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how to plan an event successfully

How To Plan An Event Successfully

Are you planning to organize an event but do not know how to do? Here you will see how to plan any event successfully step by step. Read our blog, follow 8 steps and checklist to not miss anthing crutial for your special event day.

1. Establish Your Goal and Objectives

Before starting to organize anything, you should ask yourself “Why” you organize this event and “What” do you aim to achieve. Asking these questions is a good start also will bring about a great result.  The goals will lead you on the way of having a successful event. For example, are you willing to attract 50 people or 500? or are you aiming to raise awareness with the event or it will be more likely to develop business networks? Try to answer these questions before pass on to the next step.

How to plan an event successfully

Photo Credit: Piqsels

2. Organize Your Team

All events need an hard-work for all the details. To do so, sharing tasks is a good idea! We suggest you divide your team members into groups such as venue management, sponsor, budget and publicity with different responsibilities. You may also choose a person as a team responsible for each group then you will be able to get all the information about the process by one person. Also, this will help you to be sure that each team is very well organized by a leader.

how to plan an event successfully

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3. Calculate Your Budget

Establishing your event’s budget is one of the most important steps of how to plan an event successfully. Here, you will see some of the expenses that you would need to take into your budget consideration. These expenses may vary depending on what kind of event you are planning to make. The venue, food and drink, entertainment, decor, staff, furniture, marketing, A/V, and miscellaneous. Before planing your event, your team should calculate the budget of the expenses.

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4. Decide the Date

If the date is not fixed for your event yet, make sure to consider the following before to decide the date. Firstly, you should give your team enough time to prepare for the event. Ideally, you should have 4-6 months. You should also be aware of the statutory and religious holidays of the country where your event will take place. Plus, you should avoid school holiday time periods. Finally, it is always good to check dates with key participants of your event such as speakers, presenters, and etc. After that, you will be able to have an effective date for your event. 

How to plan an event successfully

Photo Credit: Pxfuel

5. Create Your Event Plan In Details

Once you have the estimation of the expenses and the time associated with your event, it is time to start the real plan! Creating your event plan in detail will let you remain everything on track which is another important step to follow how to plan an event successfully. Do not forget: words fly away, writings remain. Your plan should encompass all aspects of the event, including venue, logistics/catering management, speakers/presenters, activities/entertainment, publicity/promotion, registration, and sponsor/partner management.

How to plan an event successfully

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6. Book Your Venue

Once you have set the time, it’s key to book your venue as soon as possible.  The venue should be booked before you start your advertising your event so this step is very important to complete as early as possible. Read our blog about how to find your ideal corporate event venue. As a summary, you should consider following while choosing the ideal venue for your event: size, accessibility, atmosphere, and costs. We would suggest you see the venue in real life if you could have an opportunity to do so!

How to plan an event successfully

Photo Credit: Royal Yacht Britannia

7. Market Your Event

Since you set your goals in the beginning, you may market your event now. Firstly, you need to have a catchy and unique name. While you are deciding the brainstorm names, think why your event is different than others in the same sector, or what are the main components of your event. You should also create a tagline. Once you have the name, you may have a short memorable tag for your event. Lastly, you may have a logo created to represent your event. Thanks to this step, people who are not familiar with your organization will be able to recognize your brand and event.

How to plan an event successfully, maarketing

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8. Establish Partnerships & Sponsors

You may seek corporate sponsors to fund a portion of the event. For national organizations, they might be sponsoring a dinner or offering a door prize while for local organizations, or they might send flowers for the tables. Alternatively, partnering with community organizations who may offer a venue or assistance with organizing or staffing an event. If you’re looking for businesses to sponsor your event, they will more likely to accept it,  if they can see the clear benefit to them.

 How to plan an event successfully, sponsorship, partnership

Photo Credit: Pxfuel

 

These are the main 8 the top things on how to plan an event successfully. The last tip for you, it is always good to have feedback from your attendees! It will help you to have a better event organization next time! 🙂

 

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how to plan a conference

How To Plan A Conference

Conferences are great opportunities for those who have the same interests. They help people to get together and exchange their ideas. If you want to organize a conference in your area, follow the steps below carefully to learn how to plan a conference. Each events require their own tips, here you will see the top tips specifically for organizing conferences.

1. Choose The City And The Dates

In general, conferences are mostly held at particular times of the year. Conferences are more likely between March and June or between September and November. So, when you decide the city, then you need to check which time period is the best for your sectoral conference. Also, it is always great if the city is a large metropolitan area that people would want to visit. Finally, the duration of your conference depends on how many people will participate in your conference. For 250-300 people, we would suggest having a conference for 2 full days.

how to plan a conference

Photo Credit: Pixabay

2. Establish The Method of Sales For Tickets

While some conferences are free of charge to attend, but some of them ask for tickets in order to be an attendee. It is mostly for one-day conferences. How will you decide? If the conference fees are not a lot, then you do not need to charge your attendees. Otherwise,  you may allow people who present to attend free, while others pay a small fee to cover your conference costs. If your conference takes more than a day or provides meals for attendees then you may charge registration fees.

how to plan a conference

Photo Credit: Flickr

3. Choose Your Conference Venue

There are some general tips on how to find your ideal corporate event venue, read here. For a conference venue, you need to contact with conference centers and hotels with convention rooms. Remember what you will need in the venue. Then compare the venues with which services are included. For example, How many free lodging rooms will the hotel include for speakers and board members? or what kind of technology services will the facility provide? You need to write down all you will need and all the venues provide. Then, choose the best venue for your conference. Choosing the right conference venue is a must for how to plan a conference successfully.

how to plan a conference

Photo Credit: Wikimedia

4. Decide On The Menu For Your Attendees

When you organize an event, you need to think that your attendees will need to have breakfast, lunch and/or dinner and drinks. They may not know or have no time to discover the area so you need to think about it. Make sure if you will hire a caterer service for the meals or your venue may provide food service. After you know who is your food supplier, you need to discuss with them about food preferences of the attendees. Some may have allergies, some others may have diet restrictions. If you choose an experienced caterer, they can create options for vegetarian, nut-free, gluten-free, kosher, or other meal preferences.

how to plan a conference

Photo Credit: Pxfuel

5. Plan The Schedule Of Your Conference

This step is very important in how to plan a conference. You already know the title of the conference and have a general idea of the topics. Now, you need to know how the schedule will be. It varies from sector to sector. You may take a break and let your attendees get lunch. Also, decide if your attendees are likely to want any type of entertainment, such as tours of the local area, a night at a comedy club, or a film or theater performance. Finally, if you are willing to have a creative conference format, check here to see 20 interactive conference ideas. 

how to plan a conference

Photo Credit: Pixabay

6. Determine The Participants and Publicize Your Conference

There are many kinds of conferences such as religious, academic or industry. Each of them has their own target participants. You should be sure if your segment has enough target participants who have enough interest at your conference. If you are targeting a small group of people, then you do not need to spend much money on publicizing your event. Instead, you may just send a couple of e-mails. If you are targeting such a big group, then I would suggest you start early to publicize your conference like a year ago. Your publication would be social media, such as the sponsoring organization’s Facebook page and e-mail contact lists, newsletters, or journals.

how to plan a conference

Photo Credit: Pxfuel

7. Begin Accepting Registrations

We would suggest you have registration forms which may be available months ago before the event. It will give you an idea of how many people will show up at your conference. You can also allow participants to call in their registrations if you have a way to process payment by credit card.

how to plan a conference

Photo Credit: Needpix

 

Although organizing an event, here specifically organizing a conference requires much work, these 7 steps above will literally help you with how to plan a conference successfully.

 

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How to plan a workshop

How To Plan A Workshop

The workshops are very crucial for educators, business leaders, scientists, and other professionals. It is also hard to plan a successful workshop that should provide attendees with new skills, information, and the opportunities to interact with each other and learn actively. Follow our specific tips which will help you with how to plan a workshop successfully.

1. Define The Workshop Objectives

All workshops have their own aims. Define your workshop objective before starting to do anything. Think really carefully about what you want to accomplish and why it is important for your participants. After you define your objectives clearly, you may pass to the other step.

how to plan a workshop

Photo Credit: PxHere

2. Identify Your Audience 

Deciding your audience is one of the top tips for how to plan a workshop. It is important to know if your attendees know each other. If yes, you may launch group activities for them. But if not, you will need to provide some activities in the beginning in order to make them know each other. Also, it would be useful to know if they already have an idea about the topic, or they are unfamiliar with it. This information will lead you to organize a successful workshop.

How to plan a workshop

Photo Credit: Flickr

3. Organize The Participants For Your Workshop

The number of participants is very important. You should keep your group small where they will be able to express themselves, practice their skills and ask their questions easily. However, you would also want your workshop in a big group to keep things interesting. So, ideally, the number of participants varies from 8 to 15 people. Although you unwillingly have such a big group in your workshop, try to divide them into small groups.

How to plan a workshop

Photo Credit: Flickr

4. Prepare Your Teaching Aids

Learning is one of the main goals of the workshop so make sure that you have different styles of teaching such as visually, orally, through hands-on practice, or any combination of the above. You should also consider that you might not know your participants’ learning styles ahead of time, so you will want to have a variety of materials prepared for them to understand effectively. Depending on the topic and objective of your workshop, you might want to prepare paper handouts, audio-visual aids, computer-based lesson plans, and role-playing activities.

How to plan a workshop

Photo Credit: Christian Moutarde

5. Decide On Your Group Activities

Interaction is the main characteristic of the workshop. Interactive learning as a goal of your workshop can be accomplished by group activities. Once you have a group of participants, make sure that you are giving the same opportunity to each person in order to contribute to the activities. To give some examples as group activities would be the debates within two groups, role-playing activities, or discussions in pairs.

How to plan a workshop

Photo Credit: https://dma.wi.gov/

6. Manage Your Workshop Time

It is always important to have a break in the workshop. Since participants will be very interactive in the workshop, they will need a short break to stay focused on the activities for hours. We would suggest you include at least one 5-minute break per hour of your workshop. Moreover, if ever you are worried about a chance of the early end of your workshop, it would be a good idea to prepare some extra activities in the case to fill the spare time in your workshop. It is one of the most important steps of how to plan a workshop efficiently.

How to plan a workshop

Photo Credit: Wiston May

7. Organize A Caterer

Workshops take so much energy. That means you need to keep your workshop participants’ energy up in order to keep the productivity high. We suggest that you should avoid junk food which may make your participants tired and bored after some time. What we would suggest to you is that that your aim is to energize them with healthy snacks such as fruit, vegetables, hummus, and whole-grain bread. Ideally, these foods would be covered by the registration fee of your workshop.

How to plan a workshop

Photo Credit: Katie Serbinski

8. Set Up The Workshop Efficiently

In the day of your workshop. As you may have time to meet with technicians, caterers, and your team members before the workshop starts. Give time for yourself to make sure everything is in order. This will avoid any last-minute problems which may ruin your workshop. Set up all equipment such as computers, projectors, and speakers before participants arrive.  Arrange the chairs in advance. The way you arrange the chairs will depend on the size of your group, the size of the room, and the activities you. Distribute the materials. If you have notebooks or other workshop materials to hand out, place them on the tables to save time during the workshop.

Finally, greet participants as they arrive. Arriving early allows you to set up, relax and get to know participants before the start of the workshop. This helps in building relationships with the participants.

Once you follow “how to plan a workshop” steps carefully, there is no other way you will have such an amazing workshop!

How to plan a workshop

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things to do in Switzerland

Discover Top Things To Do In Switzerland

Switzerland offers an endless natural beauty as well as a rich cultural history. Indeed, there are many things to discover. If you cannot decide what to do in Switzerland, you should have a look at these top things to do in Switzerland to have an unforgettable experience! This heavenly destination is full of experiences to offer. Let’s discover together!

1. Go Shopping in The Famous Bahnhofstrasse

Bahnhofstrasse is one of the most famous and expensive shopping streets in Zurich. It is a must-visit place on any trip to Zurich. It is close to the Zurich’s Main Railway Station.

There you can find numerous boutiques, department stores, and timepiece stores. Although the street is very popular among tourists, you will see many locals as well.

While you can chill along the lake in the summer, you may take a hot chocolate in the winter.

things to do in switzerland

Photo Credit: Flickr

 

2. Have A Sky-Dinner In The Cable Car

Switzerland is known for its natural beauties. “The best view comes after the hardest climb.” Don’t worry! You won’t climb by yourself to have the best view. The cable car will take you slowly up the mountain while you are enjoying the last sunshine over Grindelwald. You will start your dinner in the bottom with aperitifs, once the cable car is climbing the top, you will have the main dishes to enjoy the view. After arriving at the bottom station, you will have your dessert, coffee, and a digestif. Having a sky-dinner is undoubtedly one of the best things to do in Switzerland.

things to do in switzerland

Photo Credit: Post Magazine

 

3. Taste Delicious Swiss Chocolates

Switzerland equals to fine quality chocolate. If you visit Switzerland, you wouldn’t miss tasting Swiss chocolates. You can either take a tour of Nestle’s Callier Factory or visit popular shops in Zurich,  Geneva or Vevey. This experience will be the sweetest one in your life!

Plus, it is a great idea to get Swiss chocolates to take back home for friends and family!

things to do in switzerland

Photo Credit: Flickr

 

4. Take A Train To Jungfraujoch

Jungfraujoch is also called the top of Europe! It is Europe’s highest-altitude railway station, culminating at 3454 meters. This journey is the highlight of every visit to Switzerland. The train offers visitors a wonderworld of ice, snow, and rock.  You will admire the Swiss Alps. If the sky allows, you may have views extend as far as the Vosges mountains in France and Germany’s Black Forest.

For nature lovers, this experience is one of the must things to do in Switzerland.

things to do in switzerland

Photo Credit: Flickr

 

5. Experience The Local Wildlife In The Swiss National Park or in the Alps

The Swiss National Park is Switzerland is the only national park of the country and the oldest in central Europe. There, there are only 2 things that you are allowed to do: hiking and watching. The park is so huge that it counts 21 different walking routes, requiring each a different type of equipment. Regular trails do not require any special equipment nor any special skills. Mountain trails require hiking boots and wind-breaker and also may include steep hills and climbs. Finally, the Alpine trail requires a technical hike with alpine equipment. You will experience the local wildlife here.

things to do in switzerland

Photo Credit: Wikipedia

You can also decide to hike in one of the most famous hiking spots of the world: the Alps. There is nothing like hiking in the Alps! Despite Switzerland being known for its fine chocolate and for being one of the only neutral country in the world, life there also and mainly revolves about the Alps. The Swiss Alps offer many hiking routes with different levels from beginners to advanced hikers. Bachalpsee & First (Grindelwald) or The Charles Kuonen Suspension Bridge (Zermatt) are some examples of the best hikes in Switzerland.

We would suggest you go hiking in autumn. The trees changing their color to yellow and red, you will get amazing views, as beautiful as painting. Hiking in the Alps is definitely one of the top things to do in Switzerland. 

things to do in switzerland

Photo credit: Maxpixel.net

6. See The Most Powerful Waterfall: The Rhine Falls

Would you like to be amazed by the nature? You will stand high above Europe’s largest waterfall and feel the vibration of the water. Virtually in the middle of the waterfall, you may stand on platforms that jut out and partially hover over the Rhine. The castles of Wörth and Laufen can be reached by a riverboat, and very daring visitors can rent canoes. The boats usually operate from April to October with most boats departing from the right bank (Schlössli Wörth Castle) of the Rhine River. It is a good day-trip destination from Zurich and Lake Constance.

For those who like hiking, you may hike for free along the right bank of the Rhine on paved routes through the forest to see the falls from a close-up. The Rhine Falls will definitely satisfy you with its beauty.

things to do in switzerland

Photo Credit: Needpix

 

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How to Find Your Ideal Corporate Event Venue?

Carefully choosing your corporate event venue is a key element in your event success. The selection will depend on various elements, including the type of corporate event you are planning to organize: do you plan to have a big conference or small meetings? Are you considering to organize workshops or an international fair? Choosing a venue for the event is the one decision that will have the biggest impact on your event. We know that choosing the best corporate event venue can be very complicated, hopefully this post can help you check which elements to consider.

 

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Photo Credit: ParisByM

1. Finding The Right Capacity And Size

The capacity of the venue is very important. Will your corporate event be a residential event? If yes, you need to find a venue which can accommodate your guests while offering meeting rooms in the same place. Knowing if people will share rooms or not is very important, as it may allow to reduce the number of rooms needed in your corporate event venue. Also, you may want to have some safety margin and find a place with more rooms than needed in fact, just in case… If you confirm 50 attendants, you may want to look for venues offering more than 60 rooms.

 

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Source: Rendez-Vous in Paris

2. Selection the Right Location For Your Event

event management companies in paris, corporate event venue, corporate events venue

Source: Prelude Events

You will not have the same vibes for your event depending on if the venue is located right in a city center, or in the countryside or even near an airport. If you want to allow your guests to have some free time and discover the city during their free time, then you have to consider finding a venue in a city center. But if you are organizing a working seminar with your team to boost creativity, you might want to go to the green for that…

Other aspect to consider: will you need transportation for your guests? If they will come by their own means, make sure that your venue provides parking space to be used by attendees. If not, you can check if there is a public parking space around the venue and give the information to your guests. Alternatively, you may want to arrange shuttles for your guests. That would solve the parking question. If they will use public transportation, make sure they will be able to access the venue by metro, bus or train easily.

And while considering accessibility, don’t forget to check if your corporate event venue needs to have any specific features for some of your guests. More and more places are accessible to wheelchairs for instance, but you might want to have a confirmation.

3. Checking The Atmosphere And The Layout

corporate events venue, exhibition, venue, corporate event venue

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The atmosphere of the venue is crucial for the attendants. It will set the right mood for your corporate event.

The style of the venue for a leisure gala dinner will not be the same as the one for more business-focused sessions. While workshops, conference and fairs will need business setting, you want to have a more glamorous atmosphere for your gala event.

Lastly,  you need to have clear information about how the venue is designed. The venue having just one big hall or small different halls connecting together will make a difference.

4. Fitting Into Your Budget

The budget is one of the most important variables you need to think about. What will your company cover? Will it cover accommodation, transportation for attendees, rent of the venue, meals, or more? Does the total amount fit within your budget? If your answer to this question is yes, then the venue you are considering can fit for your corporate event.

Last but not least,  don’t forget to check what is already included in the proposal the venue offers. Check what is already included and what still needs to be added in options. Can the venue offer caterer service ? Ask whether furniture as chairs, tables, stands or linens are included. If yes, you will save a lot of money. Finally, you may check if additional expenses like set-up of the room, AV system, cleaning and security crew, or access to the wifi are included. Once you are fully aware of what is included in the price, you may decide what other options you will need to add to the list for your corporate event.

As you can see, there is a lot to consider when choosing your corporate event venue. However, if you take the above into consideration when doing your researches, you will find the perfect corporate event venue. But should you want to save a lot of time and be sure to have the most adapted offers for your corporate event, we suggest to get in touch with professional event planners and venue finders.

 

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Macaron workshop

Macaron Workshop in Paris, a Real Parisian Experience!

WELCOME TO OUR SWEETEST BLOG!

macaron, macaron workshop, macaron making class,

Photo Credit: ParisByM

Do you like delicious sweet macarons? Yummy! Yes, you do right? We know that you already imagine those colorful macarons in your mind. Have you ever tried to make them at home? Or have you never been brave enough to make macarons at home on your own because you find it very hard and complicated? We have good news for you! It is not impossible to make perfect macarons at home anymore! Get ready, fasten your seat belts and keep reading! You are on your way to being an expert on macarons thanks to this workshop.

Macaron workshop

Photo Credit: ParisByM

French pâtisserie is the best to discover plenty of foodies. The macarons are the classics and one of the most popular sweets in the French cuisine. If you are willing to have one step closer to French culture, macaron workshops are for you! Since the real delightful macarons are very expensive in Paris, you will be able to learn how to make macarons for yourself with a local Parisian chef in this workshop. Plus, you will be able to take these fresh handmade macarons home with you! Let’s see why you need to consider macaron making workshop as a must-do in Paris.


WH
Y ATTEND A MACARON WORKSHOP?

Macaron, macaron making class, macaron workshop

Photo Credit: ParisByM

Paris is such a big touristic city with many hidden gems inside to be discovered. Although there are many different activities to do in Paris, unfortunately, people are stuck to do the same activities with their family, children or friends. Here, we come up with an amazing proposal for you.

Macaron workshops usually take place in local pâtisseries in the heart of Paris. It is such a great opportunity for you to have fun, at the same time learn and practice how to make macarons from a patient and knowledgeable chef. You will be able to have international friends and you will socialize if you would like to attend the workshop with other people. If pairing for the class, you will collaborate with your partner and later you will share the proud about your macarons at the end of the workshop. This interactive activity will give you a real French culture taste.


WHAT TO GET FROM A MACARON WORKSHOP?

During the approximately 2-hour macaron workshop, you will be able to discover the unique tricks of your French chef which you may never find out on the internet.

These tips and information will improve your macaron making skills which will be helpful for you once you try to bake them at home. Your chef speaks English so there will be no language barrier. All of your questions will be answered gladly. The most important thing is your chef is so talented and he/she has great knowledge about pastry to share with you.

Theoretically, you will learn how to make Italian meringue, how to use a pastry bag, how to bake the biscuits, how to prepare a “ganache“, how to add colors and flavors for the fillings and finally how to stuff the macarons. You will go through each step slowly with practice. When there are other participants in the workshop, each participant will be able to make different fillings and flavors.

It will enable you to have different macarons at the end of the workshop. Do not worry! You will be able to get the special recipe of macarons by email including the photos taken during the workshop. Indeed, it will be an unforgettable experience for you! I am happy to tell you that you will be given a box to take the macarons you baked with you. Now, you have a right to be proud of your own handmade macarons.

Enjoy the sweet delicate result with your family! If you prefer, eat all of them alone! 😊


WHO MAY ATTEND THE MACARON WORKSHOP?

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Photo Credit: ParisByM

Either alone or with a group, you will be able to enjoy this macaron workshop. Would you like to have a private macaron workshop? Or would you rather prefer to be with other foreigners and socialize with them? Maybe, you already have a group. So, why don’t you have this experience altogether? Macaron workshop is available for all who would like to be a master of macarons in Paris.
A promise of a delightful moment to repeat at home and to impress your friends and family!

 

 Et Voilà !

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Photo Credit: ParisByM

 

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