The Event Space Blog 5 Event Planning Tips

As the planning season gets into full swing we thought we'd put together some quick and easy tips to make sure you are on the right track planning your events...Site Inspections are a must; Make the time, visit all your potential venues! Floor plans and photos will only ever tell you half the story.Make tentative holds; It's all well and good getting a proposal from a venue, but this gives you no rights to the booking until you confirm. You run the risk of losing the dates that may be critical to your function. For no extra cost, ask your venue contact to make a tentative hold on the date or dates you are looking at. This gives you roughly a fortnight to review the proposal and choose the right venue for your event. With AV, the content is everything; When sorting through the mass of AV options currently available, remember, its not about going for the most cost effective or over the top AV builds. Your AV setup must be dictated by the content! Analyze what it is that you want displayed against the room layout. For word heavy presentations lean away from flat screens and go for as big a projection screen as possible.Draw up a floor plan; All venues will have PDF floor plans for all their spaces. Even if you don't have design capabilities, draw on the key elements for your event eg, stage, catering tables, registration desk. Once drawn up send this back to the venue, as they will make sure you haven't overlooked any hazards or thoroughfares. This can save unnecessary stress during setup.Walk through as a delegate / attendee; Put yourself in the attendees shoes and do a full event walkthrough. From arrival to departure, step out all event elements - this will ensure that no stone is unturned and all attendee requirements are covered.