Event & Meetings Organisers: The Key Concerns
Based on Conference & Incentive Travel’s State of the Industry 2016 report, we address the key topics concerning Event Planners when organising conferences, meetings and events.
There is a huge pressure on the event planning industry to deliver increasingly more impressive events, but this year that
challenge has been made greater by stagnant budgets. The survey reports that 30% of corporate event planners cite budget as their biggest internal barrier to delivering events.
A key solution is for both planner and venue to be flexible, and to find the sweet spot where budget meets perfect event. The Elvetham event planners work tirelessly to surpass expectations, while also suggesting concessions so that you stay within budget.
Our top 3 tips on maximising value:
- Be flexible on your time of year/days of week. Just like holidays and weddings, seasonal demand will affect the cost of your event.
- Meet your Event Planner as soon as possible. Getting as much detail in your original costings will result in the best value quote.
- Keep your overnight delegates on-site. We offer preferential room rates to our event delegates, and block bookings with mean you get the best value. If your corporate structure allows for it, consider scaling your delegates into the corresponding tier of bedroom, rather than opting for all top-rate bedrooms for all.
2. Multi-discipline venues
There’s no escaping the issue of budget, and the dominant theme of C&IT’s report is getting more for less. Choose a multi-faceted venue adept at organising broad events that go beyond just providing a meeting space. Staying in one venue that fulfils all your needs keeps travel costs low, and prevents a logistical nightmare!
Take this example of a multi-faceted corporate event at The Elvetham:
8am Breakfast meeting
9am Conference with dialled-in delegates via high-speed WiFi
11am Small group tasks in break-out spaces
1pm Buffet lunch in The Conservatory
2pm Ready, Steady, Cook competition and cocktail class team building
4pm ATV buggy racing
7pm Drinks reception
8pm Formal dinner
10pm Live music, dancing, firework display
2am Guests stay overnight in 72 bedrooms, with the benefit of no music curfew for the exclusive event!
3. Innovation and creativity
A top challenge as cited by 10% of corporate event planners, we appreciate that stakeholder expectations increase every year. Coupled with plateauing budgets, creating the wow factor is no easy feat for event planners!
Combat the feeling of Groundhog Day at your meeting, conference, or team building event by choosing a venue with a reputation for continuous improvement. The Elvetham partners with third-party event companies to keep our offering fresh, including activities like Crystal Maze, outdoor pursuits including falconry, and cocktail or sushi masterclasses.
63% of event agencies said London was their top UK event destination, but perhaps even more important is the accessibility of the venue.
We’re fortunate at The Elvetham to be nestled in glorious Hampshire countryside; a stone’s throw from the M3 and high-speed rail links to London. These transport links, and our helicopter landing spots, make The Elvetham a popular choice for London companies that want a change from the usual grey concrete city meeting spaces.
If your event must stay in London, consider our sister property The Petersham in Richmond-upon-Thames. Victorian splendour, first class hospitality, and close historical ties to England Rugby, make this stunning hotel and restaurant the perfect place for private dinners and meetings.
Want to maximise your budget and impress your stakeholders in 2017?
Speak to our friendly team and start planning your next event today!
Telephone: 01252 847 233
Click here to learn more about our meeting facilities.