8 Questions to Ask When Scheduling Your Event

The date and time of your corporate event can have a huge impact on the success or failure of the event. To have the best event possible, you have to consider the time of year the event is being held, what else is going on around the same time, and how the event will fit into the rest of your guests' day.

Ask these eight questions when planning the date and time of your event:

1. What time of year are you planning the event? Are there any holidays that might interfere? This may seem obvious, but many events are inadvertently planned too close to a long weekend or religious holiday. Make sure you check the calendar for all religions and not just Christian ones.


2. Are there any price advantages or disadvantages to the selected date? You might be able to save money by changing the date.


3. Will your guests be traveling to your event? If they are, early morning meetings might not be possible. Traveling guests who are not staying over may also be inclined to leave an event early. Factor in rush hour in these cases as well.


4. Is the event planned for a high-work load time of year? Every industry has peak times that are busier than most. If your event is scheduled during one of these peaks, you may get fewer attendees or attendees who do not stay as long as they normally would. Salespeople, for example, often need to work extra hard at the end of the month to meet their targets. If you see guests talking on their phones during breaks or slipping out to take care of business and not coming back, you likely scheduled your event poorly.


5. What day of the week is it?/ Corporate events and fundraisers are often most successful if scheduled for mid-week or on Saturday night.


6. Will your guests need to change clothes if coming to/from the office? If so, you will need to schedule the start of the event a little later.


7. Are there any major sporting events scheduled at the same day/time as your event? Any significant cultural events or festivals?


8. Does your event coincide with any school breaks? Guests may be travelling on vacation when the children are out of school.

By asking these questions, you can avoid scheduling your event at the same time as a competing event. You will also be able to plan your event so that it meets the timing needs of the majority of your guests. Remember, if your guests can't arrive on time at the start of the event, they will often decide not to go at the last minute. Make sure the majority of your guests have plenty of time to arrive at your event and are ready to have a great time.