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Feature


Hotels, Conferences & Exhibitions


messages you want them to take home from both the pre-event publicity and the event itself. Remember to set a budget so that your event will be a financial success.” Promotion is key to the success


of an event. Gemma advised: “Make sure that you have all the key event details on all your promotional materials. Use all the media available to you, including social media and print publications. People may take several reminders before they take action so plan promotional activities to take place every week in the run up to your event.” While everyone hopes that their


event will go smoothly, issues can always arise, whether one of your speakers is ill, or there is bad weather or transport problems. Mat said: “Be prepared and always have a contingency plan. This can be as simple as making sure you have all your AV leads for any situation. “If you are using an event


planner, schedule some time to go through what you could do for worst-case scenarios then you will be prepared on the day. And if you are having problems, talk to the venue support team as they will have plenty of experience in troubleshooting.” In order to make the day run smoothly, make sure you visit the


venue in advance – remembering to make sure that all colleagues/ staff who will be helping out see the space too, so everyone is familiar with the location. Gemma said: “Plan ahead who


will do what: delegation is key to staying calm and in control on the day of an event.


‘Use all the media available to you, including social media and print publications’


“Arrive at the venue early or ask


to go in the night before to familiarise yourself and do any necessary set up. Most venues will be happy to allow this if they are pre-warned.” Don’t forget to plan your


evaluation of the event. You may choose to hand out questionnaires at the event or follow up with an online questionnaire – both methods have their plus points, and whichever you choose you will get useful data on how to make your event even better next time. Mat added: “Plan ahead, liaise


with your venue, ensure there is plenty of promotion and you are bound to have a great event that everyone will enjoy.”


Some of the event spaces and facilities at NRC Birmingham


62 CHAMBERLINK April 2020


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