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10 Top Things To Consider When Planning an Event

Planning an event can be quite stressful and time consuming for even the most experienced people, so we’ve created a list of our top 10 things to consider when planning your event. This will allow you to be efficient, use your time affectively and in the long run create a successful event.

1.Type of Event

What type of event are you wanting to hold? Meeting, conference, networking event or interview? Having an understanding of the kind of event that are wanting to hold, along with approximate size and logistics  will allow a venue to guide you to the most suitable rooms for your event.

2.Capacity

Knowing your approximate numbers will allow a venue to guide you to the correct sized room for your event. It’s important to provide the most suitable space for your event so that you and your delegates are comfortable throughout. It is also handy to know what the maximum capacity your chosen room will take to ensure you can fit extra delegates in just in case there is an increase in numbers. It’s also important to find out if the venue has a minimum number of attendees with their rooms or packages. You don’t want to commit to paying for 50 delegates if some people are likely to drop out.  

3.Room Layout

There are a variety of room layouts that you could choose for your event:

Boardroom -Seating around rectangle tables

Theatre - Rows of chairs facing front

Cabaret - Half moon seating around tables facing front

Classroom  - Tables arranged in pairs facing the front

U shape - Tables arranged in a u-shape facing froHorseshoe - A half ring of chairs facing the front. No tables

Banquet -  full seating around tables usually circle shaped

By initially choosing your preferred room layout when making an enquiry it will help determine rooms that will be suitable. Finding this out straight away will narrow down your choices and save you a lot of time looking at unsuitable room.

4.Equipment

Do you require any AV equipment throughout your event?  From video conferencing to PA systems, projectors to conference phones getting the right AV equipment can enhance your event and its content. Hiring equipment can be a stress-free way to ensure that your event has the correct technology ready to go for when you arrive.

5.Catering and Refreshments

Catering and refreshments is a large part of your budget and is also something that your attendees will remember and discuss after the event. It’s important to think about the right catering options for the event; What suits your delegates needs? What fits your budget? What fits with the days schedule?

Please head to our Catering Solutions page for information on all Armada House’s catering options.

6.Budget   £££

Your budget is very important factor to consider when planning an event. Making a budget that incorporates room hire, catering & refreshments and equipment will give you a good idea of how much you have to spend per person. Knowing this will allow you to pass the information on to the venue where they will be able to give you a price to suit your budget.  

7.Date  

Do you have a particular date in mind or are you quite flexible? This will allow you to search for a venue that has availability. When setting a date it’s important to considers, bank holidays & school holidays and availability of key participants/speakers.

8.Location   

Choosing the location is a crucial part of planning an event. It needs to be a location that suits the majority of attendees and be easily accessible via transport. If it’s located in a busy city centre it needs to either have parking spaces or be close to major train stations, bus stops, walking and bicycle routes. Venues that are located further out of cities will be required to have ample parking for delegate.

9.Venue Accessibility

It’s important to consider the needs of all of your delegates when planning your event. Does the venue have wheelchair access and a lift to all levels? Providing access for all delegates will make their day more comfortable and enjoyable.   

10.Planning Timescale

After taking into account the previous 9 points you will have to work out how long you have to plan the event. If you have a longer timescale you will be able to split the tasks up and complete them over a period of time. If you have limited time you will have to prioritise and complete them all within a tighter timescale.

Now it’s time for you to put the 10 tips into action. Good luck!

Other Articles

Room Layout Guide
8 May 2018 By Armada House
Room Layout Guide

Advantages of Off-Site Training
13 Mar 2018 By Armada House
Advantages of Off-Site Training

Event Day Checklist
1 Mar 2018 By Armada House
Event Day Checklist

Historic Features
27 Aug 2017 By Armada House
Historic Features

  • "Your venue is charming and with such a good team I do wish you every success for the future. The next time we organise such an event we will certainly be in touch."
    - Justin Ryan, Avon & Wiltshire Mental Health Partnership NHS Trust
  • "Thank you for a fantastic evening on Saturday for our end of season awards evening. The food was absolutely delicious and the wine was also spot on! "
    - Firebrands Hockey Club
  • "Your team were very attentive and did a fantastic job- thank you!"
    - Vanessa Freund, McKinsey and Company
  • "We had a lovely time and the food was excellent. "
    - Debbie Burunou
  • "Thank you - it was a great event, the staff, venue and food were excellent. "
    - Thomas Dewey- Ovation
  • "The Armada House team were fantastic. They were great at facilitating us, and made the experience stress-free and smooth. From the warm welcome, to the very delicious catering, everything was thought of and no request was too much"
    - Fran - Talking Money
  • ""With its central location, beautiful building and friendly and professional staff, Armada House is the perfect venue for your event." "
    - Mel Hackett, University of London
  • ""Thank you all for a fantastic day... You were tremendously helpful and flexible over all the arrangements and everything went according to plan. The (organic) food and wine was delicious and everyone commented on the surroundings .Thank you all again for your help." "
    - Bee West, Green Books (Green, environmental and cultural publisher)