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Booking your first business event

A group of people sitting at tables at a business eventBusiness can take many forms these days, and we see a lot of business opportunities pass through our doors in the way of conferences, trade shows, charity events, fundraisers, product launches, private dining events, and board meetings to name but a few.  

For all these eventualities and more, we offer a modern and professional selection of function rooms which can cater for all your business event needs. Room hire at Ufford Park offers a choice of seven light and airy rooms and all the essentials you’d expect, from a 50” plasma screen TV and classic flip chart, to free parking and Wi-Fi throughout the venue, as well as extra options which could include dining and accommodation. 

With that all in mind there are a few simple, yet essential things that you need to consider when booking your first business event. 

1. What is your budget?

This couldn't be any simpler and should include absolutely everything you intend to spend including venue, marketing, promotion, as well as incidentals such as food and drink, promotional material etc. Once you know your budget, your plans can be tailored to ensure that things don’t get out of control when the creative spark is at work.  

2. Check the calendar

This one isn't necessarily for you, but more for your attendees. While you’ll want to make sure you don't overlap with anything else significant which might detract from your event, alternatively is there anything happening that might be drawing people into the area that you can use to your advantage?  

3. Book a venue

This is key. Firstly, consider what you are trying to achieve and then look to find a place which suitably fills your criteria and budget. Additional things to keep in mind about the venue; is it a destination location which could attract more visitors to your event? Is it close to your target audience? Then speak to the venue to make certain they know and can accommodate your plans and finally, and most importantly, ensure they are available. Once you have the provisional booking confirmed you can get into planning the details.  

4. Send out invitations

This one might sound easy, but with any business or marketing opportunity, the magic is in the numbers. Make sure you have a suitable and extensive contact list far in advance of the event and send out the invitations through multiple methods. Incentivise for RSVP’s, and for key contacts who you really want to attend, and make sure you reconfirm close to the event date to remind and check with attendees to avoid late cancellations.  

5. Plan the finer details

Plan a detailed itinerary of the event and cross-check to ensure that all bookings have been made so the itinerary can run as planned. This includes any catering, equipment required, promotional materials etc.  

This should cover the basics when it comes to getting your event off the ground, and we offer spectacular facilities and years of experience when it comes to working together to provide business events. Please contact our Conference Team direct on 01394 383555 ext. 325 or email and we can give you expert advice to ensure things go smoothly.  

Category: Hotel

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