I write this especially with the B2B business in mind. Of course, the
learnings are applicable in a large number of scenarios.
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| Photo by freedigitalphotos/cooldesign |
You
have a seminar to organize. You have discussed with sales and you know the key
topics that you want to talk about. You have your speakers identified and
the sponsors (if required) looped in. But, all the preparation will be in vain
if you haven't got the right venue locked in.
I have
just completed the planning for a large event for my organization and with
every event my belief in why the venue is the most important criteria is
reinforced. Quite simply, if your venue is in a far flung area or, if it is in a
hotel/ property not well known then you might have just lost out 30% of your
expected audience. No one wants to spend an hour plus on the road just to
listen to you or, come to a run-down seminar hall with logistical nightmares!
I keep
2 things in mind while short listing venues for an event -
- Goal of
the event -
Is it a networking event or, a forum to disburse information about the
product? Is it a business meet or, a technical outlet? If it is a business
networking meet then an evening out in a good hotel with food and
cocktails is the way to go. You must have a pleasant ambience, light
entertainment, and an open bar does not hurt. I generally prefer a cluster
type seating (banquet seating) for such kind of events. However, if it a
technical outlet then a theater
type seating facing a podium with good audio visual facilities is
required.
- Location
proximity to your invitation list - Do a detailed study of your invitation database and the
companies. The best way to do this is to map out where each company is
located and choose a venue depending on where your majority is based out
of. Proximity always makes it easier to lure the audience to the venue.
Once
you have your location finalized the logistics comes into play. Here's my broad
checklist:
3 weeks before the event
- Minimum
and maximum capacity of the hall
- Seating
format - theater/ banquet/ boardroom
- Menu
for the snacks and breakfast/lunch/dinner
- Bar
list
- Available
audio visual equipment
- Selection
of giveaways/ gifts, if any
- Creation
of banners and creatives
- Availability
of a podium and stage, if required
- Selection
of entertainment for the event
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1 week before the event
- Delivery
of the giveaways
- Readiness
of the banners and hall placement finalized
- Promotion
material readiness - brochures, flyers, feedback forms
- Begin
reminder calls to the invitation list
- Finalize
the host for the event
- Placards
for the stage, if required
- Finalize
the photographer
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A day before the event
- Registration
sheet
- Run
through of the venue
- Speaker
presentations loaded on to a common laptop
- Generator
backup
- Filler
music for the start of the event and the networking session, if any
- Check
for fire exits, to be included in the host's speech
- Stationary
for the audience
- Briefing
the photographer
- Check
the catering readiness
- Ensure
availability of Wifi, printer, fax machines, if required
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On the day of the event
- Placing
of registration desk
- Bowl
to collect business cards
- Placing
of promotional material
- Check
projector system and microphones
- Quick check of table decorations, seating, table cloths, bar
stand, food counters
- Dry
run through with the host and entertainment
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What other items are must for such a checklist? Do share!
