1. Choosing a Venue
Boasting a population of just over 116,000 residents, Winchester is a very popular location to choose when planning a business event or seminar. The first concept to keep in mind is that the type and size of the venue is very important. We should still recall that the needs and comfort of your guests should be addressed. Consider factors such as the type of seating offered, the lighting requirements, the possibility of serving refreshments and the ability to use wireless technology such as tablets or smartphones.
2. Conference Technology
Successful event planning also revolves around the type of audio visual equipment that is present. Presentation screens, dedicated microphones, computer networking equipment, live podcasting and wiring different pieces of equipment are all essential to ensure a professional atmosphere. However, these can be difficult to tackle with in-house methods alone. This is the main reason why it is normally logical to utilise a dedicated AV hire service. Not only will they be able to guide you through the process and make the necessary recommendations, but such specialists can tackle any problems as they arise. There is nothing worse than a technical glitch marring the conference itself.
3. Planning Techniques
Preparation is the key to success. So, be sure that you are organised from the very beginning. Some excellent recommendations that will come in handy include:
- Making a to-do list.
- Delegating specific responsibilities to specific stakeholders.
- Creating a on-off mobile application that guests can download.
- Clarifying your budget.
- Setting realistic goals and time frames.
Be sure to evenly distribute these responsibilities so that no single individual becomes overwhelmed. This approach will also enable you to enjoy a greater sense of centralised control.
4. Bringing it All Together
On the day of event, make certain to stay on top of all of the most important metrics. For example, Internet-based ticket purchases can save time at the door. When working with name tags or lanyards, check in advance to make certain that they are printed correctly. Have someone designated to help out with any technical issues (such as the AV hire service mentioned previously). Always make sure that there is extra seating available in the event of a last-minute booking. Finally, confirm that all audio visual equipment is functioning properly before your guests arrive.
5. Following up Your Event
Regardless of what Winchester venue you choose, make certain that any bills or expenses are handled as soon as possible. Meet with your team to determine how they felt the conference was perceived and to enquire if any improvements could be made. Perhaps most importantly, ask for feedback from guests in the form of a one-off questionnaire, an automated email, a stand-alone smartphone application or a courteous follow-up phone call. Although there is no doubt that preliminary event planning is crucial to your ultimate success, appreciating the opinions of your guests is just as important in order to make any improvements towards future seminars.
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