If you have been appointed to plan a community event, either for a local charity, club, organization, or municipality, you might be feeling a bit overwhelmed at this point. There are so many things that must be considered, from renting a Milford meeting room or conference center big enough to hold all of the guests or hiring vendors to provide specific services for your gathering. Whether your job is to find the perfect venue for an off-site professional business meeting or if you need a full-blown expo or dinner event at a conference hall in Massachusetts, you can count on The Crystal Room Conference Center for all of your needs.
Step One: Define Your Goals
What is the purpose of the event? Are you trying to raise money or awareness about a particular issue? Do you need a neutral meeting ground to bring together opposing groups? Will you be hosting a formal awards dinner or fund-raising event? Do you need space for performers, speakers, or dancing? Will you have food and beverages served during the event, or is it more of a simple coffee and tea refreshment type of situation. Make sure to have a basic idea of what you will be doing, what you hope to accomplish, and the general needs of your gathering to find the perfect venue.
Step Two: Set a Budget
Figure out how much money you have to spend when you plan a community event and where the funds will be coming from for every aspect of the meeting, party, or professional event. You will need to pay for renting the Milford meeting room or conference space, any food and beverage served, any special services required, and any extras that you need to be included, such as audiovisual equipment and technology. Decorations, centerpieces, signage, special seating areas, and space for presentations should all be considered when putting together a budget for your event. On the other hand, the source of the budget should also be written out, including any sponsorships or community funds that will be contributed.
Step Three: Create a Guest List
Will everyone attending be coming by invitation only or will the event be open to the public? Some events are targeted to a specific demographic and are free to attend, while others may require a reservation or paid attendee fee, depending on the situation. Consider posting a poll on your website or in the community news to figure out what the interest might be in attending such an event, so you’ll know whether to plan for 50 or 250 guests. Large-scale events at a conference hall in Massachusetts might want to go to a reservation-based signup form on their website or using an event app to get a more accurate headcount.
Step Four: Secure the Venue
Once you know how what you want to do, how much you have to spend, and who will be attending, you can start shopping around for the perfect venue for your professional business meeting or convention to plan a community event. Make sure that the facility has enough space for all of your guests and that they can accommodate all of your needs and requirements. If you need on-site parking, in-house catering, or extras like Wi-Fi options for all guests and mobile device charging stations, be sure to bring it up during your first meeting. This will help the venue to provide you with a more accurate price quote. Once you determine which facility best suits your needs, pick a date, and secure the venue ASAP.
Step Five: Finalize Plans
All other items must now be finalized, including menu selections, refreshment services, audiovisual equipment orders, and any decorations or specialty services you need at the conference hall in Massachusetts. If you hire any outside vendors, make sure to clear it with the venue first to ensure that they meet insurance and any other requirements. Ask for a list of pre-vetted, recommended vendors in the local area to help you save time and money. Keep all communication records, contracts, and brochures in a single binder or folder so you will have everything ready and available when needed. If you work with The Crystal Room Conference Center, our on-site event coordinator will work with you to make sure all of your needs are met to plan a community event.
Schedule a tour today by calling 508-478-7800. The Crystal Room Conference Center is conveniently located just a minute off the I-495, making it accessible for attendees coming from all over Southeastern Massachusetts and Rhode Island. Call today to learn more about our services and venue or to inquire about availability for your professional business meeting or community event at our Milford meeting room and conference center.