Confessions of an Event Planner: Plan a Kick Ass Kickoff Conference

Ahh the start of year, everyone is feeling fresh and ready to take on the year ahead.  So what can you do to take advantage of this refreshed energy? Well, I’m glad you asked!  Believe it or not, hosting an internal conference in the first quarter has many benefits such as a boost in team moral and setting a clear vision for the year ahead.  But planning a kickoff conference can be stressful, which is why we have given you our top 3 tips to help you plan a kick ass event, without losing your New Year bliss.

Tip 1: Choose your time wisely

Make sure you host your kickoff conference at a time that will allow for maximum attendance.  Are people taking extra leave over the holiday period?  Is the start of the year notoriously busy?   Choose a time that will suit most of your team so that you can get the most out of your event.

Also think about how long you are going to hold your event for.  Do you need just an afternoon?  Or perhaps you need a few days?  No matter what time period you choose, make sure you give your team plenty of notice to plan around it.

Tip 2: Set clear objectives

What is it that you want to achieve/cover during your event?  Perhaps you want to set clear goals for the year ahead? Or host a late celebration for the year that has past? Once you have defined this, it will help you set the agenda for your event.  Make sure you allow a realistic time frame for each task that you want to achieve.

Also don’t forget to throw in something fun!  This will help you maintain engagement levels and focus throughout the day and ultimately help you achieve what it is that you set out to in the first place…Win, win!  If you are going offsite, consider what activities you have available around you, or why not try a team building activity or team building workshop to spice things up.

Tip 3: Clearly identify your requirements

Start this process by writing down all your event requirements.  Consider do you need to provide your team with catering?  If you are providing catering for your team, make sure you gather any special dietary requirements and cater accordingly; after all we don’t want any hangry team mates.

Don’t forget to also consider your event location.  If you are going offsite do you need to provide accommodation or transfers?  Keep in mind the time of year that it is when choosing a location, as this may impact the practicality of some locations.  For example beachside in January is great, but if it is a popular holiday destination you will be competing with families still on school holidays.

Also don’t forget to consider your budget here.  What can you realistically plan with the budget that you have available to you?  If you aren’t sure where to start with this, begin by estimating what each of your event requirements cost.  This won’t give you an exact number, but it will give you a great place to start.

Once you have followed the above you will be well on your way to creating a truly kick ass event that will have everyone excited and focused, ready to smash out the year ahead!