How do you ensure that you set-up, manage and run a successful event, meeting or conference?

We offer some guidance below. You can also download our Organiser's checklist by clicking on the link on the right.

Planning:

Where possible ensure that you are briefed by the decision maker and confirm the key elements with them before you commence work. The basic information that you will require to answer a brief effectively is:

• Date/s of the event
• Location
• Type of event
• Number of delegates/guests
• Physical requirements; seating, rooms
• Catering requirements
• Technical support requirements
• Entertainment or speaker requirement
• Budget

Venue Search:

With this information you can start the process of planning the event. Normally the first task is to assess the brief and to start the process of finding suitable venues. But there are so many types of venue where do you start?

• Conference / Convention Centres
• Civic Centre
• Hotels
• Historic Venues (Castles or Stately Homes)
• Unusual spaces
• Theatre
• Stadium
• Museum
• College or University
• Party Venues etc.

Venue Assessment:

• For each of the identified potential venues you then need to do your own research to assess their suitability.
  • Access the venue web site
  • Do a venue virtual tour (if available)
  • Research the area
  • Review the venue brochures and conference guides
  • Review venue travel details and check them
  • General venue facilities; parking, disabled access etc
• The selected venue/s should always be visited by you the event organiser. Function Fixers can phone the venue on your behalf and speak with the relevant event contact at the venue and arrange the visit at a time when they will be at the venue.
• It is important that you meet with the person that you will be working with as your assessment of them is an important element of the overall venue assessment.
• Collect the direct contact details; name, position, telephone number and email address of everyone at the venue that you think that you will need to deal with:
  • Event Co-ordinator
  • Catering Manager
  • Technical & Operations Manager etc
• Remember to arrange to see all the relevant areas of the venue as part of your visit; meeting, conference rooms, accommodation as well as other general facilities e.g. business centre, restaurant/s, health club etc.
• Make a record of your score out of 10 for all of these facilities as this makes it easier for you to compare venues at a later date when you make your final venue selection.
• The key areas for venue inspection and assessment are:
  • Location and Transport
  • Venue Appearance
  • Meetings & Conference Facilities
  • Rooms and Room Capacities (various set-up formats)
  • Restaurants & Catering
  • Recreational Facilities; Health Club, Spa, Golf etc.
  • Accommodation
  • Registration Area
  • Financials