Have you been tasked with organising an event? If your conference is fast approaching and you have lots to plan, fear not. At Apex Hotels, we have plenty of high-end facilities in a number of UK destinations that can accommodate your event. Our conference and event planning checklist might just come in handy so check out our top tips and view our meetings and event spaces.
Start early
As soon as you’ve got the go-ahead on your event you need to get to work. At the very minimum, you need to start the tasks listed below at least four months before your event is supposed to take place. The sooner you can find a date, the better.
Goals and objectives
It’s important to know what the purpose of your event is. You’ll also need to know how many people you want to attend on the day. Knowing how much profit you want to make will also be beneficial, as will working out potential ticket costs. Choosing a theme for the event is important, as is researching potential speakers.
Locations
It's important to think about where your event will take place? Think about all of the great locations in the UK, such as Bath. As one of the most impressive luxury hotels in Bath, Apex City of Bath Hotel is purpose-built to cater for conferences and events – it’s also the premium venue for the south west region.
Alternatively, located in Edinburgh’s vibrant New Town, just moments from Waverley station, Apex Waterloo Place Hotel is the perfect place for your next conference or event and will definitely impress your clients and colleagues.
If you're looking to host your event in London, Apex Hotels has a number of spaces available in three unique locations.
Apex City of London Hotel is ideal for anything from private client meetings to post-work drinks receptions in the restaurant. The chic spaces and expert team will guarantee your clients and colleagues leave your event both refreshed and impressed.
When you choose your location, think about:
- What geographic area is best for your event?
- How many people will be attending your event?
- Do you need to provide Wi-Fi?
- Does the venue have the infrastructure you need?
Planning the essentials
When you get your event planned out, you need to keep your budgets updated with the latest estimates and quotes. Think about finalising speakers, arranging travel and accommodation. Apex City of Bath Hotel is not only the largest purpose-built conference hotel in Bath but it’s one of the premium conference venues in the south west. It also has a selection of 177 contemporary bedrooms, including family rooms and rooms with balconies.
It’s also worth promoting your event at least two months before the date and finalise the venue details. Work with the venue to approve catering; review security needs; investigate special permits, licenses and insurance; establish signage for your event and secure audiovisual equipment.
At Apex Hotels, all of the rooms are well-equipped with technology, break out space and there’s also a full catering service available to help your event run smoothly.
Finalise details
Your event is in sight and the days feel like they’re flying by, so send reminders to your attendees, presenters, speakers and potential sponsors. Make sure everyone has the same schedule and get sign-off for any speech scripts.
The caterer and the venue will both need to know the final registration numbers, so it’s essential they are informed prior to the event. Confirming timings with all of your vendors (catering, audiovisual equipment, decorations) is also key at this stage in the process.
When it comes to the day before the event, tick these items off your list:
- Caterer
- Audiovisual equipment
- Decorations
- Speakers
Your c&E planning checklist
Start early
At the very minimum, you need to start the tasks listed below at least four months before your event is supposed to take place.
Set out goals and objectives
What is the purpose of your event? Choosing a theme for the event is important, as is researching potential speakers.
Pick a location
Where will your event be held? Think about what geographic area is best for your event and who will be attending.
Plan essentials (speakers, accommodation, transport)
Think about finalising speakers, arranging travel and accommodation.
Finalise details
Send reminders to your attendees, presenters, speakers and potential sponsors. Make sure everyone has the same schedule and get sign-off for any speech scripts.
