If you’re looking for somewhere different to hold your office meeting, or want to meet with clients or other companies for an event, then you’ll want somewhere that has everything you need.

Here’s how to choose the perfect meeting venue.

1. You’ll need to decide where you want to hold your meeting. Will it be in the same town or city as your company is based, or will you choose somewhere central so that it’s easy for all guests to reach?

2. You’ll want to book early so that your chosen venue is available when you need it. The popular places will book up soon, so if your meeting has to be on a certain day of the week, or at a certain time of year, you’ll want to book as soon as you can.

3. It’s important to check that the meeting venue you choose has all the facilities you need. Does it cater for the number of people in your meeting or conference? Are meals and refreshments available? Are they included in the cost, or will guests have to pay themselves?

4. You might want to choose a location that’s away from your normal working environment. If you work in the city, why not see if being in the country side can be inspirational, and help you think of new ideas? Would a round of golf before or after your meeting help your staff or guests to unwind, and be open to your ideas, or be more productive?

5. The room layout will need to be flexible, depending on the purpose of your meeting. If you’re giving a talk to your staff, then you’ll want the seats to be laid out facing the front. If you’re splitting your guests into groups, then you might want separate rooms or areas for them to come up with new ideas..

6. Has the venue got the technology you need? If you need a projector, or internet access, is this available as part of the cost, or will you need to pay for this in addition? Perhaps you’ll need video conferencing facilities, or access to additional computers. Can the venue help you with this?

7. You’ll want to choose somewhere relatively quiet so you’re not interrupted. Perhaps you’ll want to choose a hotel with a good reputation that has the conference or meeting facilities that you need.

8. You’ll want to make sure that there are additional facilities for after the meeting. Is there a restaurant, or will staff have to go elsewhere to eat? Are there rooms to stay at the venue, or will guests have to book a nearby hotel? What sorts of leisure facilities are available at the venue, or nearby?

9. Spending time out of the office can be a good way to help improve productivity. By being in a different environment, your audience is more likely to listen to what you have to say. You also encourage team building and staff from different departments to spend more time with each other at a venue other than the office. If you want to impress your clients, or show your staff that you value them, you’ll want to choose a suitable venue.

10. You’ll want to make sure that you get value for money and won’t be paying for facilities or extras that you don’t need, but you shouldn’t choose a venue solely on cost. You won’t want your staff or guests to moan about the venue, or the fact that they had to pay for everything.

Now you know more about how to choose the right location, perhaps now is the time to choose your next conference or meeting venue.

If you’re looking for a meeting place that will impress your guests, and offers everything you could need, then why not see if Carden Park, a leading Cheshire Meeting Venue meets your needs? Leading luxury Cheshire Hotel, Carden Park, is located near Chester, and is easily accessed by car, and rail, and is less than an hour away from both Manchester and Liverpool Airports. If you’re looking for luxury, you’ll want Carden Park.

No matter what type of party you are planning, the music you choose is vital for creating the atmosphere you want, and for keeping your party guests entertained. Whether it’s a mellow affair of High Tea and sandwiches or a rage till dawn for you and 200 of your closest friends, a professional DJ can cater for your requirements. Some DJs specialize in certain areas in which they feel more comfortable, and it is important that you meet with and chose one who fits in with what you imagine your party to be. There are also special considerations for each type of party.

Children’s Party

Small children requires a DJ who is outgoing, bubbly, patient and in touch with their level of thinking. They need an entertainer who is enthusiastic, and above all, friendly! This takes experience in dealing with various behavioural issues. Training should also have been undertaken by the DJ in what to do and what not to do! A DJ should have a ‘Working With Children’ ID card and have experience dealing with children in other areas. He or she should be able to take control of the group, allowing you to relax and enjoy the party.

Party games and special effects are a necessity for small children. Does the DJ initiate and control games such as ‘Pass The Parcel’? Is there a light show, smoke machine or bubble machine? (Be aware of any asthmatic children and their sensitivity to the ‘smoke’). Will the DJ’s entertainment package include lolly bags and prizes for the games? Some DJs offer a karaoke option, usually only recommended for children over eight, though.

Keep the party relatively small in numbers to help ensure a fun time for all.

Teenage Disco

The DJ should have the expertise, skills and personality to motivate and entertain children from 11-16. This requires training and experience. The mobile disco should come with up to date music and equipment of a professional quality. Is there a lighting show included in the cost? Some DJs are able to offer synchronised lights, or shapes and colours which will excite and delight your guests. Is the equipment backed up, and regularly checked for safety?

Are you and your teenager able to access a music selection list online, to create a personalised list?

Does the DJ send written confirmation, provide replacement cover in the event he is unable to attend, and does he have liability insurance?

Choose a venue that is enclosed, not too big, and keep the number of guests to within a manageable number.

Adult-Aged Parties

At any age level, a DJ needs to ‘read’ and respond to the crowd, more so with adults. Whereas children are far more willing to join in, adults can sometimes need encouragement to get up and dance! The DJ needs to be able to speak to your guests and motivate them to have a good time.

His music repertoire must be extensive, if he is to cater for a broad range of requests. With a good ear, he can couple songs together in a way that keeps everyone dancing, and join songs of the same style together into blocks of similar dances. Choosing someone with a high level of experience helps to ensure you get someone who can handle any type of crowd, and will be organised and reliable.

Does the DJ cover indoor and outdoor venues?

Ensure you get a contract, so that the expectations of both you and the DJ are set out clearly in writing.

A professional DJ service will have a comprehensive website that allows you to view the costs, suggested playlists and the equipment that will be used on the day, so that you can make an informed decision, and feel confident that your party will be a success.

For more info on DJs, check out my Melbourne DJ hire site.

In order to plan an event, you need to establish dates and alternate dates, budgeting, choosing and reserving venue location, obtaining permits and coordinating transportation and parking, along with event registration procedures and systems.

Some other tasks of event planning, depending on your type of event, may include interior design, choosing rooms, tables and chair design, contracting electric and lighting crews, audio/visual, etc.

For an outdoor event, security, parking, portable toilets, emergency and health professionals and clean up and sanitation are all things to plan for.

Event Planning Tools

There are event planning companies that provide meeting and event planning solutions, as well as online software tools that include multiple sub-programs like email blasts, invitations and reminders, and online help tips and suggestions as you go along the process.

If you are doing it on your own, there are some very important event planning tools you will need to help you, such as guideline sheets and checklists, forms such as Registration Forms, Budget Analysis Worksheets, Safety Guideline Checklists, Meeting Space Calculators and Meeting Supply Lists, etc.

Event Budgeting

In order to keep organized and prevent you from going over budget, use a spreadsheet with categories like Projected Expenses, Actual Expenses, Notes, etc. Track venue rental costs, catering costs, decoration and design expenses, transportation charges, etc.

Event Venues

Take a checklist with you so no important details are forgotten. Get phone numbers of venue management staff to communicate details for any reason. When selecting a venue, get familiar with the management team so they can help you determine if the venue meets your event’s needs.

Event Design

Speak to venue managers to learn what options exist to help resolve possible design difficulties. If there is room in your budget to hire a design company, they are expert at coordinating design with event theme and guest needs.

If you are doing it yourself, and trying to make it on a smaller scale, then ask yourself if your event will be ceremonial or laid-back. Whether it’s lighting, audio/video, or invitation printing, you need to know how thrifty you need to be. Many venues have ready-to-go props, lighting and podiums available since they host of all sorts of meetings and events often.

Event Supplies

Once you decide what type of event you want to make, this will determine what sort of supplies you will need. If it will be of a festive nature, you’ll need a compressed air tank and some balloons, maybe rope, tape or cable, some paper towels, etc.

If you are having a business meeting, then pens, pads, bottled water and a white board maybe in order. If it’s a party you’re throwing, then gifts, party favors, food, drink and napkins would be on your list.

Event Catering

If you are throwing a fully catered event, taking the dietary requirements of your guests into consideration is a priority. There may be religious requirements such as Halal, Kosher, etc. Perhaps medical needs must be provided for those with Diabetic or Vegan diets, etc.

If your event will last more than two hours, you should have a variety of snacks available. If meals are in your plan, then make sure to have low-fat and vegetarian foods available.

Make sure your budget can afford the quantity and quality of food you are providing.

Some venues will have in-house caterers that can help out with all or some services like tables and chairs, decorations and waiting staff, even if they don’t accommodate the desired menus.

If all you had in mind was a short meeting, have at least coffee and water available.

Event Registration

There are companies which provide these services online and onsite as well as software you can use to do it yourself. Important factors to consider when mapping out your registration process are: will it be online/offline, free or fee based, onsite automated or manual registration, how will tracking in/out traffic be done, etc.

Event Lighting

Depending on what type of event you are having will determine what type of lighting, power requirements and ease of access you will need. Once the type of event you have chosen is determined, you would make an accurate layout plan that complies with local ordinances.

You may want to light any areas that people usually take note of, such as floral arrangements or bar areas. Be careful to place ample lighting, setting a warm glow in which people and food can be seen.

A room can be altered by adding different colors on the walls and ceiling. Spot lighting and color effects can be added to emphasize performers and speakers on stage areas.

On a dance floor, adequate lighting allows the guests to feel like an important part of the event. Most likely, your event will have some sort of video projection.

In the future, lighting fixtures that double as video projections will become the norm. Lighting, landscaping, or decorating the exterior of the facility can have a dramatic affect on arriving and departing guests.

After all is said and done, the event planning job has been done well when all the pieces to the puzzle flow seamlessly together. Equipment and supplies arrive on time and in place, people are safely and soundly delivered to appropriate destinations, and everyone got what they came for. It seems overwhelming, but successful evens happen on a daily basis, and you can do it too!

Everything you need to know about Event Planning and Management, including ideas for marketing your events, can be found at: Event Management.

Get all of your logo-imprinted merchandise for promoting and marketing your event at: Promotional Products.