Planning an event involves countless moving parts, from securing the venue to coordinating speakers and vendors. As any experienced event planner knows, even the most well-organised schedules can be thrown off course by unexpected changes. Whether it’s a scheduling conflict or a speaker cancellation, flexibility isn’t just important – it’s essential.
At Glaziers Hall, we understand the challenges that event planners face and the need to adapt. Our venue is designed to support last-minute changes, helping you to adjust without compromising on the impression and experience you want to deliver.
Here’s how to build flexibility into your plan and ensure everything runs smoothly, no matter what comes your way
Define Your Goals and Objectives
Before diving into the details, take a step back and clarify the purpose of your event. What are you hoping to achieve? Who is your target audience, and what are their expectations?
Defining clear goals will not only shape your strategy but also help you make quick, informed decisions.
Plan with Contingencies in Mind
A well-structured program should include contingency options for each section. This means allowing buffer times for overruns and preparing alternative speaker options. Some things to consider when structuring your schedule are:
- Slot in keynote speakers early, with the option to move their sessions if necessary.
- Scheduling networking moments alongside meal breaks can help keep guests engaged, ensuring that any last-minute adaptations to the agenda go unnoticed.
- Prepare for fluctuating attendance with adjustable seating and catering options.
Technology
Technology is a game-changer. Live updates and digital signage keep attendees and staff informed of any changes in real time.
At Glaziers Hall, our state-of-the-art AV equipment and digital connectivity allow for remote speaker participation and simultaneous access for up to 500 devices. Whether you need to switch from a panel discussion to a Q&A or to integrate virtual elements at the last minute, the right technology streamlines the process.
Adapt and Overcome
Some venues leave little room for flexibility. Choosing a space that offers adaptable layouts can make all the difference. An environment that works with you rather than against you ensures that last-minute tweaks don’t turn into major headaches.
Glaziers Hall offers seven versatile spaces that can be tailored to suit any occasion. Need to transition from a drink’s reception into an awards ceremony? No problem. Looking to rearrange seating for a more intimate networking experience? Easily done. A location that adapts with you ensures that everything remains on track and your audience are none-the-wiser.
Be Ready for the Unexpected
No matter how well you plan, surprises can happen. Small refinements may be needed throughout the day. Having a venue that allows for schedule adjustments, seating reconfigurations, or layout changes ensures that you can focus on other priorities.
At Glaziers Hall, we work with you to create experiences that leave the right lasting impression. To arrange a viewing, please contact our events team who will be happy to discuss how we can work together to make your event the success you want it to be.