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Answering the Where, When, Why and How questions of Event Planning

A well-designed and well-orchestrated event is analogous to a good stage production. It’s all about getting your act together and performing the right show for the right audience.

The following are some tips that zero in on the nitty gritty elements which can help earn your efforts glowing reviews. As you begin each planning program, a key question to ask yourself is “how can each activity engage the participant’s interest?”

Decide When To Stage Your Event

Timing is everything. The decision about when to hold your event is determined in large part by what type of event it is. Ask yourself, is the event better suited for the day or evening? Do you want to hold it during the week or on a weekend? If your event doesn’t have a deadline, would it be best to hold it during a specific season or time of year? Make sure to check that your event doesn’t overlap with any religious holidays and it’s often best to avoid scheduling during major sporting events.

These sites can help:
Australian reference sites

New Zealand reference sites

Find the right Location and Venue

Are you going to hold your event indoors or outdoors? Outdoor events can be a nice change but have several major considerations, the weather being number one on the list. Think tents/marquees, portable flooring, electric generators and space heaters in addition to a well thought out contingency plan. Also, be aware that speeches and audiovisual presentations are notoriously difficult to stage outdoors. Catering may be better placed in the hands of caterers normally used for film sets as they have portable trucks fully furnished with warmers and kitchen appliances.

Keep in mind when you're looking outside a larger city's CBD the ease of travelling for guests to and from the venue. Is there parking available? Is Hotel accommodation for your out of town guests close by? Is it easy to find or are you best to include a map in your invitation?

On line street maps you can print for Australia and New Zealand.

Consider Unique Environments

Hotel meeting rooms can feel rather unoriginal and the thought of a unique environment can immediately add interest and excitement. Consider retreat centres, cruise ships or yachts, museums, stately homes, sporting venues and theatres. Realize that many of these venues work well for special functions, but they don’t necessarily have adequate meeting facilities and equipment. Make sure you do your homework beforehand and abide by the “Meeting Planner’s Golden Rule” ... never select a venue without having seen it in person! This can be crucial, particularly if you want to book your venue over the internet. Photos shown may not necessarily represent the end result. They may show you one room which is renovated more recently than others or may have had professional lighting added for the photo session.

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