guide

The Recipe For A Successful Event

Following on from the recent Great British Bakeoff, here at Top Venues & Events, we thought we’d continue with the theme in producing our very own recipe for a successful event. If you follow it down to the letter, we’re sure your event will be every bit as successful as you anticipate it to be. 🙂

Ingredients

A Nice Big Cake!

– 100g – You
– 210g – Time
– Five teaspoons of budget (work out pre-event planning)
– A tablespoon of imagination

Step 1. Brainstorm Ideas – like a cake, what do you want the outcome of your event to be?

– Theme?
– Number of Attendees?
– Catering?
– Type of venue?

Step 2. Choose a theme, date, time and venue.

People enjoy different types of cake – chocolate, jam or possibly even carrot?
Make sure the flavours of your theme mix well –  mint and pineapple, in a cake, we think not!?
Co-ordinate a date and time for your event that works well for all guests.
Choose a location that will accommodate your number of attendees. Maybe go for a tasting session at a few venues – visiting your venue will give you a better idea of how your event will pan out and whether the venue is actually the right one.

Step 3. Add 135g of invites to send to your attendees.

Make sure your invites give a taster of what to expect – you want to make it enticing to your guests. Is it an event of fun and games – make your invite suggest so. Likewise, if it’s an informative event – give them something that will make them want to attend and get bums on seats.

Step 4. Choose what kind of filling (catering!) you want.

Three course meal or buffet?
Depending on your event, you can choose what kind of catering you want (if any!).
Think about the time of your event – will your attendees miss their dinner or lunch? If so, you may want to offer something to take the hunger pangs away – the last thing you want is people feeling hungry at your event as this will take their attention away from what you’re really trying to tell them.

Step 5. Decorating your cake (event).

What kind of entertainment will you have?
A few speakers, a cabaret act, a musician?
Make sure not to go overboard with the icing – having a range of entertainment can either be a great finale or a taste disaster.

Step 6. Finalise arrangements and budget.

Ccheck up on attendee numbers (dietry requirements – who can/can’t eat the cake)
The boring bits, like cleaning up the messy kitchen! (Get helpers, like they have in Great British Bake Off!)

Step 7. See event through. (Eat Cake)

Slice of Cake

Think this is fairly self explanatory.
Be prepared for things to go wrong on the night – there will always be something not quite right but if you can mask it with enough filling and are ready to act should anything happen, most likely no one will notice except you. Your event will look like it’s running smoothly on the outside, when in fact (to you) it’s a real mess!

Step 8. Was the event successful?

Take time to reflect on how the event went and whether there was anything that could have been done better.
Did the cake have the right amount of filling?
Did it lack in icing?
Ask attendees for feedback on your event so you can learn for next time

Step 9.

If a successful cake (event), do it again! 🙂

 

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Top Venues’ Top Tips for Event Planning

Here are a few of Top Venues’ top tips for event planning and providing your delegates with information based on events within large towns and cities (some of these tips will also work for smaller towns too):

#1.    Prior to your event, send your delegates location guides so they have the opportunity to understand where they are going and get the most out of their stay.

#2.    Work with Blue Badge Guides in the city to give your attendees a local’s insight into where to find the city’s hidden gems. Blue Badge Guides will have knowledge about the city that sometimes even locals don’t know and it’s great to have that opportunity to learn some history of the city.

#3.    Check out if the city has an event schedule and plan the conference around one of the free events, providing free downtime activities for delegates.

#4.    Make use of unusual venues. Book your next conference in a sport stadium, converted Church or somewhere else equally unusual.

#5.    Try to avoid peak times in order to keep cost down. If you can be flexible, ask the venue when they have more availability and therefore lower costs.

#6.    Take advantage of the free museums and galleries in the area. Delegates can see some amazing works of art without costing them anything.

#7.    Be creative! Think of offering something different for your refreshment breaks. Try a macaroons stall or curry stand or look at what’s local to where you are.

#8.    Find local knowledge. Contact the local council and find out what’s going on in the area. Speak to your agent and get them give you information on the location of your event and details of what else is available to you.

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Planning your next conference? Check out our free guide!

Planning your next conference? Try our handy guideThere are plenty of factors to figure in when planning a conference or event.

We’ve created a help page with some ideas of things you may want to consider when planning a conference or choosing a venue.

The guide covers:

  • Location & Transportation
  • Venue Suitability
  • Cost
  • Facilities
  • Additional things to think about

View the Conference Planning Guide

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Our approach

From start to finish we will help you find the right solution for you and your event.

No matter what size your event is, we can take the pressure off you by sourcing, negotiating and making the arrangements, allowing you to spend your time on more important issues.

Get in touch!

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Testimonials

 

"Thanks for all of your help - you really made the difference for me because of a) the time it saved me hunting around and negotiating rates, and b) getting such a good rate."

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