Organising an event is no mean feat. But even though no event is the same, the same questions and stumbling blocks often crop up in the early stages of organisation. Some are at a loss when it comes to planning. Others wonder how to achieve event goals. To tackle these issues, Moniek, account and event manager conferences at Jaarbeurs, gives 7 tips for a solid basis for your event.
Moniek has been working in hospitality for 15 years, 6 of which at Jaarbeurs. With her experience in this job, she knows better than anyone how to relieve guests and how to put on the best event.
Know what you want to achieve
Even before the idea of an event can be worked out, formulating a concrete goal is the most important thing. It is an essential part of the preparation, because with your event objective, you determine everything. The location, the catering, the decoration, the lighting and even the colours and scents. Could you use some help formulating an objective? Based on this article, you will soon have plenty of inspiration to choose from.
To organise is to dream big
Has the objective been formulated? Then it is time for the next step - the concept. The tip here: put the dream scenario on paper. Write down everything your ideal day has to meet. Both in the practical elements, but also your ideal atmosphere and emotion. How do you want your guests to feel during the event and with what feeling should they walk out again? Don't think in limitations, but be creative. This will help you come up with out-of-the-box ideas faster.
It is precisely with that dream scenario and the right feeling, that account managers can thrive. Tweaking a concept is almost inevitable, but that does not have to be a negative. By thinking in solutions, being flexible and keeping the goal and dream scenario in mind. That way, your dream event will really take shape and can be realised.
To organise is to plan
A well-plotted schedule is incredibly important, especially if you have several people in the organisation. In case you have organised an event before, many things seem obvious. But for someone else, these 'small' details might be a huge stumbling block. People numbers, capacity, the overall programme, wishes, details and so on.
Whether all these elements are apples-to-apples for you or, on the contrary, a struggle; remember that good planning comes from continuing to ask and communicate with all partners involved. Asking questions, from the intake meeting to the execution of the event, is hugely valuable for both parties. Crazy questions don't exist. After all, we can often only learn from them and together we achieve the best result.
Provide entertainment
Are there still gaps in the schedule or is the day full from early morning to late afternoon? Then adding entertainment to your programme is an absolute tip.
We once had an in-house event with a programme from early morning to late afternoon. Quite a challenge to keep the audience sharp and fresh. That's why there was a musical trio that provided an interlude during every short break. This gave everyone visible energy and enjoyment!
You can go in all sorts of directions. Maybe a live band will provide a banging drink, or maybe you get a cartoonist to draw a summary of the day in a creative way. Entertainment creates involvement, high energy and togetherness.
Choose the right location
With an objective, concrete concept and rock-solid planning, you have all the information you need to start looking for the most suitable location. Besides doing research, we recommend requesting a guided tour. This will make it tangible and you will get a feeling for the rooms where your event might take place.
At Jaarbeurs, during a tour we always walk the guests' route as it would look on the day of the event. This allows the organiser to put himself in the shoes of his audience and form a picture of the customer journey at our venue.
Have you found the right venue, but unfortunately there is no availability on the event date? Then make sure next year's date is already fixed. That way, your favourite venue can already plan next year's edition without any obligations.
Popular moments within the industry
Talking about availability and dates: this is also a concern when organising events. Within the event industry, specific months, seasons and days of the week are very popular. A list of the busiest periods in the year:
- Tuesdays and Thursdays for business events.
- All spring with June in particular.
- September to Christmas, with November and early October the busiest.
Want to organise an event at these times? Then be on time. Beyond these regular busy times for the whole industry, this can also apply specifically to a venue.
Organising is a (fun) challenge
Setting up an event remains an exciting job. So the final tip is to always remain transparent with each other as organiser and location. About doubts, questions and costs, for instance.
In this way, a close collaboration is created that slowly merges the event and the venue. When that happens, you can be sure that you have created a perfect event.
Organising is a challenge, but that challenge is what makes it the most fun there is!
As icing on the cake, Jaarbeurs was voted the Congress Venue of the Year in 2022 by the public. A recognition for years of building fine relationships with clients and thinking along with events.
Wondering what we can do for your event? Contact me, I will be happy to tell you more about all the possibilities!
jaarbeurs+31(0)30 295 58 81
