Planning an event can be an exciting yet challenging task. Whether you’re organising a large conference, a corporate training session, or a smaller workshop, the success of your event hinges on careful planning and attention to detail.
At MTC Events, we understand the complexities involved in event planning and we’re dedicated to providing a venue that meets your every need. Here's how to plan your event effectively, ensuring a seamless and memorable experience for all of your delegates.
Purpose of the event
The first step in planning any event is to clearly define its purpose. What are you aiming to achieve? Are you hosting a learning and development (L&D) session, a product launch, or a team-building event? The purpose of the event will guide all your subsequent decisions, from choosing the right space to selecting the appropriate AV equipment and food options.
Choosing the right environment
For an L&D event, for instance, you’ll need a space that allows for easy learning and collaboration. This might mean choosing a venue with flexible room layouts, comfortable seating, and advanced AV equipment to make it easy to host presentations and interactive sessions. At MTC Events, we offer a variety of rooms that can be configured to suit your specific needs, ensuring that your environment supports your event's goals.
Spaces suitable for your event
Selecting a venue that aligns with the purpose and objectives of your event is so important for ensuring your event is a success. At MTC Events, we offer a range of versatile spaces designed to cater to different types of events.
Versatile room options
Our venue includes a diverse selection of rooms, from large auditoriums ideal for keynote presentations to smaller breakout spaces perfect for workshops and group discussions. The modular design of our spaces allows for easy customisation, ensuring that you can create the perfect setting for your event and really make it feel like your own.
Exclusive use options
For a truly immersive experience, consider opting for exclusive use of our venue. This option allows you to transform the entire space into a branded environment, offering a cohesive and personalised experience for your delegates. Many automotive brands have used this feature to create impactful, memorable events.
High-quality AV equipment
A successful event needs reliable audio-visual (AV) equipment. At MTC Events, we include AV services in our venue hire cost, eliminating any hidden fees. Our AV capabilities are supported by both in-house and external technicians, ensuring that your presentations and performances run smoothly.
Catering to dietary needs
Food is a key element of any event, and catering to the dietary needs of your delegates is essential. Our on-site restaurant at MTC Events offers a variety of menu options, including accommodations for allergies and special diets. This attention to detail helps ensure that all delegates are well-fed and satisfied!
Enhancing delegate experience
Creating a positive delegate experience from start to finish will ensure that your event stands out. Ease of access, comfortable accommodations, and a welcoming atmosphere are all key parts of a successful event.
Accessibility and inclusivity
Our venue is designed with accessibility in mind, offering step-free access, assistive listening devices, and adaptable facilities to accommodate all delegates comfortably. We also provide free parking, ensuring that everyone can join the event without any hassle.
Transport and accommodation
For delegates requiring overnight stays, we have partnerships with local hotels, including Ansty, Coombe Abbey, and Hinckley Island. These partnerships offer convenient transport arrangements and high-quality accommodation, with the added benefit of simplified invoicing as it can all be paid for in one invoice.
Name badges
Name badges are a must-have for any event, helping everyone connect and making sure people are easily identifiable. Make sure badges are clearly printed with the delegate’s name, organisation, and role. Use large, legible fonts and consider adding a space for pronouns if people want to include them. You should also choose easy-to-wear options like lanyards or clips for the badge holders. Having pre-printed badges ready at the registration desk can make check-in a breeze.
Easy joining instructions
Sending out clear and simple joining instructions well ahead of the event is key for a smooth experience. These instructions should cover the event schedule, venue location, public transport options, parking details, and any other important information. Offer these details in different formats, like email and downloadable PDFs to suit everyone’s preferences. Don’t forget to include contact information for the event staff in case anyone has questions or needs help.
Signage
Good signage is important for guiding attendees smoothly through the event. Place signs at important spots like entrances, registration areas, session rooms, and restrooms. It’s a good idea to use high-contrast colours and big fonts to make them easy to read. If needed, you may want to consider multilingual signs or universal symbols to help international attendees or those with language barriers.
Personalised event management
Of course, if you’re struggling to find the time and headspace to plan your event, we can step in. Our team at MTC Events we offer 'concierge-style' service, assisting with everything from initial planning to day-of coordination. Our goal is to ensure that your event runs smoothly, allowing you to focus on your delegates and objectives.
Want to use our venue or need a little extra help planning your event? Get in touch, as it would be our pleasure to help.