Venue & Logistics - Why Focus on this Event Checklist?

I write this especially with the B2B business in mind. Of course, the learnings are applicable in a large number of scenarios.

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

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

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

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

 What other items are must for such a checklist? Do share!