If you’re thinking of hosting an event, there are a few things you need to consider before engaging with an event management company. According to Nikki Webber, event manager at Umlilo Brands, there are a few elements that you, as a client, will need to finalise to ensure that you get the best out of your event management service provider and a successful event.

• Determine the event or activation purpose. What are your objectives? How does this tie in to your broader marketing strategy/plan?

• Identify the key players required for the planning and activation. For example, if your CEO is the key note speaker, you have to confirm his availability upfront with his office.

• Consider the size of the group, gender mix, ages of attendees, and any special needs. This has a direct effect on a host of elements including the venue, catering requirements and most importantly, the budget.

• Determine event dates upfront. Avoid dates that coincide with other company or industry events or school / public holidays as this could affect venue availability as well as attendance.

• Are the dates and/or days of the week firm or flexible? It’s important to check availability with key stakeholders, however, there are other factors that may influence your event date such as venue and flight availability or even supplier availability. Always look at two or three alternative dates as this allows some flexibility and does not hamper your planning.

• Lastly, sufficient timing always ensures that planning and preparation is well executed. Depending on the event scope, a minimum of 8 - 12 weeks is recommended. For larger events, planning can be initiated 12 months prior.

The hard part is over! All that’s left for you to do is to contact Umlilo Brands to schedule a meeting to discuss your needs.