Think big: how to run successful large-scale events
By: Hannah Gates, Operations Manager, Jockey Club Venues
Jockey Club Venues, with its collection of flexible spaces for events both big and small, has a wealth of experience when it comes to hosting and organising large-scale events. Hannah Gates, Operations Manager at Cheltenham Racecourse, shares her wisdom and offers practical advice to ensure that your large-scale event goes without a hitch.
It's in the details
Our venues are host to an astonishing array of events throughout the year from conferences and exhibitions to fireworks, festivals and charity sports activities, sometimes hosting several thousand people at a time, so we are familiar with the need for detailed planning for any large-scale event.
The secret here is to start early, with a detailed timeline including all aspects of the event. Engage your core team as early as possible and ensure that everyone knows what their roles and responsibilities will be. Share regular updates and any pressing questions that need answering. We find catch-up meetings, email trails and WhatsApp groups particularly helpful for sharing ideas and keeping everyone in the loop.
Go venue hunting
Events for large numbers of people that require large spaces will limit your options slightly, so be prepared with a shortlist of amazing options and make sure your key stakeholders can attend.
It goes without saying, but ensure you have space for everything you plan to do, for example - access to breakout rooms, fresh air, stages for keynotes and car parking.
Consider logistics – how will large numbers of people travel to and from the venue? Is there adequate car parking at the venue? Is there public transport nearby? Is there enough space for attendees to check in, for example?
The attendee experience
Large events often feature added extra perks as a draw for attendees, such as live music, cooking demonstrations, or a wellness zone. What can you add to give your event the wow factor?
Pay attention to small details such as registration processes. Avoiding large wait queues can be particularly problematic with larger events. Can you have multiple entry points, a check in app or self-check in for example? Install good clear signage, make sure the venue is fully accessible and that you have on-site support should you need it.
Offer engaging and varied programming for the differing needs of a larger audience, with plenty of networking opportunities, a range of diverse food and beverage options as well as a quiet zone which attendees increasingly appreciate in order to escape from large, noisy and crowded events
It's good to talk
It’s so important to maintain open and clear communication with your team, as well as any suppliers and attendees. We do this by holding weekly operations meetings with all venue stakeholders to discuss recent events and any feedback and learnings, along with running through all the details of upcoming events and queries and ideas the teams may have around these.
Expect the unexpected
What would you do if a speaker missed their flight, or there was a last minute technical hitch? Unfortunately, things can and do go wrong, and large-scale events tend to magnify these issues. Prepare possible worst-case scenarios in advance as well as plan B or C to address each one.
One type of event that you always need a plan B and sometimes a plan C for, are outdoor events, thanks to our ever-reliable British weather forecast. Whenever we have an event requiring outdoor space, regardless of the time of year, I always urge my team to consider the plan B, or indoor option. It can sometimes be difficult to consider the wet-weather option when the client has planned to play a game of rounders outside, for example. Our initial plan B for this would be our large indoor space that could accommodate a slimmed down version of rounders with a couple more rules. Alternatively, a plan C may be arranging different indoor activities that a local team building company could provide, thereby ensuring the client still gets to enjoy sporting activities that incorporate all their guests.
Most of the time, the client won’t even be aware of the second or third plan that the team have considered but it’s imperative to have it in the back of your mind for a rainy day.
For all media enquiries, additional comment and request for interview please contact Hollie Luxford at Davies Tanner
Tel: +44 (0)1892 619100 | hollie.luxford@daviestanner.com
NOTES TO EDITORS
About Jockey Club Venues
The Jockey Club stages thrilling sporting occasions including the Randox Health Grand National, The Cheltenham Festival and The Betfred Derby Festival. Millions of people every year enjoy the special experiences we offer through racing, music, food and entertainment. Governed by Royal Charter, every penny we make goes back into British Racing to help the sport thrive. We were founded in 1750 and today we are the largest commercial group in Britain’s second-biggest spectator sport, operating 15 racecourses nationwide, The National Stud, Jockey Club Estates, Jockey Club Catering, Jockey Club Live and our charity, Racing Welfare. For more information visit: www.thejockeyclub.co.uk/venues/
