Function Matters
PLANNING IS THE KEY
Planning a corporate event can be a stressful experience but it doesn’t have to be. Having worked in the hospitality business for over 20 years – both front and back of house – here are several helpful tips to make your planning easier. • Knowing your delegate’s needs and wants will help you to identify what sort of venue to engage with. • Ensure that your budget is adequate for the type of conference you are planning and be realistic. It won’t work planning a champagne event on a ‘beer budget’. Once the budget has been set, keep close track of it. It is very easy for costs to blow out if it’s not tightly controlled. • Think of where your delegates will be traveling from – is access to the venue covered by several types of public transport for example, airports or train stations. Does the venue ‘fit’ your event? Be careful, some venues will over-promise. It is very important to do a site inspection so that you can see all of the facilities, get a feel for the venue and
ANDREA STERNBERG Surfair Beach Hotel: Conferences, Weddings, Events
staff – even have lunch there, if that’s possible. • When planning your event program take into consideration travel times for your delegates. Don’t plan any major workshops or activities first thing in the morning if delegates have had to travel long distances. It is essential your program is varied and tailored to suit the ‘danger timezones’ - the period immediately after tea and lunch. This is when energy and enthusiasm is at a low ebb and something different may be required for these periods. • Conference material is a very important supportive tool. Develop a central theme - a conference identity is much the same as a corporate identity. Having an experienced event manager working with you at your chosen venue is also an imperative part of delivering a seamless successful event. Developing a good working relationship with your conference/ event manager can literally be a life saver.
ABOUT THE AUTHOR Andrea has over 20 years’ experience in the Hospitality & Events Industry both Front of House and Back of House and has been involved in high profile events such as CHOGM – Queens Heads of State Dinner / John Howard’s Welcome Dinner, PGA Ladies Lunch and Night with the Stars, and the Titanic II World Launch 2012.
Whether it’s a birthday, christening, trade show, meeting or conference – Surfair offers the perfect mix of business and pleasure to make your occasion an event to remember. Within our purpose-built event centre, each function room offers built-in AV systems and dedicated wireless internet. Our team of professional organisers provide detailed planning and assistance for events from 10 to 200 guests. Located on absolute pristine beachfront, Surfair is just minutes away from the Sunshine Coast Airport, Maroochydore and Coolum. 923 David Low Way, Marcoola, Sunshine Coast Q 4564 | T. 07 5457 2555 | E. functions@surfairbeachhotel.com.au | www.surfairbeachhotel.com.au
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