1. Set objectives
Ask yourself why are we doing this? What do we want to get out of this course or event. Is it just a fun event, or do we you have specific issues to address such as improving communication. Is it just a getting to know you exercise?
2. Know and Agree Your Budget
There is nothing worse than going out to find an event supplier without knowing what you have to spend. Especially if you have to report back to the purse string holder after you have spent a lot of wasted time discussing programmes in detail with a prospective supplier.
3.Think about who you will taking
The objectives above will to a large degree help with this. It is unusual to have the same age range in your team who all like the same things. It is more likely you will have a wide age range who will have different ideas and fears about a team building course or event.
4. Get Buy in or Ownership
Keep them in the loop. Explain to them the reasons behind the event to allay their fears. Many people fear such events as they believe they are being put under the microscope and assessed by the powers that be within the Company. Explain this is not the case and spell out the objectives.
5. Decide on the nature of the event
Low impact high impact, outdoors, indoors ? Again this will be determined by the objectives you set, the issues to be addressed and the individuals involved. You may wish to put people under pressure, you may want to put them in an unfamiliar environment. Alternatively you may just want some light indoor challenges.
6. Distance with overnight
Is this event being to be held locally or further afield. Are you going to stay overnight or just go for the day. This again will be determined by 1 and 2 above in particular. Budget will obviously play a big part in this decision. In our experience an overnight stay can add more value to an event as people can learn more about themselves and their colleagues with this itinerary rather than a single day close to home.
7. Venue and geographic area of search
Once you have decided on an overnight stay or a local event you can work out relative travel times to a mutually convenient part of the UK or Europe. This will be dictated by the choice of event to a degree eg outdoor wilderness, seaside etc. remember to factor in travel costs and decide on whether the travel time to and from an event is work or own time.
8. Find a Supplier
Word of mouth or recommendations are best. Has anyone else within your company arranged or had experience of similar courses or events in the past. Once you know where you are looking it also much easier to search on the internet. Think of the type of event you need and use that as the search phrase.
Agent, one man band or large supplier provider. If you book through an agent then it usually will cost you more than booking direct with a supplier. Also every fine detail will be filtered through a third party which often doesn’t help you if fast responses are required. You also run the risk of having someone with a poor product knowledge dealing with you.
Many individuals on the face of it when you first find their website appear to be a large operation with the resources to deal with your course or event. Small operations can serve your needs very well depending on 1 above and the size of the course or event. But again they may not have all the resources in house which will impact on cost.
A larger operator can have all the resources you need easing the organisational headache. It can also reduce your costs, allow you more flexibility with changes to the programme and will speed up response times to those urgent last minute details.
9. Visit the Venue
We certainly recommend visiting a venue if you have the opportunity. This can definitely iron out any last minute problems which you wouldn’t otherwise have been aware of until you’d turned up on the day. It will also help to develop that relationship with the supplier/ organiser.
10. Appoint Suppliers, agree detailed itinerary and circulate to all those attending
At the earliest opportunity once you have finalised 1-9 above tie down the detail, as the devil is always in the detail, as this will prevent you being inundated with enquiries and questions from participants as you draw nearer the event. Ask the supplier to do as much of this as possible to assist. For example You will need:-
-Detailed timed programmed itinerary for the whole event
- Kit list and what people are expected to bring with them
- Medical questionnaire to be completed
- Dietary needs and requirements
- Travel details and directions
For more information visit the Call of the Wild website
The points which you have highlighted in order to organise an event is really interesting.I have not thinked in this way.It has been useful to me to think more broader range of points.Keep up your good work and please keep updating more this kind. Thanks for sharing.
Posted by: AV Hire London | 26/10/2009 at 12:06