Open for Leisure: Planning an event that stands out

A question to ask yourself beforehand

The first step in a successful business strategy lies in the ability to clearly and comprehensively answer the following question: "Why am I organizing this event?" The answer will help determine whether the event will be an immersive experience or take place in a conventional hall. The decision is based on the nature of the event, whether it's a training session, workshop, conference, or celebration. It's imperative to align this fundamental questioning with this specific objectives, such as team building, prospecting new clients, promoting a service, or any other purpose.

Defining Your Event’s Objectives

As mentioned earlier, it's crucial to define your event's objectives, and to do this successfully, you must follow some precise guidelines, including:

• Identifying the target audience
• Determining the expected outcomes
• Defining the desired atmosphere

Of course, this requires a deep understanding of personas to tailor the event to the specific needs of each target group. For example:

• Are they current clients, potential clients, business partners, and professionals, etc.?
  What are their industries, levels of experience, professions?
• What are their needs and expectations?
• Where are they coming from?
• What types of sessions, workshops, or activities would be most relevant for each?

Emphasizing Accessibility

Accessibility in terms of transportation is undoubtedly one of the keys to a successful business event. Participants should not only be able to easily reach the location or access certain facilities as needed. Today, sustainability and eco-responsibility must be considered in every decision. Considerations include:

• Proximity to public transportation and informing participants about available options (subway, bus, tram, etc.)
• Organizing shuttles from strategic points to the event location or third places
• Setting up dedicated transports for specific groups such as participants from distant regions
• Encouraging carpooling and offering incentives for those who choose this option, like reserved parking spaces
• Cyclist and pedestrian accessibility (in Laval, for example, there are 300 kilometres of bike paths)
• Access to self-service bike stations

However, accessibility goes beyond transportation and also encompasses how the event is understandable and practicable for all participants, regardless of their abilities. In a bid for fairness and equality, here are some solutions to increase this accessibility:

• Offering various media options for communications (e.g., text, audio, video)
• Organizing the space to facilitate movement for people in wheelchairs or with other physical limitations
• Utilizing assistive technologies for people who are hard of hearing
• Providing mobile applications with accessibility features such as voice guides
• Establishing an on-site assistance team to cater to specific needs
• Hiring interpreter services

Thinking Outside the Box

By integrating innovative elements into your events, you not only differentiate and create a successful, but also craft an experience that participants will want to relive and that the absentees will not want to miss next time. It is recommended to integrate innovative elements such as:

• Utilizing artificial intelligence to boost creativity or enhance accessibility.
• Offering activities focused on well-being (e.g., in Laval, it's possible to combine the effervescence of urbanity and a love for nature since the destination boasts eight large wooded areas nearby where a variety of outdoor sports can be practised).
• Extending the business stay into a leisure trip (e.g., several hotels in Laval are equipped with kitchenettes and are located close to major attractions, a perfect combo for travelling with family and turning a business trip into a leisure stay).
• Using QR codes to replace business cards, avoid paper schedules, facilitate registrations, simplify participation in activities, etc.
• Allowing participants to obtain personalized meal or snack options based on their habits or food intolerance to accommodate the majority and reduce food waste, similar to the gourmet counter concept found at the Sheraton Laval.

Anticipating Dates

Anticipating dates is crucial when planning an event, and it's essential to have some flexibility to adapt to the potential constraints of the venue, host, or client. For example, consider:

• lack of manpower or supply problems for rooms,
• availability of the planned dates,
• The goals and business promise of the client

Proactive communication is essential to avoid misunderstandings, frustrations, and the risk of compromising the quality of the event in question, proactive communication is essential. For some, THE solution is to turn to a Certified Simplifier, an expert in bridging all intermediaries and reducing possible complications and unnecessary stress.

If you want to ensure your event runs smoothly and successfully, contact the Simplifier team today to discuss your specific requirements and find out how we can help you achieve your goals.