Mail Boxes Etc. UK & Ireland's blog

Event planning checklist

What you need to know – and how we can help

If you’re organising an event – an important meeting, training course, conference or awards ceremony – there’s a lot do.  

We’ve pulled together a handy checklist to help focus your thoughts, and you may be relieved to know that we can help you with quite a few items on your ‘to do’ list.

  • Purpose:  The answer may seem simple, but it’s important to define your objectives at the start.  This will help you set the scene, select a venue and agree a theme.
  • Budget:  Knowing how much you have to spend will help shape the event.
  • Timing:  You may already have a set date.  If not, decide on the best time of year to hold the event, and look out for any calendar clashes to avoid forcing your delegates to choose between events. Then get your planning timeline in place.
  • Number of delegates:  Knowing how many delegates you’ll have will help you choose the venue – or if you’re set on a particular venue, this may influence the number of people you invite.
  • Venue:  The location should match the objective and the types of delegates you’re expecting.  Be creative by all means, but make sure your chosen spot has all the facilities you need – including overnight accommodation if that’s relevant.
  • Speakers/presenters/entertainers:  You might want an MC or facilitator to run the event under your direction, or some inspirational speakers; and don’t forget the evening’s entertainment if your schedule runs into dinner and beyond.
  • Caterers:  The venue may provide food and drink, or you might need to use external caterers.  Keep people well supplied with tea, coffee and soft drinks; anyone who has travelled some distance for a morning meeting will appreciate a light breakfast on arrival, too.  
  • Other suppliers:  Think about your needs for photography/video, audio-visual support for presentations, interactive and audience response technology, flowers (to dress the venue and to provide bouquets where needed) and music (whether for dancing or ambience).
  • Run-through:  Try to get speakers and presenters together for a run-through before the event. As well as helping highlight any issues, it will allow you to create an accurate timetable.

With so many plates spinning, it’s good to know you can turn to your local Mail Boxes Etc. for help.  We’re here for fast-turnaround in-store print, copy, post, courier, stationery and more. 

Here are just a few of the ways we can make your life easier:

  • Printed materials:  These can include awards, certificates, delegate packs, training materials, notepads, and place cards.  There’s also signage for the venue – banners or posters both outside and inside to direct people to the right room, and impactful displays to dress the room and create the right atmosphere for the event.  Before the big day, you’ll need posters, flyers and invitations too.  Our in-store experts can help with all your print needs – large and small, and we’ll be happy to print and post your invitations and any other information for delegates.
  • Awards, certificates and branded gifts:  Whether it’s a personalised certificate to mark an achievement, or a branded memento of the event for every delegate, we have a huge range of items that can be personalised and branded for a professional edge.
  • Logistics:  Talk to us about sending all the display signage, conference materials, gifts, stationery and more, ahead to UK or further afield locations, while you arrive fresh as a daisy and calm as a cucumber on the day. If you have a busy schedule of events, our logistics experts can transport all your gear from venue to venue.
  • A friend in need:  We understand things can get pretty hectic just before an event, so remember we’re always here to step in if you have any last-minute printing disasters. We offer in-store print with a fast turnaround, so you won’t need to stress.

With a little planning and the right choice of suppliers, your event should run like a dream. And if the planning side of things threatens to turn into a nightmare, you know where we are!

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