How do I Plan an Event?
How Do I Plan an Event? A Guide to Planning an Event in Exeter
Planning your first event can feel overwhelming, but with the right steps and resources, you’ll be able to organise a successful conference, gala, or meeting in no time. Whether it’s a small business gathering or a larger public event, Event Exeter is here to help. Follow this simple guide to get started on the right foot.
Step 1: Define Your Event’s Purpose
Before you dive into the logistics, take some time to clearly define the purpose of your event.
Ask yourself:
- What is the main goal of the event? Is it to inform, entertain, or celebrate?
- Who is your target audience? This will shape everything from the event style to the logistics.
- What outcomes are you hoping for? (e.g., networking, learning, or commercial)
By identifying the purpose, you’ll have a clear foundation to guide every decision that follows.
Step 2: Establish a Budget
Setting a budget is one of the most important parts of event planning. Your budget will shape the scale and details of your event, influencing everything from the venue to the food and the equipment. To make sure you cover all your bases, break down your costs into the following categories:
Venue Hire
The cost of your venue is often the largest portion of your budget. Prices can vary depending on the size, location, and the amenities offered. When budgeting for venue hire, consider:
Size and capacity
Larger venues generally cost more but are necessary if you're expecting a significant number of attendees.
Location
Prime locations or venues with exceptional views may come with a premium price.
Inclusions
Some venues include essentials like furniture, AV equipment, and event support staff, while others charge extra for these services. Make sure to ask what’s included in the rental fee so there are no surprises.
At Event Exeter, a variety of spaces are available to fit different budgets, so you can find a venue that aligns with your financial plan. Learn more about our venues.
Catering
Food and drink are an integral part of any event and can take up a significant portion of your budget. The cost will depend on several factors:
Type of catering
From simple coffee and tea to full buffets or plated dinners, the level of service will affect the price.
Guest numbers
The more attendees, the higher your catering costs. Be sure to get an accurate estimate of guest numbers early on.
Dietary requirements
Catering for special dietary needs, such as vegan, gluten-free, or allergies, can sometimes add to costs, but it’s essential to account for these.
Drinks
Will you offer alcoholic beverages or just non-alcoholic options? If alcohol is served, will it be an open bar or a cash bar?
By working with Event Exeter, you can explore packages that fit your budget while offering quality and variety for your guests. Learn more about Food and Drink for your event with Event Exeter.
Equipment (e.g., Projectors, Microphones)
The technical requirements for your event may involve additional costs, especially for conferences or large gatherings. Common expenses include:
Audio-visual equipment
Projectors, screens, microphones, and speakers are essential for presentations or speeches. Depending on the venue, you may need to rent this equipment separately.
Wi-Fi and tech support
If your event involves live streaming, virtual components, or requires high-speed internet, there may be additional fees for IT support or enhanced connectivity.
Lighting and staging
Special lighting or a stage setup can enhance your event, but these often come with extra costs.
At Event Exeter, many of these essentials are included in the venue hire, which can help streamline your budgeting process.
Marketing
Don’t overlook the cost of promoting your event, especially if you’re hosting a public event or a conference. Depending on your audience size and marketing strategy, you may need to allocate part of your budget for:
Design and printing
Flyers, banners, posters, or programs.
Online promotion
Paid social media ads, email marketing software, or event platforms like Eventbrite.
Event branding
If you want custom signage, lanyards, or other branded materials for your event, these can add to the overall costs.
Marketing is often a flexible part of the budget, but it’s important to consider how much outreach you need to ensure a strong turnout.
Staffing (if necessary)
For larger events, staffing costs can also add up. Depending on the complexity of your event, consider budgeting for:
Event coordinators
Professionals who can help with planning and execution, especially if you're handling a lot of moving parts.
Support staff
This could include registration desk staff, ushers, or even security personnel for larger gatherings.
Technical staff
Hiring AV technicians to manage sound, lighting, and presentations can be crucial, especially for large conferences or galas. If your event requires additional staff, be sure to include this in your budget.
At Event Exeter, staff support is often available as part of venue packages, so you may not need to worry about outsourcing.
Event Exeter offers a variety of venue options to suit different budgets, from intimate meeting rooms to large conference halls.
Step 3: Choose the Right Venue
The venue sets the tone for your event, so it’s important to choose the right one. Factors to consider include:
Location
Make sure it’s accessible for your attendees.
Size
Select a venue that can comfortably accommodate your expected guest list.
Facilities
Check for essential features like audio-visual equipment, Wi-Fi, parking, and catering options.
Event Exeter provides a range of versatile spaces across the University of Exeter’s campuses, ensuring there’s an option for every type of event.
Step 4: Create a Timeline
Successful event planning relies on staying organised. Break down tasks into a timeline, starting from your event date and working backward. Key milestones to include are:
- Booking your venue and suppliers
- Sending out invitations
- Setting up catering and logistics
- Preparing event materials (e.g., presentations, handouts)
Having a clear schedule will help keep things on track and ensure you’re not rushing at the last minute.
Step 5: Promote Your Event
Even if your event is for a private group, communication is key to ensuring good attendance.
Consider the following methods:
- Email invitations
- Social media promotion
- Flyers or posters (if it’s a larger public event)
If you’re hosting a conference or gala, Event Exeter can help with promotional support and provide a professional setting to attract attendees.
Step 6: Manage the Day-of Logistics
On the day of the event, you’ll need to manage everything from guest arrivals to presentations.
Make sure you:
- Set up early and test all equipment
- Have a point of contact for vendors and staff
- Prepare a checklist for event flow (e.g., timing, speeches, and activities)
The team at Event Exeter is experienced in managing events and can support you with venue logistics, making sure everything runs smoothly.
Step 7: Gather Feedback
After the event, it’s helpful to gather feedback from your attendees. This can help you evaluate what worked well and what could be improved for future events. You can send out a short survey or ask attendees for comments as they leave.
Why Choose Event Exeter?
With years of experience hosting events of all sizes, Event Exeter offers everything you need to create a seamless experience. From versatile venues to dedicated support staff, we’ll help you every step of the way. Whether it’s your first event or your hundredth, we’re here to ensure it’s a success.
Ready to start planning? Contact our Conference and Events Team today to discuss your requirements, get expert advice, and secure the perfect venue for your event. We’re here to help make your event in Exeter unforgettable. Contact Event Exeter today.