Step 1 – Create an event brief

So you have been given the task of organising your next conference or event and you are not sure where to start? The first step to planning your conference / event is to create a detailed event
brief. This will enable us to understand exactly what you are looking for and what is important to you. Creating an event brief will also keep you on track during the planning process.

To create your brief you should:

• Set your objectives – What is the purpose of this conference / event? What is your desired outcome?
• Identify your preferred location
• Set your budget
• Determine the size of the conference /event – How many people will be attending?
• Identify whether you need accommodation for your group
• Highlight preferred dates / timing of the event
• Highlight preferred venues
• Highlight any key principles that are important to you

Need help with this? Just askÉÉ. The expert team at My Venue Finder can assist you to create your event brief; we can put forward suggestions and assist you with information on locations / budget saving tips and popular destination or city venues. All you need to do is ask.

Step 2 – Find a venue
Letthe team at My Venue Findertake the hassle out of sourcing the perfect venue for your next event. To ensure your event is a success we will listen to your brief and gain a thorough understanding of what is important to you. We will source a selection of venues perfectly suited to match your event brief and negotiate delegate/attendee pricing, conference packages and accommodation rates on your behalf ensuring the best possible rates are offered. We will provide you with a comprehensive proposal which is clearly laid out, allowing you to compare venues quickly and easily. We offer an upbeat, personalized service unbiased service working exclusively with your needs in mind.

Step 3 – Conduct an effective site inspection
It’s always a good idea to inspect your shortlisted venues. It will help you reach a decision on your chosen venue and seeing the physical space you have to work with will also give you a clear idea of how your event could be run. See below our list of key things to consider when conducting your site inspection:

Location

• Is there adequate signage?
• Is there ease of access?
• Are there public transport options available?
• Is car parking available onsite?
• Is the area safe for delegates / guests to explore at night?

Conference / Event space

• Is there easy access to the conference / event space?
• Is there adequate signage to the conference / event space?
• Are the breakout spaces close to the conference space?
• Is there an area for registration?
• Is there natural light?
• Are there pillars in the conference / event space?
• Is there wireless / wired internet access?
• Is the space flexible?
• Is the area well lit?
• What is the standard conference / AV equipment available onsite?
• Where is the pre function area?
• Is there a selection of menu options?
• Is there adequate storage in the conference area?

Accommodation

• Is there easy access to the accommodation floors?
• Are the accommodation floors secure after hours?
• What are the in-room amenities?
• Check in / check out times?
• Is there a separate group check in area / procedure?
• Is luggage storage available?
• Is porterage available?
• Would all group accommodation rooms be allocated on the same floor or area?
• Are there upgraded room types for any VIP guests?
• Is WIFI available in all guest rooms?
• Are there interconnecting guest rooms?
• Are there a range of room types – Twin, King, Double, suite?

General

• Is there are restaurant / bar onsite?
• Is there a pool / fitness centre?
• Is there 24 hour security onsite?
• Is there a business centre?
• Is there WIFI access in public areas?

Some of these aspects may not be of high importance to you but it is important to begin a site inspection with a clear idea of what is important to you to ensure you are gathering relevant information to assist you in making a decision. Remember, its ok to ask as many questions as you wish and take notes on a site inspection.

Step 4 – Select a venue and plan the conference logistics
This is where the body of your conference will begin to take shape. Once you have selected your venue and the event contract has been agreed – we will introduce you to the appropriate venue contact that will handle your conference. Your venue contact will then run through the logistics of the event such as timings, menus, audio visual requirements and group accommodation. Once these details have been confirmed then the countdown to your conference will begin and all you will need to focus on is the delivery of the content for your conference.
The team at My Venue Finder are passionate about making every event a success. If you need advice or assistance at any point in the planning process we are more than happy to help. For more information on our service please visit our website www.myvenuefinder.com.au