Tips for planning successful events!
Growing up in a seasonal destination, I began my working career in the hospitality industry and I am grateful I began there — because it has no doubt, shaped the Event Manager I am today. The two go hand-in-hand.
Most events — particularly the ones we organise at Destination Waiheke Island, revolve around the hospitality and tourism industry. So, it’s a bonus that I am able to relate when enquiring and booking on our client’s behalf with our suppliers (plus know all the inside tips on what can or cannot work). So let me share in on a few helpful tips — to ensure your next event is a SUCCESS!
C R E A T I V I T Y
FIRSTLY |You’ve probably been tasked by the boss to plan your next annual conference and you are now worrying that you have no expertise in event planning BUT the good news is you can! So, stick with me.
The first part is the most FUN, so enjoy it! This is the time to be as creative as possible — all options are endless. Come up with as many ideas as you can and then ask your team for even more.
*Tip: it’s always easier to edit or cross out ideas than it is to add things in post creative phase (especially once budgets etc. come into play).
S C H E D U L E S
SECONDLY |People would almost think that now would be the best time to start working on budgets, but I would use this time to plan your ideal schedule. What would that look like and factor in all scenarios i.e. are attendees flying in from different areas? How many hours or days will be spent conferencing? Shall I factor “pack in time” before the conference begins?
Once you have mapped out what your ideal itinerary would look like, this will then help you on what are non-negotiables i.e. conference and accommodation must be at the one site, due to tight timings / destination must be close to the airport, as there are too many travel logistics like flights / do we require an extra day beforehand, for the organisers to pack in?
*Tip: getting the schedule as close to your preferred times as possible, is always best. This helps when enquiring, to know what is or isn’t available. If you do happen to confirm your event — I recommend updating all suppliers each time something changes. This will determine whether this change can be accommodated or NOT!
B U D G E T S
THIRDLY | Budgets… yes, I know… BUT again, this step is very important. Once you’ve established a budget (plus a little extra for any incidentals) — this is the time to start researching and making many enquiries.
Don’t be discouraged too, if the preferred vendor you want is out of your budget (or unavailable) — there are often many more venues that are alike or BETTER! Also, don’t be afraid to ask for a better rate — because “if you don’t ask, you don’t get”.
*Tip: suppliers are often negotiable. If you’re flexible on dates — they can sometimes offer better rates during the week. So, be open when enquiring and don’t be afraid to share your budget (alongside your requirements).
D E T A I L S
FOURTH | Once you have everything booked, this is the best time to start thinking about all the ‘finer details’ BEFORE you send out those invitations! Think dietary requirements / indemnity forms signed and returned for adventure activities / any special requests.
A great free tool you can use is Google Forms. Not only can they easily RSVP, but you can also tailor it to have as much information and questions as you like. People are time poor, so putting this in an easy format — in one spot — is too EASY.
Closer to time, send out all attendees a complete overview of the event with schedule and important contact numbers they can call at any time (including all supplier contact numbers).
*Tip: knowing what finer details you require before you send out invitations, saves you a lot of time. When people RSVP — they are able to provide you with all the finer details — so you can pass this information onto your suppliers — plus manage any special requests in advance.
E N J O Y !
LASTLY | Relax! Enjoy knowing you’ve created and planned a successful event. You’ll notice once the day comes, things will fit into place just perfectly.
DON’T stress if not all goes to plan. It’s totally normal for unforeseen situations to pop up and occur — and that’s OK! More often than not, people won’t even notice something is missing or has gone wrong. Only you… so, having all important contact numbers on hand is a MUST — to quickly and easily amend this.
Tip: enjoy a glass of wine! You DESERVE it!
Oh…and because I am an Events Manager, you can always leave it up to the professionals at Destination Waiheke Island to take care of everything, just perfectly.
w: destinationwaiheke.co.nz | e: info@destinationwaiheke.co.nz | p: +64 9 372 8561 | m: +64 275 479 114 | a: PO Box 581, Oneroa, Waiheke Island 1081, New Zealand
