Why timekeeping is so important for conferences and event planning

11/06/19

There are certain things that you can take at a leisurely pace, but running a conference or event isn’t one of them. Impeccable timekeeping ensures an event goes smoothly and to plan. Whether you are working as part of a team or alone, keeping on schedule is crucial for success. At Sedgebrook Hall we understand how important this is, so we’ve come up with a guide on the reason timekeeping is so vital. Plus our team and conference venue in Northampton will help you along the way.

The planning stage

You ideally want to have everything planned and booked for the event as soon as you can. Don’t be tempted to leave anything to the last minute or take risks. If there’s a specific catering company or entertainment that you want, you don’t want them to end up being booked out for something else. As soon as you have a rough plan for the event, start making phone calls and getting quotes. In these situations, it’s better to be overly prepared.

Guest lists

Even if you don’t have all the logistics of the event sorted, ensure you get the invitations out as soon as possible. This will ensure the best possible turn out. You can plan the best event in the world but without guests, it won’t be successful. The more time they have to prepare the more likely they will come along.

Impress the guests

One of the main focuses of an event is the guests and their reaction. You want them to have an enjoyable time and leave with positive reviews. This is especially crucial if it’s a company event as you don’t want any bad press. With good planning and structure, you can avoid any guests sitting around waiting and getting bored. An event that flows well is sure to impress and looks more professional.

During the event

If you have speakers or entertainment planned for the night, ensure they’re aware how much time they have. The last thing you need is speakers overrunning and guests becoming restless. Have a schedule and stick to it. A rehearsal beforehand is always favourable to ensure things run smoothly. Allow some buffering time but don’t overdo it and end up dragging things out. Events which move with ease are impressive.

On the day

Ensure you get to the venue early so you can do final checks and preparation. You don’t want to feel stressed and rushed on the big day. Consider preparing a little itinerary for guests with information about when entertainment will be on and when food will be served. People tend to be more relaxed when they’re kept in the loop of what’s going on. Make sure you have a clock on you and even a stopwatch could be good, to review how long things are taking. Keep ahead of the game and you can guarantee a successful event.

At Sedgebrook Hall, we have many years’ experience planning and overseeing fantastic events. Our hall hire in Northampton has Victorian charm, beautiful countryside views and is close to transport links. Enjoy fantastic catering and comfortable rooms for guests who want to stay. For queries or more information, don’t hesitate to get in touch today.