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Follow our step-by-step guide to ensure you drill down to all the detail necessary to ensure your event goes well

In today’s frail economic climate where budgets for events and meetings are in short supply, it is now more important than ever for any event to meet and exceed the expectations of the client. An example of this is the classic company golf day, which used to entertain 50 to 60 of a company’s top clients at a high-quality golf course, followed by a meal and prize-giving.
Although some of these ‘high profile’ days still happen, says King, “we are seeing a move to a more personal day for a smaller group of around ten to 12 people followed by a more intimate, high-profile dinner.” To ensure any meeting or event is as successful as possible, read on for Leslie Edward Events’ top tips for successful meetings and events.

STEP 1: Listen to what your client wants; it’s not rocket science. The ‘client’ could be another department in your company. If you do not understand what the client is looking for and what they want to achieve from the event, then you cannot possibly succeed in providing the correct options. Understanding company culture and ethos is another important factor in shaping the right solution.

STEP 2: Research to select the most appropriate venue and amenities as this will help ensure that the end result meets expectations. Visit as many venues as possible in order to gain a greater understanding and feel for the location. As one enviable location told Leslie Edward Events: “Many organisations try to negotiate down our prices without ever taking the trouble to do a site visit. How can they possibly promote our venue when they have no idea what we can actually provide them?”

STEP 3: Establish what the budget for the event is as early in the process as possible, ensuring that the options provided sit within the financial criteria as close as possible. This is certainly where the extensive research pays off.

STEP 4: Sourcing the right venue and amenities at the right price is essential. Whether it is a director’s meeting, corporate team building day, family fun day or company conference, getting it right first time with the right blend of activity at the right price is imperative. More and more providers are willing to include items such as AV equipment and room hire into the daily delegate rate, which help stretch budgets.

STEP 5: The planning and implementation of the event is the most critical. Find out who your key contact is at the earliest opportunity as from site visits to rehearsals with speakers, working closely with the event co-ordinator on a planned timescale means nothing is left to chance.

STEP 6: Be patient as very often the venue, guest numbers or dates have to be changed so it is important to understand that your key contact is often under pressure from within their company to deliver and is governed by ever changing market conditions.

STEP 7: Be contactable and available at all times, including outside working hours and be ready to give immediate responses.

STEP 8: It is always beneficial to have an ‘after the event’ meeting to discuss any feedback from the attendees and senior management in order to identify areas of improvement. This could range from the food and beverage provided to the speakers or even type of venue. There is always something that can be taken from these meetings to help continually improve the event moving forward.

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