10 Tips for Organising a Successful Event

Whatever the event is you are planning; excellent event management is essential for any successful event.

Set your objectives

Be clear, concise and measurable.
Are you raising awareness about your business?
Are you launching a new business?
Perhaps your fundraising for a charity?

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Set a budget

What is your budget? Compile a spreadsheet with all the overhead costs.
Consider or not whether you will you charge an entrance fee for your event to cover costs?

Find the perfect venue

This is one of the most time consuming jobs in planning your perfect event, consider size of venue, access, disabled access, public transport, parking and most importantly is the ambience right for the event you are creating?

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The stunning Buckminster Barn

Set a date

Once you have found the perfect venue, ensure you leave plenty lead time to set the date in the diaries, inform all invitees, and parties involved asap.  You need plenty time to organise all the different elements of the event.

Brainstorm

Hold a brainstorming meeting with your staff, volunteers and anyone else you think may be beneficial to the meeting.  This can set out a plan of action and don’t be afraid to assign jobs, after all organising an event isn’t an easy task!

Food glorious food!

This is so important at an event – ask people you know for recommendations on caterers if you don’t have any contacts of your own.  Don’t be frightened to ask for a tasting session prior to booking.  Good food equals happy people.

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We can help style the venue and tables

 

Equipment

Will you need to hire any equipment? e.g. OHP & screen, generator if outdoors event, marquees etc?

Entertainment

Adding music to an event can really add to the atmosphere and boost the event. Again, if friends or colleagues have recommendations this is a great place to start.  Listen to the band or musician before you book them!  Consider are they right for the event?

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Live entertainment can really add that certain something to an event

Sponsorship

Think about your business partners and suppliers, would they like to be involved and gain press coverage out of the event?

Marketing

Organise a communications plan and list all types of marketing which will be required, print, Eventbrite, e-shots & social media. Social media can be extremely powerful marketing tool. Why not run a competition on social media giving away free tickets to your event.  Ask people to like your page and share the competition.  Also, don’t forget to ask your suppliers to share the event on their respective pages too.

To enquire about our event planning services, please contact us on 07888 679118 or email thealternativepa@outlook.com. We love to hear from you.

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What our clients think

“So, less than 12 weeks left until our big day!  To be honest, at first, I didn’t see the need for or the additional expense of a wedding planner. After a free initial consultation with Debbie, I realised that her expertise and wide range of contacts could be of real benefit to us when planning our wedding. It has been, for us, financially a cost that we have recovered in time and savings. Debbie has sourced  a fantastic caterer, a local musician to accompany one of my friends who is going to sing for us and knowing that we were on a budget, encouraged me to go into charity shops to look for dresses and accessories.  Very quickly, I found a near-perfect dress which is now being “up-cycled” to become my dream dress for a starting price of only £75!! I highly recommend Debbie to assist you with your wedding planning. She is great to work with, has a wealth of knowledge and is professional without ever losing sight that it is your big day.
Marie, Newark

“Wanted to say a big thank you for all your hard work that went into such a great day yesterday, the music and dancers were brilliant and certainly kept customers in the room for longer! The feedback from customers is that they really enjoyed themselves and were asking when’s the next one! You did a great job and just wanted to say a big thank you !!”
Vintage Trader

“I can highly recommend this lady , she is very well organised and has an eye for detail.  She is an experienced PA and Event Organiser. If you are a sole trader, SME or a larger company , Deborah has the experience in marketing on Social Media, managing your website or in traditional marketing role and for event organising she can organise a wedding, conference, relaunch of your business or the opening of your business. Deborah has organised several vintage fairs and if you go to www, Facebook.com/beasboutiquegrantham you can see the events and reviews. No business to small or large, give Deborah your brief she will cost the job on a hourly rate”.
Carol @ Quirky Quirky.

 

Learn how to take the perfect picture

We’d like you to join us for our next ‘Grantham Women in Business’ networking meeting, which is being held at Belton House (National Trust) on Wednesday 13th June.

Belton House

We’ve planned a Summer evening visit to Belton House with a chance to brush up on your photography skills with one of their volunteer photographer’s Jon Scrimshaw, so if you have a camera hidden away at home, don’t forget to bring it along on the evening! Plus, enjoy a picnic by the Boathouse where you have the opportunity to buy a slate for the new roof and be a part of this fantastic restoration project. Belton House are aiming to raise £100k to help restore the Boathouse to its former glory and every donation helps.

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You’ll also have the opportunity of introducing your business in our ‘Round Robin’ session to all the ladies in the group and lots of opportunity to network on the evening.

Join us at 6pm for registration as the meeting will be kicking off at 6.15pm promptly.

If you have any special dietary requirements please email katie.harper@natwest.com.

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Pay £10 on the door (refreshments & picnic included in the price) but please register to secure your place.

We confirm attendee numbers to the hotel the day before the event. In the event of any cancellations less than 24 hours beforehand we will still have to charge the £10. 

BOOK YOUR SEAT HERE

We look forward to seeing you on the night.

Debbie, Katie & Alyson
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Free Family Arts & Craft Fair at Hanwell Wine Estate

On the afternoon of Sunday 14th May, Hanwell Wine Estate in Hickling Pastures, Nottinghamshire will be hosting a free family arts & craft fair. With activities for all ages, it’s a great opportunity to have a go at different arts and crafts free of charge, with local experts offering live demonstrations.

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Learn the secret to creating beautiful flower arrangements with Flowers From Holland,  try your hand at pencil drawing with Louise Cann, discover the health benefits of homeopathy with Wendy Jackson and find your inner artist with Sara Penrose. There will also be loom weaving and sewing demonstrations.

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Local artists will be showcasing their hand-made products on a range of arts and craft stalls featuring unique items and gifts to buy, alongside live entertainment, fun activities for younger children, wine tasting, hot gourmet food from ‘Gourmazin’, tea, coffee and delicious home-made cakes.

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The event will be open from 1pm to 6pm with free parking at Hanwell Wine Estate, which is located off the A46 on the A606 Melton Road, Hickling Pastures, Nottinghamshire, LE14 3QG. For more information visit http://www.hanwellwine.co.uk or telephone the vineyard on 01949 81393.

Hanwell Wine Estate Craft Fair Poster

 

 

Gallery

All of the above photos were taken by Chris @ England’s Finest Photography, check out their website http://www.efpics.co.uk/

If you require a photographer for a special occasion; wedding, christening, vintage fair or family party then contact thealternativepa@outlook.com.

Organising a Conference

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You have been given the monumental task of organising a conference, which entails a to-do list about a mile long. There is the conference venue, travel arrangements, the delegate list, overnight accommodation, team building tasks, the speakers, the materials, the technology and even the catering to think about and plan!  If this all seems too much and you don’t have the time or inclination, then get in touch with ‘The Alternative PA’, the event management specialist and let us help with organising this huge task.  Contact us at thealternativepa@outlook.com or call 07888 679118.