Planning Your Holiday
Organisers Resources
If you are a group organiser and you have been directed to this download facility for organisers forms and details click here.
General Tips
(Please note these are general tips and not all will apply to your event but make a note of the ones that are relevant)
1) It is a marathon not a sprint, you have embarked on a great task to get your group away. Once you have chosen your venue go and visit the centre if you haven’t already.
2) Have clear aims about what you want to do and achieve. What are your priorities? This will significantly affect what you do.
3) Plan well ahead. You can never start too early. Make a detailed list of all that needs doing. If necessary form a small team to help you plan and delegate some of the responsibilities. Meet up or if not possible at least communicate via e mail with the team regularly. Very often the first time you use a venue there are teething problems often just due to poor communication so meet up with the venue team they will appreciate your thoroughness.
4) Budget for the event. The sums of money and your liability to the venue may be significant so make sure you have a clear idea of the exact cost and payment terms. Most venues have penalties for cancellation or reduction in the booking.
5) Promote the event thoroughly. Don’t assume that people will come just because you have a good idea. Get them to commit early and sign up and if necessary pay a deposit.
6) Consider taking out cancellation insurance. Most centres will have details of this on request This can provide cover for what could be an expensive outlay if circumstances don’t go as expected.
7) Write a programme for the event with times. The centre can help you with this particularly in getting the best out of the centre’s facilities. Don’t make the programme to demanding but allow some space for people to network.
8) Read the centre’s information on their facilities and terms and conditions. Small print is boring but make sure you understand what might happen if all doesn’t go according to plan.
9) Get hold of resources. There are resources available on the internet for conference planning and it may give you some detailed help in you planning. Don’t forget your venue will almost certainly have a great deal of experience, tap into their knowledge.
10) Evaluate after the event. Get some feedback from your delegates and from your venue. Then feedback to the venue how your group enjoyed the facilities together with any constructive comments. If overall you enjoyed your stay but there were one or two things that would improve it next time, communicate this to the venue.
If you need any further assistance please don't hesitate to contact our bookings administrator.
