It's the right size (with space to grow! - see our previous blog).
Now it's time to think about the 'flow' of your event.
We've all been love-struck. A place that, at first glance, seems absolutely perfect. But don't rush in.
Our aim, as an event planner, is for the programme to run as smoothly as possible. For that to happen it's worth thinking about being an attendee at your event.
Here are a few basics to think about:
- if arriving as individuals, how easy is your 'base' to find? There's no flow if no one can find your event...and if people arrive annoyed or frustrated, you're on the back foot before you've even begun!
- once you have your captive audience - you want all of their attention. We don't want them having to think about 'what's next'. The right base can help blend a programme together, seamlessly moving from one element to the next
- avoid anywhere that might generate a queue (a big bug bear here at Warwick Events)
- in a hotel or a venue think about distances between sessions or activities, areas that narrow, like corridors, stairs, lifts and doors - as these can create bottlenecks; the location of the toilets; and the distance between the kitchens and your event (as slow food service definitely disrupts flow!)
- in a destination consider where you'll position your welcome desk; what activities and restaurants are walking distance of your base (being able to walk to dinner gives your attendees the flexibility to retire to their room at their own choosing, a real bonus); think about where the coach pick up and drop off points are and how will you congregate before going off-site or for transfers
We want everything to be as easy as possible. So don't try to a hit a square peg in a round hole. On paper, the assets may be there. In reality, they just might not join up that well.
Many years ago, I was once invited to an event on the rooftop of a hotel in Athens. I was lucky. I arrived early. You see there were only two lifts. Each could take a maximum of 10 people. 200 guests were invited.
That's when an event doesn't flow - it just trickles. And no one likes a trickle.