Being the organiser of an event can be fun, but it also entails a lot of responsibilities. You need to coordinate with various suppliers and venues so that you can hold the perfect meeting or event for a large group of people. With all these difficulties, it is advisable to do extensive research before sending out a request for proposal (RFP) to relevant parties.
Although it is not hard to send out an RFP, it could take time for the other party to respond. The best thing you can do as an organiser is to have a perfect understanding of what you will need for the event and the demands that come along with it.
Some of the things that you need to keep in mind when choosing the perfect venue include the following:
1. Identify the Objectives for the Event
Before you submit an RFP, you must identify your organisation’s goals, style, and overall objectives for the event. For example, consider what you want your event to achieve. If you can narrow down your event goals, it will be easier to identify which types of venues can meet your needs.
Knowing the style of the meeting or event is also important. Will it be an educational gathering, a huge annual corporate event, or a networking function? You also need to know if the prospective venues reflect your company’s brand. As an organiser, you need to keep these things in mind and consider them thoroughly to narrow down what your needs are for the event. It is also crucial for the event itself to not come across as too cheap or expensive.
2. List Down What You Will Need for the Event
This is one of the basic steps that you need to take during your planning. You must know how much space you will need during the event since it will determine what kind of venue you will need. The location can range either from a convention centre to a small function room. You also have to remember that you might require specific audiovisual (AV) equipment during the event.
Emphasising your brand in subtle ways would also be ideal. Do your research and ask if it is possible to add some personalised elements, such as signage, to the venue itself. You also need to ask about food and beverage. After all, you need to know whether you need to hire third-party caterers to feed your participants. If you’re fortunate enough to come across self-catering function venues in Brisbane, then it’s best to put them in your list of locations that are up for consideration.
3. Determine Your Budget
If you have been previously assigned as an event planner, you likely have data gathered via surveys from the previous function. You can utilise this feedback to figure out what went well and which areas need improvement. Analyse how much you previously spent on essential elements of the event, including the venue, AV equipment, food and drinks, registration materials, souvenirs, and more.
By analysing the outcome of your previous events, you can determine how much money will go to specific aspects of your next gathering.
Finding the perfect venue takes a bit of work and energy, but it pays to do your research and make smart decisions. Some venues are more than willing to provide you with the information you need, and one of them is Unidus Community & Conference Centre.
Our company has a modern and flexible multi-purpose conference centre in Brisbane. We are experienced in hosting various events of all sizes. We also run community activities all year round. Whether you need a conference venue in Brisbane for birthday celebrations, concerts, weddings, and more, we’re the ones you can rely on. For inquiries, contact us today.