Event Planning
Activities are an important part of the event planning process. They provide networking opportunities for attendees as well as a fun, memorable event experience.
Determine what activities will be planned during the conference:
Select the types of activities you will plan:
- Group activities as part of the agenda
- Optional activities
- Team building
- Add-on (extra fee)
- Spouse-only
- Children’s activities
- Offsite Excursions
- Dine arounds
Research ideas for the activities, for example:
- Golf
- Tennis
- Swimming
- Spa
- Local attractions, tours and sights
- Shopping
- Sporting events
- Local shows, theatre and festivals
- Gambling
- Discos, clubs and lounges
- Restaurant outings and group meals
- Boating/Sailing
- Fishing
- Water skiing
- Snorkeling or scuba diving
- Walking and hiking paths
- Biking
- Horseback riding
- Skiing, snowboarding, ice skating and other winter sports
- Pool, table tennis and darts
- Card games and board games
- Shuffleboard
- Video games
Look at what activities have been provided in the past and what attendees might be interested in based on demographics and conference theme.
- Determine the budget for activities
- If activities are not part of the agenda, decide who will pay for them
- Determine how many people will be part of each activity
- Look at when the activity is to be held and how long it will last
- Decide if alternative activities will be scheduled and available
- Finalize activities, locations and timelines
- Select and hire vendors
Research options
- Obtain bids and information
- Compare prices
- Negotiate group rate
- Check references
- Check reservation and cancellation policy
- Sign contract
- Set up billing
Implement!
- Book transportation (be sure to include travel time in your plans)
- Arrange for entertainment
- Coorindate food and beverage
- Arrange for signage
- Book professionals for any lessons to be provided
- Organize any contests or tournaments that will be held, including prizes and awards
- Research costs for awards and prizes and have them approved by the client
- Ship awards and prizes to the venue
- Determine how people will register for the activities, and how confirmations will be sent
- Include activity fees, transportation and other information on registration site and conference materials
- Look into insurance if needed
- Ensure attendees sign waivers on any activities where accidents or injury could occur
Tips and Tricks
Understanding your attendees will help you select the right type of activity. Pick a couple of archetype attendees and choose activities you know they would enjoy.
Share your email so EE can send updates on event trends, checklists, and industry news.
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
You can unsubscribe at anytime. View our privacy policy.
