Event Planning

Who is taking part?
When planning corporate entertainment or a team building event the activities you should consider depend on many different factors.

What are the guest’s roles? What are their nationalities? What is the age range? What is the gender split?
These elements will all influence the event as you wish to choose an event that will not only meet your objectives but also attract and retain the interest of your delegates or guests. Remember, the most lavish corporate entertainment can be a disaster if you fail to take the interests of your guests into consideration.

How many people are taking part?
Superficially an obvious question but for good corporate entertainment larger numbers often require an event with quick rotations so that there is more team interaction. Smaller numbers may allow for the team to work on certain in-depth team building aspects.

Knowing the number of guests is also essential so that your team building company can propose the correct event to meet your objectives and ensure that interaction is maximised and ‘dead’ time minimised.

Why? - The Event Objectives
Whether the event is for team building or for corporate entertainment, before you start any planning you must consider and establish clear objectives and this will dictate the style, type and structure of the event. If delegates have been in the same conference room for two days a table based mental task may be one step too far. However, if you are looking to get a team working towards a common goal, a competitive outdoor event may not be best suited whereas it would be a perfect way of saying “thank-you” to a team for a job well done.

Do delegates work together on a daily basis? If so concentrating on crossing boundaries may be an appropriate event choice. For delegates who only speak on the phone, activities that focus on communication and working together may best achieve your team building objectives

Whatever your objectives clearly establish them at the outset – even if they are quite simply “Let’s have fun!” You must then make sure that they are clearly understood by your event organiser or provider.

When - The Date?
Make sure that your planned team-building event doesn’t clash with major sporting events, other meetings and events at your workplace and popular holiday periods. Certain times of the year will be more popular than others.

Christmas is obviously a popular time for corporate entertainment, but festive events are so often left until the last minute when availability is at a premium. Planning ahead is essential.

When - The Time?
When to hold the team building needs to be carefully considered. In a three-day meeting, holding an activity on the second day may mean that you can often use the event to emphasise some of the key factors of the conference. On a one-day meeting you may decide to hold a thirty-minute high-energy icebreaker in the middle of the day to keep enthusiasm levels high and eyes open!

Where - The Event Location?
Not all corporate entertainment can be held at all venues. Few city centre venues have grounds for large scale outdoor activities, some team building events need certain room heights; some venues have restrictions on amplified music. When considering the venue, location, access, size, availability, facilities, grounds, costs and style - modern city centre, country house, unusual venue - all need to be taken into account. Each will have an influence on the overall success of the event.

The Guests
Some events can involve quite physical activities, others are mental challenges and some are a mix of both. Team building will fail and corporate entertainment be a disaster if the activities are not realistic and achievable with guests positively encouraged. It is important to remember that nobody will benefit if an individual is be forced to do an activity which embarrasses them or with which they feel uncomfortable However with careful consideration at the planning stage as to who is coming and their different abilities then usually the hard work is done.

What are the guest’s roles? What are their nationalities? What is the age range? What is the gender split?
These elements will all influence the event as you wish to choose an event that will not only meet your objectives but also attract and retain the interest of your delegates or guests. Remember, the most lavish corporate entertainment can be a disaster if you fail to take the interests of your guests into consideration.

Noise!!
Some indoor and outdoor events use amplified music or authentic African drums and most result in the exuberant participation of your guests! Make sure that the venue understands what you are doing to ensure that you and they do not receive complaints from neighbours or companies in nearby conference rooms.

Knowing the number of guests is also essential so that your team building company can propose the correct event to meet your objectives and ensure that interaction is maximised and ‘dead’ time minimised.

Past Events?
Whether the event is for team building or for corporate entertainment, before you start any planning you must consider and establish clear objectives and this will dictate the style, type and structure of the event. If delegates have been in the same conference room for two days a table based mental task may be one step too far. However, if you are looking to get a team working towards a common goal, a competitive outdoor event may not be best suited whereas it would be a perfect way of saying “thank-you” to a team for a job well done.

Your Budget
The dreaded word! This is the time clients come over all coy. Nobody goes out to buy something without knowing how much they are able to spend. There is nothing different with corporate entertainment or a team-building event. At KDM the reason we ask is not so that we can sell you the same event for more money, it is so that we can propose the right event for you. After all why have a look-a-like if you can afford Sean Connery himself!

Christmas is obviously a popular time for corporate entertainment, but festive events are so often left until the last minute when availability is at a premium. Planning ahead is essential.

Have you told your Event Organiser Everything?
A client who recently held a James Bond evening asked us at KDM if we could slow their sales teams drinking speed down … no easy task! However, as the bar was paid on account we introduced time slots when drinks could only be bought with casino chips for part of the evening.

Organising the Event
If you have the time or if organising conferences, corporate entertainment and team building events is your job then researching, creating and delivering your event can be very rewarding. If however like most organisers, organising the event or conference is a task given to them in addition to their other roles then it has the potential to be a time-consuming and stressful time.

We do however have a solution – use a professional organiser like KDM - it’s as simple as that. We’ve dealt with every type of booking imaginable and have contact with hundreds of suppliers and venues. We can guide you through the minefield of picking the right event: whether it’s a Gala theme night, a team building activity, a company fun day or a corporate conference.
We are completely independent and we are unbiased. We eliminate the stress, allowing you to deliver and enjoy your event and also take the credit for a job well done!

Whether organising a conference, team building or corporate entertainment, in order to find the most suitable venue for your conference your organiser needs to know everything! At this stage we know that the detail of the event is unlikely to have been finalised but an outline of the proposed itinerary – with the following detail - is essential to ensure that you get the right venue, in the right location – and at the right price.

How Many Guests?
It’s an obvious question but an essential one – how many delegates? A hotel with 70 bedrooms may offer availability if you are a group of 50 but not to a group of 60 as they will be restricted in filling their other rooms. You don’t need to be accurate at the initial planning stage but should be within a variance of ten per cent.

If you can guarantee a certain number of delegates, some venues might offer exclusive use. Beware though – a long lead time is essential as you need to guarantee almost full occupancy and invariably some small bookings will already have been taken for your date. For non-residential meetings or events Stately Homes and Unusual Venues are invariably taken on an exclusive use basis.

Pre-event planning needs to consider who the delegates will be, how many should be invited, and how many are expected to attend. Knowledge of these elements are essential for budgeting. You also need to consider whether there will be special guests or media representatives who need special facilities, overseas delegates who need interpreters or VIP's who may need additional security.

When Should I Book the Venue?
It is important to book the venue as early as possible as otherwise arranging other factors will be difficult, if not impossible. Make sure you book your venue as soon as you have your date confirmed and then work backwards to establish a timetable of events. Whilst some clients like to source their own venue, others use professional help to decide on a venue. A venue finding company can offer a speedy and often free service, as their commission is paid by the venue rather than by the client.

Obviously an exact date with possible alternative dates is ideal, as flexibility will give you more options and a better likelihood of obtaining the ideal venue. Whenever possible we’ll put forward the ideal venue on the ideal date, but on odd occasions you may have to choose between the ideal venue on a suitable date or a suitable venue on the ideal date! If you are specific about the date you will have less flexibility … particularly in the prime months of June, July, September and October or when you have a short lead-in time.

The format and duration of an event are important factors and will have an effect on availability. An event requiring several syndicate rooms, a main auditorium, exhibition space and separate dining facilities will have a much more restricted range of options than an event for thirty delegates needing a single room with theatre-style seating.

Timing
Timing is a key consideration; both to allow adequate time to plan the event and also to make sure delegates are able to attend. Holding an event during a busy work period or during the holiday season could have an effect on attendee numbers.

Where?
Who’s coming and where are they coming from? Will people be travelling by plane, trains or car? Does the venue therefore need to be easily accessible from the tube, a main-line station, an airport, or a motorway? These are all important issues, which will help you, decide on the location for your event.

Why?
What is the purpose of the meeting – an incentive might require a different style of venue to a top-level management retreat, a training course or a sales conference.

You need to consider whether delegates will be listening and passive, or if a high degree of participation, perhaps involving team building or outdoor activities will be involved as this will impact upon the type of venue you require.

What Space Do You Need?
Do you just need a single room for the meeting or do you need breakout rooms in addition? Do you need different rooms for different sessions as they need different layouts? Do you need private dining on one or more nights?

The Layout
It may seem straightforward but there’s a lot to consider as different layouts require differing amounts of space and this will dictate the size of room you need. The layout is essential to set the style of the meeting and it is important to get this right to ensure that the event runs smoothly on the day. See below for the different room layout options.

Natural Daylight
Not all conference rooms have natural daylight. It is a selling point of most venues but needs to be clarified at the booking stage of the enquiry.

Team Building Activities and Corporate Entertainment
If you are planning team-building activities - either indoor or outdoor - during the event it is important to consider this at an early stage as each venue varies in terms of the activities that can be done on site or locally.

If your event is going to feature corporate entertainment it is important to check out suitable acts to ensure that they are right for your event. It is also vital to ascertain what technical support they will need such as sound, lighting and staging. At KDM we know from experience what can be done, where it can be done and what is needed and that experience is all part of the KDM service.

Speakers
If the event or conference features speakers, check what facilities speakers will need such as a laptop, internet connection, data projector or assistance with preparing their presentation. Always send out a running order in advance so that everyone involved knows what is happening.

Your Budget
An issue about which a lot of people are coy in the mistaken belief thinking that revealing it will put the price up. It is important to consider this at an early stage remembering that in addition to the headline accommodation rate you might also need a budget for room hire, wines, speakers, staging, audio visual equipment and entertainment.

And whilst at KDM we will always try to spend your budget, we will always make sure that you get the best value out of every penny.

First a Word of Caution:
The best policy is to decide whether you wish to source the venue yourself or use an agent. If you wish to use an agent choose to work with the one you feel will give you best service and then be open and trust them. Only then can they give you the service you should expect.

Should You Use a Venue Finding Company?
If you have the time or if organising meetings, conferences, corporate entertainment and team building events is your job then researching, visiting and finding the right venue yourself can be rewarding. If however like most organisers, organising the conference is a task given to them in addition to their other roles then it has the potential to be a time-consuming and stressful time

If you use a good agent they will save you a lot of time and effort, as they will:
 

Provisional Bookings
Most venues will hold a provisional booking for a client to enable them to consider their options. The length of time will vary from two days to two weeks, largely depending upon the time of year. Few venues will hold provisional bookings indefinitely. Increasingly venues will release your provisional booking if another client is prepared to confirm before you have made up your mind.

First Option Bookings
This is where you have the venue on provisional hold above other clients. Usually venues will contact you if they have a second enquiry for the date that you have on hold, or if they are not kept updated with progress of the booking.

Second Option Bookings
This is where another client already has the venue on hold at the time of your enquiry and you put them on hold as well. Usually we would only do this if this were the venue of choice. We would normally ask the venue to chase the first option booking in an attempt to gain first option status.

Confirmed Bookings
When is the venue confirmed? In the majority of cases the venue will be confirmed on completion of a confirmation form or provisional contract. At the time of contract there is flexibility with numbers final numbers are generally required seven days prior to the event.

Cancellation Policies
Different venues differ and the contract will stipulate any charges in the event of a cancellation. Usually the lead-time of the cancellation will dictate what costs will be incurred.

Dietary Requirements
This is a must of you want the event to run smoothly on the day. Vegetarians, vegans, pregnancies, diabetics, nut allergies, religious and gluten free diets all need to be considered.

Accomodation
Whos coming? Does anyone need to be upgraded to a luxury room? Is there a pecking order in which you want rooms to be allocated? (The Chairman tends to get upset when he discovers that the Marketing Assistant has a better room than he does!)

Does anyone need a non-smoking room? Is everyone based on single occupancy? Are the people in double rooms couples? Do there need to be broadband connections in the room?

Final Itinerary and Timings
Sounds simple but timings can cause issues. Is the room layout remaining the same throughout the day? Is lunch being provided in the same room? Are you having private dining or any activities in the room? All of the times need to be known so that turn around times and coffee breaks can be correctly timetabled.

Who Pays for What?
Is the company or the delegate paying for any extras? In part this will depend upon what is included within the rate quoted but wines, bar bills, newspapers, laundry and mini-bars will still need to be considered. Items to be paid by the company will go on the companys Main account and other items on individual or room accounts.

You need to stipulate what goes on the Main account and who has authority to charge items to it. Some companies will have a bar limit after which point the main organiser can be contacted regarding the next decision. Unless you want to gaze in horror at the companys bill the following day always appoint the finance director or a teetotaller for this task!

Checking In
Depending on your schedule there may need to be an exclusive check in desk for your company not only will this speed up you check in times but it will also give a specific area for your delegates to head towards. You may also need other signage directing your delegates to a certain conference room.

This always requires careful thought and planning, particularly if delegates are responsible for their own bar tabs and extras. Even just forty delegates queuing to register and have their credit cards swiped can cause friction and a delayed start to your conference

Checking Out
Again requires some thought, particularly if your conference continues on the last day as the venue will invariably need the rooms cleared by 10.00 am. Arrangements will need to be made to store baggage and for individual guests to pay their room bills.

Vat - Inclusive or Exclusive?
Depending on what your enquiry involves, each venue might quote rates in different ways. Some venues may quote exclusive of VAT. Others will quote a VAT-inclusive price. Within a VAT inclusive price there will invariably be a zero-rated element for room hire (if the rooms primary function is for a meeting or conference rather than catering).

Room Only
This rate is for accommodation only. When quoted room only, you need to be aware that there is an additional charge for breakfast, normally between 12 and 15 per head.

Bed and Breakfast (B&B)
This rate is based on double or single occupancy. This can be two people in a twin room, two people in a double room, one person in a single or one person in a double. State, when making your enquiry, if you require a double bed for one person as the rate often differs from a single bedded room. Also check whether the breakfast is continental times or full English. What time is breakfast served in the morning?

Dinner, Bed and Breakfast (DBB)
This rate is as above, but also includes dinner in the restaurant. Within the rate, the client will have a certain allowance for food in the venues restaurant. Any amount in excess of this allowance will be charged to the client separately. If it is a rate quoted for a party of guests there will invariably be a separate charge for private dining.

24 Hour Delegate Rate (24HR)
The basic rate normally includes 2 servings of tea and coffee (one in the morning and one on the afternoon), conference room hire, 2-course hot and cold buffet lunch, 3-course evening meal, accommodation and breakfast.

Each venue has its own package - some include unlimited refreshments, screen, flipchart, projector, syndicate room(s), Danish pastries and more. Private dining and the use of an outside area might be subject to a separate facility fee. As with most headline rates costs vary a good agent will know which venues are most cost effective for your specific requirements.

Day Delegate Rate (DDR)
This rate normally includes 2 servings of tea and coffee (one in the morning and one on the afternoon), conference room hire and a 2-course hot and cold buffet lunch. As with the 24 Hour Rate, this package will differ with each venue

Rack Rate
This is the published rate and is negotiable, although the extent will vary according to the time of year, the day of the week, the number in the party in relation to the venue size and confirmed bookings for the time of the booking.

Activity Site Hire
This charge can sometimes be included in a delegate package, but more often than not, the venue will make some form of charge. This can be per head or a fixed amount. Some venues do not charge for using their grounds dependent upon the nature of the event and the value of the booking.

Always find out where the site is in relation to the venue as it can often involve a walk of up to 10 minutes, in which case you may need transport and toilet facilities. Many venues cannot accommodate certain events so will have contact with a nearby farmer or landowner.

Private Dining
There are many different ways a venue can quote for a private dinner. Some may include it within a 24hr delegate rate, whereas some might charge a supplement

If you are not staying overnight, dinner costs will be quoted with a starting price per head as there will be range of menu options and prices. Many venues will include private room hire within this per capita cost based on a minimum number of guests. Make sure this is explained when enquiring.

Syndicate Room Hire
Syndicate rooms differ in size and price. Some venues may include one or more syndicate rooms within a 24hr or Day Delegate rate, this will normally hold up to 10 people, boardroom style.

Conference Centres
Conference centres either tend to be purpose built or specifically converted and upgraded and are focussed upon providing facilities for companies off site meetings, conferences and training courses. They tend to be very busy during the week and offer leisure breaks and weddings at weekends to fill their rooms.

They are designed for flexibility and are geared up to be able to turn rooms around quickly when required, and can quickly turn a conference room into a room for private dining. Whiteboards, screens, video projectors and flipcharts and are readily available on site and are often, but not always, included within the price.

Speed check-in desks and breakout rooms will be regularly requested and available.
Unless private dining is specifically requested dining is usually in the restaurant along with delegates from other companies. The bars are again public areas again unless private space is booked.

Conference centres vary enormously in quality and character and always have a good mix of conference rooms, syndicate rooms and bedrooms.

Hotels
Hotels invariably aim for a mix of residential and conference business and their bias tends to be towards bedrooms rather than meeting space. The mix varies considerably between properties but a conference requiring a relatively large number of breakout or syndicate rooms might not suit a venues business mix if it utilises all of their conference space but leaves them with a relatively large number of bedrooms to fill.

With few exceptions all are geared towards dealing with meetings and conferences and can offer similar facilities to a conference centre

Country House Hotels
Will usually be a little more restricted in terms of meeting space and the amount of onsite accommodation. They tend to be properties with character that have been tastefully converted. They are very popular for Company Fun Days and incentives and smaller senior level meetings.

Stately Homes, Unusual and Exclusive Use Venues They tend to be best suited for day meetings and events as few offer accommodation although there are exceptions. What they do offer however is style and exclusivity as they are often only available on an exclusive use basis.

Depending on what your enquiry involves, each venue might quote rates in different ways. Some venues may quote exclusive of VAT. Others will quote a VAT-inclusive price. Within a VAT inclusive price there will invariably be a zero-rated element for room hire (if the rooms primary function is for a meeting or conference rather than catering).

Room Only
This rate is for accommodation only. When quoted room only, you need to be aware that there is an additional charge for breakfast, normally between 12 and 15 per head.

Bed and Breakfast (B&B)
This rate is based on double or single occupancy. This can be two people in a twin room, two people in a double room, one person in a single or one person in a double. State, when making your enquiry, if you require a double bed for one person as the rate often differs from a single bedded room. Also check whether the breakfast is continental times or full English. What time is breakfast served in the morning?

Dinner, Bed and Breakfast (DBB)
This rate is as above, but also includes dinner in the restaurant. Within the rate, the client will have a certain allowance for food in the venues restaurant. Any amount in excess of this allowance will be charged to the client separately. If it is a rate quoted for a party of guests there will invariably be a separate charge for private dining.

24 Hour Delegate Rate (24HR)
The basic rate normally includes 2 servings of tea and coffee (one in the morning and one on the afternoon), conference room hire, 2-course hot and cold buffet lunch, 3-course evening meal, accommodation and breakfast.

Each venue has its own package - some include unlimited refreshments, screen, flipchart, projector, syndicate room(s), Danish pastries and more. Private dining and the use of an outside area might be subject to a separate facility fee. As with most headline rates costs vary a good agent will know which venues are most cost effective for your specific requirements.

Day Delegate Rate (DDR)
This rate normally includes 2 servings of tea and coffee (one in the morning and one on the afternoon), conference room hire and a 2-course hot and cold buffet lunch. As with the 24 Hour Rate, this package will differ with each venue

Rack Rate
This is the published rate and is negotiable, although the extent will vary according to the time of year, the day of the week, the number in the party in relation to the venue size and confirmed bookings for the time of the booking.

Activity Site Hire
This charge can sometimes be included in a delegate package, but more often than not, the venue will make some form of charge. This can be per head or a fixed amount. Some venues do not charge for using their grounds dependent upon the nature of the event and the value of the booking.

Always find out where the site is in relation to the venue as it can often involve a walk of up to 10 minutes, in which case you may need transport and toilet facilities. Many venues cannot accommodate certain events so will have contact with a nearby farmer or landowner.

Private Dining
There are many different ways a venue can quote for a private dinner. Some may include it within a 24hr delegate rate, whereas some might charge a supplement

If you are not staying overnight, dinner costs will be quoted with a starting price per head as there will be range of menu options and prices. Many venues will include private room hire within this per capita cost based on a minimum number of guests. Make sure this is explained when enquiring.

Syndicate Room Hire
Syndicate rooms differ in size and price. Some venues may include one or more syndicate rooms within a 24hr or Day Delegate rate, this will normally hold up to 10 people, boardroom style.

Please note: This is our understanding of the law and is for guidance only as we specialise in Corporate Events rather than VAT and Tax! We would recommend therefore that you speak to your accountant to clarify the situation.

VAT
Not all elements of an event are subject to VAT.