Meetings Blog Aug 16, 2017
OK, so you’ve just returned from your summer holidays, maybe still have that bronzed shine across your skin from the sun and you’re full of energy and raring to go. There’s no time like the present to get planning not only for the immediate activity, also looking right the way through to the Christmas season and everything that brings with it. For that we need to focus our attention on those considerations that can be made now to get things in motion?
– First up, dates. At such a busy time of year you will need to find a suitable day, or days, to a) snare the ideal venue and b) maximize attendee participation. Depending on the size of the event you may be able to speak to the key people involved and get an idea of potentially clashing appointments and vacations. If this is not easy, check previous years and see what was done as this may help guide you.
– Second, pick a suitable venue. What type of setting will you be requiring? Where is the most appropriate location for it? Does the venue provide an event planning team? Etc, etc. You know the drill.
– Next, communication: and this certainly doesn’t have to wait until everything else is in place. Getting invites out to people and garnering interest can include – often very successfully – an element of mystery and intrigue. Social media makes it easier than ever to build excitement for the event as people quickly get over their end of summer blues and start focusing on the big things ahead. Get out your checklist and get the festive anticipation flowing.
OK, the ball is officially rolling, so go with it and complete the job…
As we said above, getting the opportunity to plan well ahead of time is not something that is always afforded to us, but there is no doubt that it can be worth it. Here are just three reasons why:
1. Fewer regrets
Why set yourself up for a January of regret? If you want a key speaker or entertainment package for your event, get on to them now. Hoping for some elaborate theme? Much better to get everyone that is going to be involved aligned sooner rather than later and start engaging with suppliers. If the festive time is busy for you, it’s even more so for the third parties you depend on.
2. Stress buster
Some people like the thrill of going with the flow and playing things by ear but for event planners, having everything thought out in advance can seriously reduce those, sometimes unpleasant, surges of adrenaline. Having your venues booked and secured, and being surrounded by the perfect team early in the process allows you to focus your attention on all the other content of your event. The thrill then is all about reaching your goals and delivering success.
3. Budget bonus
If you leave booking your venue, catering etc. until the last minute, you can expect to be paying more for it. You’ll either be left with fewer choices – the better value places being snapped up by others – or will see market forces kick in with time running out. As the famous phrase almost goes, the early bird catches the cheap deal!
Of course, we work in a global environment now more than ever and one man’s turkey and trimmings by the fire is another man’s T-bone and sausages at the poolside barbecue. You may be used to tinsel, stockings and a heavy dose of Slade or Mariah Carey on loop, but don’t assume that’s what your audience is expecting just because of the time of year.
Take some Scandinavian countries for example. Father Christmas is replaced by a gnome and as he leaves gifts for those lucky children he can enjoy some porridge nourishment rather than cookies and carrots.
Another European example of the variations comes from Germany. There it is customary to follow the popular ‘secret Santa’ tradition where you buy family or friends presents anonymously or by random selection. The difference in their Schrottwichteln is that the gifts have to be trashy or weird.
So, before the leaves start to turn a golden brown, get ready to begin planning your winter events?
