It may be winter now, but it’s also the best time to start planning for your business events in spring and summer. If you’re considering holding it outdoors, whether it’s a client schmoozing event, or a product demonstration, then things might take a little bit more planning than your usual convention. Here are a few questions that you should ask yourself if you want to get things right.
What Are My Objectives?
This really is the key thing to be thinking about. Before you can properly plan what you want to do, you need to figure out exactly what you want to get from the event. Demonstrating a return on investment is very important for any marketing department, and you can only do this with solid goals. Common goals include actually converting sales or generating new and important leads. Sometimes, if your event is more of a party, it can be difficult to quantify the benefits, in which case it’s even more important to keep a tight grip on the budgets. On occasion however, marketing VPs must accept that some events must happen without a concrete ROI being shown. Getting narrative feedback can be useful here.
What is My Budget?
Achieving a good ROI means being careful with the budget, and only putting money into things that you think are worth it. Once you’ve got your figures together, you can break things down and work out how much you can spend on things like venue, food, the stand etc. The venue is often one of the cheaper expenses, but many people are surprised by the cost of catering, especially when the event is large. Start adding alcohol and things become very costly indeed. Creating a stand will vary hugely in price depending on complexity and size; have a look at some of www.neptunus.co.uk’ marquees and pavilions to get an idea of just how vast outdoor accommodation can actually be.
How Will I Accommodate My Guests?
If you’re hosting an outdoor event, then keeping your guests happy is of critical importance, whether they’re partners you’ve worked with for a very long time, or are brand new potential customers. Amenities and convenience is essential here. Make sure you’re easy to get to, people can park close if necessary, there are restrooms nearby etc. Feeding people is always a good idea if they’re going to be visiting for any significant period of time. Taking note of the likely weather beforehand is also important. Ensure that if it’s going to be raining, too hot or too cold, your outdoor accommodation can keep everyone comfortable, or you won’t be giving a good experience to your guests.