The following is a guest post.
Organizing a business function takes quite a bit of planning if you want the event to be successful. It’s not just the venue that needs careful thought but everything that’s needed for the event to run smoothly avoiding any embarrassing pitfalls. This includes refreshments, the equipment needed which includes white boards and the all-important computers and other high tech things that your business function needs. However, the first thing you need to do is sit down and work out a strategy. Below is a one you can plan a business function in 5 easy steps that will make sure it’s a success.
A smart venue will impress your guests
Step One
Work out your agenda and this means who will be attending the event and where the majority of people will be traveling from in order to attend the function. The next thing you need to consider is what the people attending the function will get out of the event and what you hope to achieve by holding it.
Step Two
Budget for a venue which is within easy reach of the majority of people attending the function. You need to establish just how much you are willing to put into the kitty so the venue is easy to get to, and it has to be a location that will impress your guests sufficiently to grab their attention and keep it focussed on the event. Attention to detail will make a good impression on everyone, and this is something that can’t be overlooked. The venue has to offer ample parking and where the nearest public transport happens to be in relation to where you want to hold your business function. You need to make the traveling experience as simple as possible for all the people invited to the event.
Organizing refreshments is an essential part of a business function
Step Three
Make sure you have organized a good selection of refreshments. Tea and coffee as well as soft drinks and bottled water must be made available to all the people attending the business function ensuring their needs are met for the time they are there. Is the function to be an all-day event? If so you would need to organize light midday snacks for the people who are attending the event too. Maybe the venue location offers this type of service and if so, you should consider enlisting their help when it comes to providing refreshments and light snacks for the occasion which might work out more economical as well as being a time saving exercise. Also be sure to check there are adequate banqueting tables and chairs at the venue.
Step Four
If you’re planning a business function where the numbers of people attending is going to be high, you might want to consider enlisting the help of venue staff to make sure everything runs smoothly. This can be particularly invaluable when your guests first arrive onsite and need help finding where everything is. You should also find out if the venue has any equipment for hire that you might need to use at the event. This could include white boards and anything else you might require for the event to run smoothly and which might save you having to transport to the location.
Step Five
Make sure you have all the necessary tech equipment you need for the business function. You might need to hire some of the equipment and this should be done well in advance of the event to ensure you know how it all works. Lastly, you should organize a dry run of any equipment you’re not familiar with to make sure that it will all works on the day and you know how to use it.
Conclusion
By setting yourself targets on what needs to be done, hired and set up at the venue well in advance of the event, reduces the risks of anything untoward going wrong on the day. The biggest mistake many people make is to leave one or two things to the last minute which usually spells disaster.
If you have a dry run of all the equipment you intend using at the event it saves you from any embarrassing moments when a piece of high tech equipment won’t turn on. Being well prepared is half the battle, plan a business function in 5 easy steps as shown above will guarantee things run smoothly on the day.
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