Your Ultimate Guide to Planning Spring/Summer Events in 2018
Photo by chuttersnap on Unsplash
As winter begins to turn its back on us in the Northern Hemisphere, we can look forward to the blissful spring and summer months ahead and everything they bring. And as nature undergoes regrowth and new life begins to flourish, we too can enter a state of rejuvenation, no longer tempted to stay indoors. This is GREAT news for businesses!
There’s no better time to host a corporate event than in springtime! As you’ve finally managed to get on top of the influx of emails and backlog work, now it’s time to network and get serious about planning for spring and summer events. Below, we’ve outlined a few key considerations to be aware of when organizing your warmer weather event.
Be prepared for the changing weather
From heat waves to showers of rain, it can be difficult to predict the weather, even in the summer months. If your event is set to be outside, ensure you have precautions in place to keep your guests comfortable and dry. Adopting the use of marquees is a great way to do this - and also helps create a festival atmosphere where people feel more relaxed, social and open to conversation.
Alternatively, you can choose a venue which has both indoor and outdoor facilities. Shade and shelter seem like obvious considerations but are, somehow, often overlooked - and these aspects can make or break an event. Failure to keep attendees happy can also have a significant impact on the turnout at your next event, so do your best to get it right first time.
Hone in on health and safety
It doesn’t matter if you’re serving up a business dinner for a new starter or announcing a huge business merger, you need to provide a safe environment for your guests. Choose your location wisely and take into account the type of event you’re planning - trade shows, seminars, and networking events will all require different sized rooms and functionalities.
Remember, always have a certified first aid practitioner present - whether this is a member of your team or onsite venue staff. Additionally, if there’s food being served, speak to guests in advance and take note of any dietary requirements or allergies they may have. Plan an appropriate menu to avoid leaving anyone feeling disappointed or falling ill.
Cater for all audiences
You’ve categorically identified menu dos and don'ts, so now it’s time to choose your caterer. If you’re catering in-house, make sure you’ve strategically planned the process and assigned roles and tasks accordingly. If you wish to employ the services of an external company, there are many options out there for you to ponder over.
Considering multiple vendors? Locally sourced street food merchants operating out of mobile vehicles can be a unique alternative to a traditional kitchen. Ask yourself if there will be enough seats for a sit-down meal. If you’re hosting more of a buffet, use eco-friendly food packaging to ensure food stays fresh and is available to attendees throughout the day. Suitable foods for the summer include fast foods like hot dogs and burgers, with veggie options of both available - while cold options such as sandwiches and potato salads are always a hit!
Photo via Pixabay
Think about donating any extra food to make your event as sustainable as possible while giving back to others in need.
Provide adequate security
If you’re solely hiring just a venue and need to employ your own security, be sure to go with a trusted firm and check their online reviews. As well, if the event is outside you may want to set some parameters so attendees can clearly see designated areas.
If you’re choosing to have a precise entrance, consider using a reliable guest check-in software to manage those who are (or aren’t) on the guest list. Having access control is also a great feature to ensure the right attendees are receiving what has been prepared for them, whether that’s in a VIP breakout and lunch session or if you’re treating certain registration types or guests to an open bar and buffet.
Be aware of noise limits
Always remain respectful of surrounding residential properties and businesses during your event, by asking your guests to not be unnecessarily loud - especially when leaving the venue in the late afternoon or evening. If you’re playing music, try and keep it to a civil volume to avoid any clashes with local law enforcement. For more information on noise regulations and limits, visit the department of ecology website.
Concluding Thoughts
There you have it, a guideline for success to be used when planning your first spring/summer event of the year. We hope these suggestions have put you on the right track and that your event is a huge success, from start to finish!
Guest Author Bio: Elizabeth Raw works for the R+R Packaging group – providers of industrial packaging and materials for businesses within a wide variety of industries.
A great caterer will prepare for your event with as minimal waste as possible. However, consider “rescuing” any extras and sharing with those in need: