Corporate Event Planning: Five W’s and 1H Approach

A number of questions pop up in your mind while planning a conference. The level of planning can take your event on the top or turn it into a flop. The need of the hour is to avoid a hazy approach and have a clear mind. Answers to who, what, where, when, why + how will help to plan an event that won’t disappoint you. Here are five questions that one should consider while planning an event at corporate venues London.

What-the Nature of Event?
First, think of what type of event it is. The nature of event will help to make important decisions regarding the venue, invitees, food, and a lot more. For example, if it’s a business conference, a well-appointed conference centre is the right choice while for a corporate summer party, a cruise, or a rooftop garden will be more inviting option.

Who-the Audience?
Once you know the nature of the event, it’s important to know the audience. Reflect who will be attending the event. Once the number of invitees is decided, you can start looking for suitable venues. Depending upon the nature of the event, decide whether the event should be informative and formal or entertaining and engaging for the guests.

When-the Date and Time?
When you know the audience, it’s easy to decide what date will be suitable for them. Give the invitees plenty of time beforehand so they can schedule the event in their calendar. Make sure that the event doesn’t clash with other holiday festivities or sporting events in the area. Also, ensure that the event is not in the afternoon as you will have to make special efforts to keep all eyes open.

Where-the Venue?
Find a suitable location and venue on your desired date. Good rule of thumb is to start looking for potential venues well ahead of time. It will ensure that you get the desired venue on desired date. Finding a venue is of no use if it’s not available on desired date. Finding a venue in London is not a hard row to hoe as choices are endless. But planning ahead is essential.

Why-the Event’s Purpose
Think what you want to achieve from the event. Whether the event is to build team spirit, for entertainment, or to impress clients; establish clear objectives before making any plans. If there are already conflicts in the team, a competitive outdoor activity may not be best suited but it can be used for an event planned solely for entertainment and fun.

How- Execution of Plans
Have a clear idea of how you want to carry out the event. The answers to five W’s will help to establish an agenda to follow.

Researching these five W’s and 1H will enhance the chances of the success of the event.

5 Money Saving Tips for Planning an Event at London Conference Venues

London Conference Venues

In these challenging times, it’s no secret that companies are trying hard to save pennies wherever they can. Web conferences and social networks have a great place. But there are times when there is no option left apart from holding a conference to gather your delegates at one place. And you often end up breaking your bank. But there are several key areas where you can save your hard earned money. To help you stick to your budget, here are some money-saving tips to plan a business conference at conference venues London.

Pick Your Location Wisely

Location, location, location is an often-quoted mantra of the conference planning industry. Proximity to the airports, hotels, and London attractions, all these factors will increase the cost. It’s better to first consider your requirements like whether your attendees are local or international, this will help you decide whether you want a space near airport or not. Consider the duration of the conference to decide whether to book a space with accommodation or not.

Beer Budget

It’s the most demanded facility, so you cannot afford to compromise on quality. But drinks are also one of those things that can blow you budget. The best way to save money is to look for a venue that has an in-house catering service. These are more flexible when it comes to deciding the menu that fits the event’s budget.

Decorate on a Dime

Decoration is yet another area that turns into a real budget blower. But with simple tips, you can keep the costs to minimum. The best possible option is to find out a fully- decorated venue. Renting decorations turns out to be quite expensive whereas using in-house stock can save you huge bucks.

Focus on the AV Equipment

Do not get swayed and blindly pick a venue offering high-tech AV equipment.  Talk to the speaker and decide whether AV aids are actually required or not.

Registration

Are you still using pen and paper for registration? Web registration is a killer app in the market. Why not register your attendees using this app and save money rather than wasting it on paper methods.

These ideas and tips will help you save precious pennies while organizing a business conference or meeting.