Tips and tricks for event planning | Spathios

Event Planning & Organision Tips

Event organization

As the world becomes more integrated and global, with social media becoming a key part to any brand, a flawless corporate event will bring awareness to your business. Any event planner will tell you the key to hosting a successful event for your company, brand, or organisation is that it’s all in the planning.

At Spathios, we know events, and we’re here to help you make sure yours goes off smoothly from start to finish. Below, we list out everything you need to do before, during, and after your event to make sure its exactly what you envision.

Event Planning in Three Stages

Any good event organiser will set out to plan and execute their event in three key stages:

Each event planning stage includes multiple steps, with each coming together to make your event the best possible event it can be.

Event organization

Event Planning: Pre-Production

1) Create an event briefing

Your event briefing outlines everything you expect from your event, and makes managing the day-of that much easier. Your event briefing should outline the target audience, event objectives, date & time of the event, and everything else your event might need. A good event briefing means that if you’re sick or unable to attend the event yourself, someone else could pick up the briefing and run the event for you.

No matter the type of event you’re hosting (except for maybe a private party or casual celebration), if you have goals and objectives in mind it’s probably a good idea to have your briefing written down. This is true for anything from a seminar or conference, a corporate event, or a workshop or training.

2) Set the goals of your event

Most organised events have a goal, objective, or philosophy the host wishes to convey to their guests. These goals will affect the messaging of your event and how that is told to your attendees. If your event is successful (and we hope it will be!), your guests will leave with a better understanding of your brand, company, values, or knowledge you wish to impart onto them.

3) Guest list & invites

Without your guests, there will be no event. Write down your guest list and use that to send out invitations. While you can generally get away with email invitations for informal affairs, you should mail paper invitations to guests if you’re hosting a more formal event.

You can find invitation templates online, and personalise them for your brand or message, but all invitations should include:  

For longer events, such as multi-day conferences or workshops, it might be helpful to include a schedule of the day and what guests might expect.

4) Find an event venue and choose the date

Choosing the right venue can make or break your event, no matter how much planning goes into it. The right space can help to convey the messaging of the event, make guests feel comfortable, and ensure the day goes off without a hitch.

No matter the type of event venue you need, Spathios has different spaces for hire across London, Madrid, Barcelona, and beyond. You can find and search for event venues by the hour, and filter through them based on capacity, size, and amenities.

Consider the needs of your guests when choosing a venue. Parking, disability access, number of bathrooms, and easy access by car and/or public transportation are all important things to consider when choosing your event venue. The ease and comfort of your guests should always be top priority when it comes to your event planning.

You’ll also need to choose a date and time for your event. When it comes to corporate events, Wednesdays and Thursdays have been shown to be the best days for attendance, while events that go later into the night should be on a Friday or Saturday.

5) Event budget

Unless you’re given carte blanche, you will need to prepare a budget during your event planning.

Consider everything when preparing a budget, and list everything you may need to pay for. Beyond event venue and food, you may also need to consider: audiovisual equipment, seating, decorations, staff, catering, and assembly & disassembly. You’ll also need to think about whether you want to do this yourself or in-house, or outsource various jobs and tasks.

⚠️ Consider finding sponsors that share your company or brand’s values for your event.

6) Event promotion

Once you have the location, date, and time locked down, you may need to promote your event to your target audience or the general public.

Some ways to promote an event are: speaking to the media, running a PR campaign, creating a specific landing page on your brand’s website, running campaigns on social media, or sending out emails to clients on your mailing list. 

💡 You should also send the occasional reminder to guests who have RSVP’d, particularly as the event date grows closer.

Event organization

Event Planning: Production

7) Event rehersal & the day of your event

For most major events, such as large corporate events or multi-day conferences, you should run through a rehearsal and meet with everyone who is involved before your event takes place. You’ll get a better understanding of how the day will go, timing, and other important details you can’t predict ahead of time. Of course, anything can happen the day of your event so remain flexible and take everything in stride on the day itself.

Event Planning: Post-Production

8) Evaluate the success of your event

After your event, you’ll want to evaluate it’s success and the return on investment you expected.

For professional events, it can also be a good idea to send your attendees an opinion survey for their thoughts on the event itself, any suggestions they might have, and to find out if the goals you set out to achieve were met.

Sending out an opinion survey also gives you a chance to thank your guests and those involved with the event itself, include your brand’s social media links, and keep connected with everyone for future events.

9) Reporting

Following your event, follow up with social networks and the media, to see how much press your event received, the scope of your event, interactions and comments people made about the event, etc.

You’ll be able to compile this information to create a full analysis of the event and make changes for anything in the future you might do. 

Event organization

Spaces for Hire with Spathios

Every event needs a space, and for every idea there’s a space with Spathios. Our easy to use search engine lets you search and find all the best spaces in your city no matter the event or activity you have in mind. We have the perfect venue for your next corporate event, private party or celebration, or photoshoot or filming.

You can filter by event or activity type, size, capacity, and amenities, and compare hundreds of venues using our website. Once you find the perfect space? Book it in just a few minutes, 100% online. Not sure what you’re looking for? The Spathios team is here to help find you the perfect event venue for hire no matter the occasion.

Search, find, and book the best spaces in your city in just a couple of clicks with Spathios.

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