ParisByM
contact@parisbym.com +33 6 52 86 11 36
ParisByM receptive travel agent
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

Photo Credit: Rawpixel

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.

How to plan an event successfully, calculate the budget, calculator

Photo Credit: Needpix

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

Photo Credit: Usar.army.mil

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

Photo Credit: Webstudy.pt

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! 🙂

 

3 RELATED ARTICLES WHICH MIGHT INTEREST YOU…

Classes To Take In Paris

Corporate Meetings and Incentive Trips in Nice

The Top Event Management Companies in Paris

 

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

Photo Credit: Communitylivingbc.ca

3 RELATED ARTICLES WHICH MIGHT INTEREST YOU…

Why Use Event Management Companies in Paris for your C-Trip

How to Find Your Ideal Corporate Event Venue?

Tips for Planning an Incentive Trip to Paris

 

corporate events venue, corporate event venue

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.

 

corporate events venue, corporate event venue

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.

 

event companies in Paris, corporate events venue, corporate event venue

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

Photo Credit: twitter

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.

 

3 Related Articles You Might Be Interested In:

 

Corporate Trip Ideas In France

Corporate Trip Ideas In France

The Role of Travel Agency Services In Your Trip

 

Event Companies in Paris, Business Trip to Paris

What to Pack for a Business Trip to Paris

With the largest Convention Center in Europe, countless great hotels, and numerous Trade shows year-round, it’s not difficult to see why Paris is a great spot for Corporate Trips.  If you’re planning on coming to Paris for your business trip, you’ll want to pack efficiently and effectively, and you won’t want to forget a thing!  That’s why we have created this packing list; to make the preparation for your business trip to Paris much easier.

Should I Take Only Hand Luggage or A Checked Bag?

Student Trips to Paris, Business Trip to Paris

The answer to this question is really dependent on how long you’ll be in the city for, as well as exactly what your itinerary is.  A busier and more diverse itinerary for your business trip to Paris requires a different volume of things than a small two-day trip for example.

If you’ll only be here for a few days and can fit everything you will need into a small suitcase, then it’s definitely in your best interest to only travel with hand luggage.  This can save you time in the airport because you can skip the luggage collection process and head straight to the city upon arrivals.  It can also just be physically easier for you because you won’t have to worry about carting around more than one bag for such a short trip.

Corporate Offers, Business Trip to Paris

https://pixabay.com/it/business-meeting-conferenza-persone-936059/

For a longer business trip to Paris, with a more diverse itinerary, we recommend a hand luggage case as well as a checked bag.  This will allow you to bring everything you could need, including shoes, toiletries, formal outfits and casual outfits, as well as all other bits and pieces that we will detail for you.  If you decide to bring both a carry on and a checked back, we recommend packing a few necessities in your carry on just in case.  Including a change of clothes, a toothbrush, an adaptor, headphones, and anything else you think you couldn’t live without for a night or two.

So, What Do I need?

Whether you bring only hand luggage or a checked bag, and whether your business trip to Paris is two days or two weeks, there are a few things you will need no matter what.  Here’s our list, but let us know if we’ve missed anything!

Student trips to paris, Business Trip to Paris

  • Adaptors – European outlets are different to those in all other continents and there is nothing worse than arriving in a new country with no way to charge your phone or computer! Make sure you think about this before you leave and pack one or two adapters for the duration of your trip.
  • Euros – Although most places will take debit or credit cards these days, it’s a good idea to have some of the local currency on you at all times just in case! We recommend getting some euros before even arriving in Paris to make sure you’re completely ready when you land.
  • Medication – Remember when abroad it can be hard to get your hands on the medication you’re used to and you really don’t want to arrive in a foreign country and have to search high and low for something you know you have at home. If there’s anything you need to take on a schedule, make sure you pack this in your hand luggage just in case something happens to a checked bag!
  • Any travel documents or itineraries – For your business trip to Paris, you may need a visa or supporting documents, if this is the case, make sure you have them on you at all times. Also, you have probably been provided with an itinerary for the trip; keep this on you always so that if you are delayed or late for some reason, you know exactly where to go at any given time.

For more tips or help planning your business trip to Paris, click here and ParisByM would be more than happy to help.

3 Recommended Articles

Why Use Event Management Companies in Paris for your C-Trip

Discover Paris Landmarks to prepare for your visit in Paris

Best hotels in Paris