Preparation is the key to a successful meeting or conference - it is essential that nothing is left to chance.

Here are a few points to consider: AV Equipment / Staging and Set Design / Sound and Lighting / Catering / Marketing / Motivational Speakers / Activites / Theming...

Audio Visual Equipment - Make sure that you know what your AV requirements are. Find out from all the speakers their exact requirements so you don't have to deal with unexpected queries on the day! Check the venue for power and telephone points - do they have ISDN lines (or will they have to be brought in?). Make sure you have the name of the Technical Manager at the Venue and if possible speak to him beforehand. At EventWise we can help with everything from the most basic flip chart and OHP to offering you the latest in technology, including web casting and interactive multimedia systems.

Back to top

Staging and Set design - Make sure you know what you want in terms of layout and setting for your event. Look at this then with the venue in mind - where do you want the stage to be, where are the doors, where are the windows - all these things sound like simple considerations but you don't suddenly want to be stuck with rays of sun streaming onto the screens! You may wish to bring in a professional set design company to deck the space to your exact specifications - we can point you in the right direction of some of our top suppliers.

Back to top

Sound and Lights - Making sure that your speakers can be seen and heard is essential. Find out beforehand whether they prefer a free-standing or roving microphone - where will the PA system and speakers be - having a technician on hand is always worthwhile.

Back to top

Marketing and branding - Will the venue allow you to put up your own branding? Do you have existing materials or will you need to get them produced (remember a good lead time!). If your delegates don't know each other very well - you will need to think about name badges or place cards. What about corporate gifts or branded pens and paper - whatever you want to do it is imperative to give yourself a realistic lead time to ensure that your requirements can be achieved. Call the EventWise team for advice!

Back to top

Motivational Speakers - Sometimes getting a motivational speaker can offer a different angle to your corporate messages. Consider someone to suit your audience - a comedian to lighten the atmosphere or an Olympic sportsman to encourage determination, team work and individual focus.

Back to top

Activities - If you want the focus on team building - at the right venue an "It's a Knockout!' can be fun as well as motivating or for smaller venues Human table football or Gladiators will always bring out the competitive nature. How about giving delegates an evening of games to liven up the proceedings - race nights, giant Scalextrics, Jenga and Connect 4 or how about human table-football or skittles. If you're planning such entertainment you should make sure that the venue will be suitable and you have enough staff to assist with them!

Back to top

Themes - Give your delegates a break from the formalities with a themed dinner How about 'An Oscar night ' to get everyone in the mood for some fun awards - adding a couple of lookalikes to mingle with your guests is always fun.