TOP TEN TIPS FOR EVENT PLANNING...

Key elements for consideration before you start planning any event.

1. Key Objectives

• Be sure to set out and understand the objectives of the event.
• Consider what you are trying to achieve and how you will achieve this?
• Who are you trying to target and where do you need to be to reach them?
• Be sure to identify the the unique selling point (USP) of your event and make sure you shout about it when marketing and advertising!
• Be original - don’t aim to copy other similar events.

2. Budget

• Decide on your budget and set it out in an easy to follow format. A simple Excel spreadsheet is more than adequate for this.
• Keep this budget sheet up to date and review regularly.
• Carry out a cost analysis to establish how much of the budget needs to be allocated to specific tasks. It’s no use planning a gala dinner dance if you have allocated 75% of your budget to the entertainer and then can’t afford to feed all of the guests.
• Be sure to set aside an element of the budget as a contingency – (approx 10% should be sufficient).

3. Team

• Establish a Planning Team and nominate one person as Project Manager to coordinate and oversee the progress and budget planning.
• Make sure everyone else knows who this person is and ask them to provide regular updates on their activities to the Project Manager.
• Agree a schedule of regular planning meetings. Make sure these meetings are minuted and clear action points assigned.
• Be certain to allocate timelines to each activity and set clear deadlines to avoid any creep in the overall project timeline.

4. Venue

• Compile a list of venue ‘must haves’ and appoint one person to research suitable venues.
• Be sure to check availability dates, seating and catering capacity, facilities and parking and any other events that might be taking place on the same day.
• Produce a shortlist for inspection and book the venue before announcing any dates to your attendees

5. Action Plan

• Set out key procedures for the following;
• Advertising/Ticket processing.
• Invitations/Location Map/Parking Permits
• Dress Code/Theme
• Delegate/Guest arrival and/or registration.
• Managing entertainers/speakers/sponsors/exhibitors and guests.

6. Catering

• Source caterer and ask for referrals from previous satisfied clients.
• Wherever possible ask to attend a tasting before making your final choice from the menus available
• Make sure they can accommodate the date you require.
• Establish menu and any special diet menus.
• Check available facilities for catering at venue.
• Agree timings and numbers of servers with caterers. Hire additional staff if necessary.
• Keep caterer up to date with guest numbers and dietary requirements.

7. Guests/Delegates

• Ensure all guests receive tickets/passes/parking permits in advance of the event.
• Check for any special dietary requirements.
• Check parking and accessibility for any wheelchair users, disabled or infirm.

8. Entertainment/Speakers

• Secure any entertainment, special guests or keynote speakers early on to avoid disappointment.
• Make sure the venue can accommodate their set up requirements.
• Check any licence requirements for the type of entertainment you are planning.
• Provide all entertainers/speakers with a clear itinerary of how the event will progress. Make sure they understand what is expected of them, at what time, and for how long.

9. Check, Double Check and Check again.

• Use checklists, plan ahead and don’t leave anything to the last minute
• Always double check rather than guess.
• Make sure that all bookings with caterers, entertainers, flower arrangers, key speakers are confirmed in writing and always, wherever possible, hold back a final balance payment until they arrive at the venue on the day.

10. On The Day

• Make sure that one person is ‘in charge’ on the day.
• Be sure to signpost the venue well so that guests/delegates understand where they need to go.
• Issue badges or coloured bands to identify guests or groups and manage numbers from a Health & Safety aspect.
• You could either use the services of an Event Coordinator or nominate a member of your team as the point of contact for all onsite staff, contractors, caterers etc. Whoever you decide to use it is vital that you have one person who can stage manage every aspect of the ‘on the day’ activity.

KEEP CALM AND CARRY ON...

NO NEED TO PUT YOUR BUSINESS PLANS ON HOLD BECAUSE OF THE RECESSION

We all know that more and more people are setting up small businesses in 2009 but what does this mean for the established companies and the 'serious players' of British commerce?

Unfortunately, in recent months many companies have had to reduce overheads by cutting their staffing levels and often in the process the jobs that are spared are those considered to be the core skills of the business.

Sadly this often means that the so called ‘softer’, strategic skills that can add real value to a business are considered to be an 'overhead' and a ‘luxury’ with the perception being that these are the areas where savings can be made. And to a certain extent they can.

However, just because times are hard it doesn't necessary mean that you no longer have a need for these specialisms within your organisation, simply that you are not able to fund them on a 24/7 basis.

Fortunately, as a small business with lower overheads we are able to offer these same skills, on an adhoc basis, at a lower cost than would normally be associated with employed staff. This gives clients the flexibility to control expenditure, manage activity and enhance their existing team in order to respond the needs of their business.

Such an increase in the number of freelance business services available should be a godsend to British businesses as they stand to benefit from a massive range of skills such as Virtual Assistants, Accountants, PR and Media Specialists, Health & Safety Officers and Freelance Graphic Designers.

Salt Solutions has the expertise and ability to provide many of the softer skills on an ad hoc basis for as many or few hours as our clients need. We provide planning and implementation of new systems, strategic marketing, corporate events, product launches, staff training sessions, and business development projects. Plus we are able to research, review, implement and/or execute these plans at a manageable and affordable cost.

The following links will direct you to small freelance business in the West Midlands who offer the types of services mentioned above;

www.in-theshed.co.uk
www.gooseygraphics.co.uk

Kinder Pocock Accountants

HELLO WORLD!!

That's how we all begin and it seems to me a fitting way to make an introduction.

From my humble abode in Shropshire, UK I am saying Hello World to every man and his dog.

I am opening my arms to potential millions of people who don't yet know me or anything about me many of whom will never know anything about me, nor ever want to.

I recently established my own business after having been made redundant due to the economic downturn.

Redundancy is sadly something I have encountered several times during my career so this time I decided to take control of my own life and focus on what I do best.

In February I established Salt Solutions and you can find out more about our services at;

http://www.salt-solutions.co.uk/

Over the past 20 years I have worked in a wide range of business sectors and this has enabled me to developed and strengthen my natural ability to organise, plan and manage.

The beauty of my skill set is that it can be transferred to any type of business. My abilities are not sector specific nor do I have to limit myself to the world of commerce.

In essence I can apply what I do best to any situation and that is why I set up Salt Solutions.

Salt Solutions offers a professional level of service to businesses, groups and individuals across the UK. I can hold the reigns at a corporate event, coordinate services and manage delegates at a conference, plan the relocation of your business, or 'stage manage' your wedding day. If you need somone to 'take the reigns' and be your 'woman on the ground' I am certain to be able to assist.

In 2009 it seems increasingly apparent that there is a real need for an internet presence in business and have recently discovered that a website alone is just not enough. Hence this blog.

I also have a personal blog that I update every day and that can be found at

http://www.wantthemoononastick.blogspot.com/

It seemed to me that a blog would be quite a cathartic way of diarising the progress of my business whilst also keeping myself in touch with the outside world. As those that work at home will know, working alone can be lonely.

Over the coming months I shall use this blog to share with you any developments and ideas that have proved beneficial in growing my business and may from time to time touch on some of those that were perhaps less useful.

We are all learning that interaction is what it's all about so I shall welcome your comments and thoughts about the best ways to grow a business and your anecdotes about what has and has not worked for you. If some of those are funny, all the better :-).

So once again I say, Hello World!

Drop by from time to time and let me know you are all still out there...

Hx