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Basic Steps for Professional Event Planning in New England

Basic Steps for Professional Event Planning in New England

corporate-event-planningWhether you are planning a professional meeting, mini conference, convention, training workshop or exposition, it is important to be organized and stay on top of everything that needs to be done. If this is your first time planning this type of event, you may be overwhelmed with all of the things that must be considered, from choosing elegant ballroom spaces or meeting and event space in Swansea, MA to searching out the best caterers, speakers and other essential vendors to help you make it happen. The rest of this article will focus on the basic steps required to plan your event at a local conference center in Southeastern New England so you don’t forget anything important.

Getting Started: Organize, Prepare and Schedule
The first part of professional event planning is to focus on your goals for the event and ask yourself what you hope to get out of the gathering. Organize all of your objectives and then speak with the on-site coordinator at the meeting and event space in Swansea, MA to find out whether you need to visit the facility in person or if you can just do it over the phone.

Some other things that you need to take care of right away at the beginning include:

  • find out about the services available at the facility – parking, audio visual, etc.
  • ask about policies and procedures, including cancellation policies and deposits
  • make sure that there is a meeting room or conference room or elegant ballroom spaces that are large enough – or small enough – to accommodate your group
  • ask whether you can invite other vendors to the facility or if there is a vendor list that you must work off of with approved vendors on it
  • make sure that there isn’t a big, loud party being hosted at the conference center in Southeastern New England on the same day as your professional meeting or event
  • get your agreement with the meeting and event space in Swansea, MA in writing so that there is no confusion or misunderstanding about the venue

Creating an Event: Making the Schedule
The next phase is to figure out what you are going to do, whether you will be bringing in outside speakers or if you want to have any interactive activities during the event. If you are simply hosting a business meeting, you will likely not have to worry about much outside of providing a bit of refreshment throughout the day – maybe a luncheon buffet, some beverages or a little Continental breakfast. For more intense events, such as a mini conference or actual convention, you should sit down and create a schedule of events for the day or days that you will be using the conference center. Include start times, break times, special event times, seminars, workshops, meals – whatever you be done on that day.

Consider hiring a professional speaker, trainer or experienced person from within your industry to come and speak at the event. Having a “headliner” on the brochure or website advertisement will sometimes increase interest and registration for the event. If you aren’t familiar with the speaker, make sure to ask for references, ask to view a video of past speaking engagements and make sure that the speaker knows what you want them to speak about so that there are no misunderstandings.

Work with the professional event planning staff at the meeting and event space in Swansea, MA to ensure that everything will be set up or available according to your requirements. Make sure that you have a supervisor or at least a single point of contact that you can get in touch with by phone, text or email if there are any questions or last minute changes that you require for the conference center in Southeastern New England. Things will change and questions will come to you – usually a week or day before the event – and you will need to know that you can get in touch with someone right away.

Consider Hiring a Pro: Professional Event Planning
If you get into the development of your corporate meeting or professional conference and realize that you are in over your head, you can hire a professional event planning team to step in and take care of it for you. You can also hire a part-time planner who will help you coordinate all of the vendors, sign a contract for the meeting and event space, hire speakers and take care of all the bigger details, while you still stay on top of the planning for the actual meeting, schedule and everything else. There is no shame in hiring a professional, companies do it all the time. Once you see how it’s done, it will be easier to take care of all the details yourself the next time.

Call Venus de Milo for Your Next Corporate Event
If you are interested in hosting a corporate or professional event at a local conference center in Southeastern New England, look no further than the beautifully designed and well appointed Venus de Milo, located in Swansea, Massachusetts. Dubbed one of the top ten restaurants in New England, Venus de Milo is not just a restaurant, but it is also a conference center, meeting space and event venue for clients all throughout the northeastern region. To find out more about Venus de Milo or to check on availability for your big event, give us a call at 508-678-3901 in Massachusetts or at 401-861-2780 in Rhode Island.

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