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This Is How Leading Businesses Plan Successful Events

Many business organisations are allowing more lead time to make sure these costly events provide the greatest chance of success.

A 2016 study of 150,000 meetings in the UK showed a significant increase in the lead time allowed in the planning process. Average lead time increased by 46% year-on-year to 76 days.

As a highly regarded residential conference venue for more than 25 years, CountryPlace has noticed that the lead time for many events has steadily increased over the past couple of years. Organisations seem to be more confident with forward planning and are prepared to commit further out to ensure space will be available for their events. This is particularly so for programs where multiple events will be needed for a major shift such as in culture change.

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6 reasons why you should start planning your business event early


You know the old saying "the early bird gets the worm" - this applies to conference planning too. Good corporate venues, with a focus on training and development are in high demand. So, if a series of events is planned, it pays to book early to ensure all of the event dates will be available. And, the message is – start the process as early as possible to protect your interests. Get what you need. Don’t miss out and have to settle for second best. Remember the bird that gets the worm. The early one.

Set clear Event Objectives

By planning your event early, you’ll have time to define the event’s goals, meet with participants/contributors if necessary, and make sure everyone involved is aware of their roles and responsibilities. Early planning allows you to call all of the elements together – management, course designers, facilitators, caterers - to operate from the same page. From the same set of objectives.

Avoid Clashes for Attendees

By advising participants say, 6 months in advance, attendees are unlikely to have commitments in their diaries for those dates. Helps to ensure a higher guest turnout rate.

Have alternatives in place

We all know, things don’t run smoothly all of the time; the facilitator may not be available at the last minute, you could run over budget or rain could affect your outside team building arrangements. Planning early will give you the time to have a plan b and plan c for your event. Peace of mind flows from the ability to handle any hiccups that do occur. You’ll be well prepared. And everyone will thank you for it.

Get exactly what you want

Early planning gives you first pick when it comes to things like venue, team-building and entertainment. This guarantees that your event runs exactly how you want it to, without you having to make compromises that could potentially jeopardise its success.

Don’t miss the finer points

Early planning allows you more time to focus on the finer details of the event; things you may be forced to skim over with a shorter lead time. Adding some ‘special touches’ to the décor or day’s programme will make sure your event resonates with attendees long after it’s over.

Give yourself plenty of time to plan your next event and you can take comfort in the fact that you’ve done everything you possibly can to ensure that it’s a resounding success.

conference planning guide


Anete Lūsiņa