the sat-nav doesn’t even recognise the address?! If the event is for potential clients, you may want to bring them to your company to show what it has to offer. If building community relationships is your aim, find a popular venue in the local area to accommodate your event. The best venues get booked up very quickly, so make sure you don’t leave confirming it to the last minute.

In the words of Douglas H. Everett, “There are some people who live in a dream world, and there are some who face reality; and then there are those who turn one into the other”. If you would like some more tips to help make your event dream a reality, get in touch with our experienced events team at events@oraclepr.co.uk.