Month: September 2016

Over the many years we’ve been doing this, the one thing which has been a constant throughout is the ever present array of spreadsheets, tick lists and notes headed Things to Do.

We’re often asked if we can advise clients on event planning, so we thought we’d share a few high level points on what to consider when planning an event. Obviously the finer details will vary depending on what sort of event you are holding, but hopefully this will provide you with a starting point to create your very own clipboard collection of lists!

1. Event Goal and Objectives

Begin at the very beginning. Why are you organising this event and what do you hope to achieve? If you can identify this, you will be able to convey a unified message to all suppliers, stakeholders and visitors – it’ll get everyone on board!

2. Name the Date

You’ll need to check it with your key participants and with your venue before telling anyone else. Be sure to give yourself enough time to plan the event itself.

3. Create your Master Plan

This is your go-to checklist. Put everything to do with the event on there, from managing volunteers to managing the venue. You might want to think about using a digital project management program depending on how complex the event is. Consider how you wish people to sign up for the event as you’ll need to sort out payment and tracking if you’re intending to market the event online.

4. Don’t blow the budget before you’ve begun

Be realistic. Incorporate estimates for all the key items on your Master Plan, and make sure you have a contingency. Don’t forget to cost in VAT if applicable, money to apply for licenses or travel costs for speakers.

5. Set the scene

We’ve said it before and we’ll say it again – using a timely and attractive theme to brand your event and set it apart from your competition will reap rewards in terms of visitor numbers and getting the word out online.

6. Evaluate yourself

How will you know that the event is a success? You need to determine these factors when deciding on your goals. If you’re benchmarking based on social media coverage or offline publicity, make sure you track your activity and engage in it enough in the run up to the event.

7. The event goes on once it’s over

Once the event is finished, you might think your job is over. But don’t forget to include those post-event thank you notes to significant contributors, suppliers, sponsors and so on. You could also consider following up on post event publicity if you’re hoping for some column inches.

We’re here to help. If you’re running an event and would like to speak to us about using one of our Amazing Tents, give us a call or drop us an email.

It seems wrong somehow in the depths of summer to be planning ahead for the winter season, but here at Amazing Tents that’s just what we’re doing. We’ve lots of exciting parties and corporate events coming up as the end of 2016 comes into sight. So we thought we’d share some of our Top Tent Tips for planning the perfect event once the nights draw in.

• For us, there’s no such thing as inappropriate weather, only inappropriate heating. You may not think that a tent can be a cosy and intimate venue, but given the right lighting and heating options, it’s surprising how versatile our temporary structures can be. Also, the colder weather lends itself to surprisingly fun interior décor – throw rugs and fake furs over chairs to invite your guests to sit down and snuggle up!
• Cloakrooms come into their own in the colder months. Guests arriving will probably wish to peel off several layers in order to showcase their party finery – make sure you’ve a corner dedicated to keeping their belongings safe. A bench or two to allow people to sit down and change shoes is a nice touch.
• Supply hot food and drink throughout the event to help keep people warm. For a daytime meeting or conference, we’ve found that brie, bacon and cranberry paninis always go down well, or for a vegetarian option how about a hot frittata? For evening events, greet your guests with white mulled wine or a steaming punch cup to get the party started!
• It’s time to get creative with your lighting and branding. The early evenings mean that your tent can glow from early on to showcase your colour choice, logo or even presentations. The beauty of our tents is that they’re so flexible they can accommodate many traditional ‘outdoor’ activities inside without a change in location – key to your guests having a great day and absorbing the messages you’re trying to convey!
• Holding your corporate event or team building session in autumn or winter can offer a change of pace and may line up better with seasonal strategic planning. It may also make your budget work harder – choosing a quieter time of year when your chosen location isn’t in such high demand may mean your money goes further.