How Far Ahead Should You Plan?
Planning an event can always become quite a daunting and stressful experience, especially if you leave the planning till the very last minute.
Sometimes planning an event can take weeks sometimes even months but it all depends on what it is you would be planning. By making sure you have enough time to plan and put together your event you will have a stress free and organised experience. Which obviously is what everybody wants, which is why you need to think about what type of event you will be organising to determine how far ahead you should plan it.
Interactive/Team Bonding Events: 4-5 Weeks
No matter what type of event you are arranging it is important to book it at least 4-5 weeks in advance to make sure people can put it on their calendars. As well as being able to sort the guest list, prep any presentations, sorting out team activities etc. These types of events don’t take too long to plan because they don’t take up much time you usually only need an evening or day out of your week to take part.
Team Dinners or Cocktail Events: 4-6 Weeks
These take up a similar amount of time to the Interactive or Team Bonding Events. 4-6 weeks is usually enough time again, to give people time to put it in their calendars as well as sorting out the venue and the amount of guests you will have. If it is a popular restaurant you may need closer to 7 weeks to make sure you have reserved a table in advance.
If you still need to book your team building event check out our activities here.
Multi Activity Events: 6-8 Weeks
If you are after booking a Multi Activity Event, it is usually a good idea to start planning 6-8 weeks in advance. This is because you usually have to contact a few different suppliers as well as probably securing a date for a venue for the activities to take place in. Usually if you book so far in advance the suppliers you book the activities with could have venues for you to book in with too.
This also rings true if you plan to take your team a little further afield than your hometown. For example, if you're longing for a change of scenery and want team building in Newcastle when you're based in Portsmouth, it's good to give 6-8 weeks notice to your entire staff.
Entire Venue Events: 2-4 Months
If your event is going to be taking over an entire venue you should probably be looking at planning at least 2-4 months in advance, depending on the size and popularity of the venue. If it is any closer you will probably find most venues will already be fully booked, this also then allows time for anything else you have to book for the event.
Yearly Events (Summer & Christmas): 4-6 Months
Yearly Events like Christmas and Summer are very popular and you will find the closer to December or the summer months you get, the more likely that everything will already be booked up. Which is why you should give yourself at least 4-6 months to plan and book in what you will be doing. It is also good to book it so far in advance because then your team or company are guaranteed to have something to look forward to.