With its central location and great transport links, Birmingham is the perfect place to stage a whole range of events. But whether it’s a conference, festival, trade show or anything else, you’ll need to do plenty of planning if you’re to ensure your gathering goes to plan. To help you along the way, here’s the ultimate guide to staging an event in this Midlands metropolis.
Set a spending limit
The first step in arranging any event is to set a budget. It’s only once you know your spending limit that you can start to think about the other elements of the occasion. Even if you plan to make a profit from the occasion, you’ll still need to be able to cover the initial expenses. Make sure you’re realistic when you’re determining this figure, and always be sure to leave a little spare in a contingency fund in case you encounter unexpected costs.
Select the best possible venue
Once you know how much money you can spend, it’s time to consider venues. You’re not short of options in Britain’s second city. From the University of Birmingham’s grand and ornate Great Hall to outdoor spaces like Swanshurst Park, there are a range of possibilities. As well as falling within your budget, the venue you go for must be an appropriate size, suit your theme, be easy to access and have all the relevant facilities.
For example, you may need reliable access to power throughout the event. If mains electricity isn’t an option at your preferred venue, this means you might require a generator. When selecting one of these solutions, make sure it meets your power requirements. Bear in mind that generators can vary markedly in terms of their specifications. For example, specialist suppliers ADE Ltd offer designs ranging from 13kVA to 3,500kVA. If you’re not sure which solution would work best for you, ask for expert advice. The last thing you want is for the lights to suddenly go out or the music to stop part way through your event. Find out if your venue can provide extras like catering and security too, or whether you will need to arrange these details yourself.
Start promoting the event as soon as possible
As soon as you’ve booked a venue, you can start promoting your event. Bear in mind that the more notice you can give people, the more likely it is that they will be able to make it. As well as using traditional marketing methods, like posters, leaflets and radio ads, you can take advantage of a variety of social media channels to raise awareness.
Tick all the legal boxes
Depending on the type of occasion you’re hosting and the venue you opt for, you might have to get in touch with the council to see if you need to arrange permits and licences. If you don’t do this, you could find yourself in legal trouble further down the line, and you might even have to call the event off. Make sure you get all the relevant insurance too.
Draw up a detailed plan for the day
It’s also a good idea to spend some time drawing up a detailed itinerary for the day. This will help to ensure that everything runs smoothly and you don’t have any timing problems. In turn, this should ensure the occasion comes across as professional and polished.
Birmingham is a superb setting for a whole range of events, and by following tips like these, you should find you’re able to make the most of all the city has to offer.