Even a small event, gathering, or business meeting can have its share of stress, so it would need to be properly planned for you to gain the most out of your event. Efficiency is one of the keys to organising a successful small gathering or event for your business, and everything needs to be taken into account, and you need to have the right order so all the elements fall into place. But what does it take to plan and organise a successful small gathering or event? Here are some crucial steps you need to remember.
Select your location and topic
The first step is to select your location and topic – the ‘where plus why’. Why will the event be held? What is the purpose of the event? It is essential to determine this from the beginning because all other elements will flow from it, from the opening remarks to the speakers to the lectures and other activities. The location of your event is also crucial; the venue will decide other decisions you have to make, such as the number of attendees or participants, the schedule, and more.
Determine your attendees or participants
Once you have determined your location and topic/purpose, it’s time to determine your attendees, as confirmed by expert party planners in the Cotswolds like Oasis Events. Since you are not hosting an event made for 200 guests, it means you have to be pickier with your choices. You need to be more focused when selecting your attendees or participants; they would have to play a key role in the event and promote the event’s purpose in their own way.
Give alternative times and dates
The availability of your attendees is another key factor, and in order to get the attendees you really want, you can give alternative times and dates. The scheduling of your event is crucial, and it can be quite a challenge to determine who is available on what date and time. But instead of opening a series of times and dates from which everyone can choose, it would be better just to offer three options. If some attendees aren’t available on the dates and times you suggest, it wouldn’t be improper to ask them to make adjustments so they can accommodate most of the other participants.
Don’t forget the itinerary
The itinerary is perhaps the most crucial factor when it comes to the success of your event, so you should create and determine a schedule for the different topics to be discussed. You should also figure out who will lead the discussions. Create the first draft, present this to those involved in the preparations, and if everyone agrees, then you can move forward.
Determine the presentation and catering requirements
Presentation requirements are also vital, so find out what you need in terms of presentations – Internet access, PowerPoint functions, whiteboards, projectors, microphones, and the like. The catering is another important matter, and one of the best ways to plan the menu for a small gathering such as yours is to keep it functional. You don’t want the catering to disrupt the flow of the event, so keep it less formal. If you want, you can book a separate, adjacent space or room for a good sit-down meal.