Whether you’re planning on doing your team building, or perhaps holding a seminar or workshop, planning an event that’s a few hours away from your workplace can be overwhelming. Here are the questions you have to answer to make it easier for you to mount a good out of town event:
How to Plan an Out of Town Event
What’s it for? The reason behind you going out of town will determine everything, especially the venue. Will it be for a team building? Will it be for a seminar or workshop? Is it to showcase or test new products or services? Figure it out, and everything else will be easy to do.
Who will be attending, and how many? Besides figuring out how many people you’ll be taking with you, you have to know if you’ll be having any VIPs, like the bosses, speakers, or facilitators. Settling the number of attendees will is one of the most crucial parts of the planning process, including how many will actually be attending.
Where will you hold your event? There are a lot of resorts, hotels, and event venues that would love to accommodate you, so it’s up to you to choose which one is right. Usually, team building spots are done in resorts where there’s plenty of outdoor space and activities, while conferences and seminars take place in indoor venues, in function rooms or ballrooms, depending on the size of your event.
What’s the most cost-effective way to get to the event? Since it’s for work, the company will be expected to provide transportation for all the participants for free. There are a lot of ways to get around, depending on where you’re going. Going by air or land via a big bus are the most popular choices.
What will be the set up when it comes to the accommodations? When there are VIPs involved, they might expect to have their own room, while everyone else can have roommates. To avoid any hassle, assign the rooms beforehand, rather than letting the participants choose for themselves.
What’s your program? There’s a lot that needs to be accomplished during an event, so prioritize the must-dos in your program, before you give your participants some free time to themselves. As much as possible, keep everyone busy and focused with a detailed itinerary, so that you’re sure that you’ll accomplish what you set out to do.
Who are the point persons? Naturally, managers must take charge of their teams, or if it’s a press event, the person who invited them will automatically be their point person. Make it clear on who your participants should approach, should there be any concerns or problems that might happen while you’re out of town.
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