All posts by : ATW-Admin

One of the biggest challenges when running events is managing the budget and ensuring that there is enough money allocated to deliver what has been promised.

Managing budgets, especially on complex events, is an art form and it has taken me years of perfecting to get the process right. Over the years, I have learnt (sometimes the hard way!) the pitfalls of not investigating everything and asking all the questions. For example, mistakes such as forgetting to factor the VAT in or that extra hidden cost that was in the T&Cs.

When I run an event, I am super meticulous about the financial details and unearthing any hidden costs before agreeing the budget with the client. This is to ensure that they have full exposure and visibility and no hidden surprises during or after the event.

If you are running your own event, here are my top tips for keeping in budget:

Always ask for a full breakdown of costs

This can be from the venue, suppliers, staff – everyone that will be part of bringing your event to life. Make sure you ask about VAT, any service charges or any extra costs and get a final number in writing agreed before you confirm anything. Also, be clear on deposits needed and due payment dates and make sure you are happy with them.

Be realistic

Often, clients don’t fully understand how much things costs so as an event planner, it is my job to relay this and be realistic in terms of what their budget can deliver. This is always done in the initial conversations and when a firm budget is set. Over the years, I have learnt roughly what you can deliver for certain amounts so I can guide them on amending their event accordingly in line with their vision, if their budget doesn’t allow for their initial perception. It is also so important not to over promise – be realistic and honest always.

Have a list of trusted suppliers

Experience is so important in events and over the years I have built up a trusted network of suppliers, freelance staff and venues. Along with this, I know their budget parameters and can plan accordingly who to use for what when a request comes in. If you are hosting regular events, build up a list of trusted people that can deliver; it will save you so much time and energy in the long run.

Have a buffer

No matter how much you plan and organise, there is usually something extra that is needed so when budgeting, always have a buffer of spend for these eventualities. For example, the weather for your outside event is now raining all day so you need to buy guest umbrellas… 

Ask questions

There is no harm in politely asking if there are any discounts available from the people you are working with. They can only say no. If there is any haggling to be done, always be respectful, don’t push your luck or make people feel pressured. That is always a big no!

Of course, if you would like any assistance or guidance with budgeting and planning for your event, then do please get in touch!

Each year, the events world has buzzwords connected with it, and two of these are very much accessibility and inclusion. However, they are far from just buzzwords – they are absolute essential considerations for all events, no excuses.

I am still flabbergasted when I visit venues who are not equipped accessibility-wise, especially when 16% of people worldwide experience significant disability. Luckily, it is now few and far between but there are some that have not updated their spaces to accommodate access needs and, for me, this is a huge red flag. It shows they are not in tune with their clients’ requirements and have a big lack of awareness in this area and, therefore, are not good partners for Lucy Claire Events.

I understand that older buildings in particular might be challenged in terms of adding elements due to the structure of the space, but there are many options to get around these now, such as installing ramps, lifts etc, that a lot of the good venues have implemented successfully. So, if you are not using someone like me when planning your event, do be mindful of accessibility options when looking at venues.

And for corporate events, accessibility can often mean allowing the event to be live streamed and accessed by people who can’t physically be there, and for people who are neurodivergent who would prefer to access the event virtually. The now commonplace hybrid events are here to stay as it allows people to gain a wider audience without having to have a physical presence and allows people to take part in the best way for them. Many venues now are equipped for live streaming and offer that service as part of their package which is a wonderful addition.

The word inclusion can mean several things, but for me, it means allowing events to be open to everybody and anybody and ensuring that events themselves, when possible, have a broad representation.

I have experienced events where I am the only woman for example, or the youngest by a country mile, and it feels uncomfortable and like I don’t belong. It is up to us events professionals to lead from the front and ensure diversity and inclusion is at the heart of our planning, and always putting ourselves in the audience’s shoes and asking if there are any gaps.

My role alongside organising events is as an educator and talking to my clients about these key necessities that have to be front and centre of their organising. There is no excuse these days to not be in tune with all these factors and offer a well-represented, inclusive and accessible event for all. And for those that aren’t thinking like this, it will some become apparent in their bottom line.

The sun is out, and it feels like, finally, summer is here! And with that, people are well underway planning their summer parties, whether that be with family and friends or colleagues.

I am working on some fabulous summer parties at the moment, and what I have noticed is the level of care the client is taking in how the event makes the attendees feel and experience. This is especially relevant in the corporate world as post-Covid there is a real need to bring people together, but this has its challenges. People are often working in a hybrid model and don’t see each other as much or as regularly as they used to. They are perhaps not interacting and collaborating as much and just don’t know each other as well. The post-work drinks culture has dwindled, the having a catch up making a cuppa is not as accessible, and for new starters especially, this can be tough.

So, this means that the summer party is a big deal as it’s not only an opportunity for the staff to be thanked and rewarded, but it’s a great opportunity for them to mix, mingle and get to know each other. I am seeing a trend in activity-based parties, so not just offering drinks and food but something to unite the people there. Such things as workshops or gaming (Jenga, giant Connect 4 or chess) are popular as this allows the more introverted people to take part and get to know others in a safer capacity and gives opportunity for everyone to join in equally.

We all have that time when it was really uncomfortable or felt awkward at an event and my job is to do everything I can to work with my client to avoid that by having things in place that can bring people together.

As I mentioned, games are big news – think of a sports day but with booze and laughter – and can be such a brilliant ice breaker watching the CEO do an egg and spoon race! Alongside this, awards are popular and give people a chance to recognise what others do and celebrate the wins and get some tongue-in-cheek awards on the go too!

The weather is always a factor and we can never rely on a sunny day, so I always make sure a lot of the activities can be done inside or we have a good contingency plan in place (read my blog on that here)! Venues that offer both inside and outside space are always great and for those that can, full and exclusive hire always works so well as it gives free reign and opportunity for guests to really bed in for the day, and often night!

As with all my events, sustainability is an important element and I ensure I always have an eye on making the event as sustainable as possible – eliminating any unnecessary waste as much as I can and using like-minded suppliers and venues.

Are you planning a summer party and could do with a helping hand? Do get in touch if I can help!

Are you getting excited about Coronation, or avoiding it altogether? Whatever your stance, there’s no denying that this is an incredible event of an international scale with all eyes on London this weekend. I will be watching it all very much in awe of what the people who have organised it have managed to pull off.

There is nothing quite like a British event – with all its pomp and ceremony and it will be an incredible watch from a logistics point of view. I imagine there are a few sleepless nights going on from the people in charge!

There are a lot of challenges in the UK at the moment so having an opportunity to come together, toast tradition and celebrate I feel is a welcome one and I am loving seeing towns and villages transforming with bunting, decoration, re-naming businesses and gearing up for the celebrations.

This is a fabulous time for business owners with the influx of tourists, all wanting to experience that piece of British magic, and I really hope we see a boost to the economy because of it. I urge you to take full advantage and have a think about how you can really stand out with your décor, re-naming products perhaps or having a special offer for the weekend? People love a keepsake and something that marks this moment in history so if you are a business owner, have a think what you could offer.

I myself am not organising a party (having a break!), but I know a lot of people are and I hope you have a fabulous time! And let’s hope the weather is kind too. If you are a host, here are a few tips to make your party the best ever!

Know your timings

Sounds silly but find out what time the actual coronation is happening as you don’t want you and your guests to miss it!

Theme within a theme

Yes, of course the coronation is the theme, but can you do more than the red, white a blue? A coronation punch perhaps or little keepsakes for your guests. A lovely idea is getting a polaroid camera for people to take a photo of them as a souvenir, with the time and date on it.

Make sure you have enough soft drinks!

I love the Brits, but we can get a bit carried away at a party so make sure you have enough non-alcoholic options if people get a little giddy!

Remember the British weather!

If you are hosting outside, make sure you have enough room inside if the weather turns.

Guest care

If you are having an elderly relative or friend join you, maybe allocate one of your team to look after them as in the celebrations you don’t want them not to be looked after.

We have all heard about having a contingency plan – a back-up or another option if things don’t quite go to plan. As an event professional, I always have one, but I don’t have to use it often as most things that are ambiguous or uncertain are ironed out in the preparation.

However, there are just some things that are out of the control of even the most organised event planner! Examples include, diverse weather, extra attendees that weren’t expected (it happens!), staff illness/shortage and a supplier letting you down. As I have learnt, no matter how many times you cross the Ts and dot the Is, something out of your hands can go wrong.

And this is where your contingency plan comes in. Drawing on my many years of experience, I have faced most challenges and have learnt how to deal with them along the way. And this imperative insight goes into building my contingency plan for each event. I ask the very important question, what is the worst that could happen? and try and plan for every eventuality.

Some things I always think about:

The British Weather

Arguably the most unpredictable element of an event, especially one that is outside, or has outside elements. Luckily, most venues think along the same lines and have a back-up option if the weather turns, but I ensure that I walk though plan b thoroughly to understand how that event would look and feel if we have to change last minute. I also prepare my clients for this eventuality and make sure they are on board and aware.

No Shows

I would never name names, but I have sadly experienced suppliers letting me down at the last minute, which is really stressful. Luckily, I have built up a trusted list of suppliers so that happens very rarely, but I will never forget the sick feeling in my stomach years ago when someone let me down quite badly! Life happens, and I understand that people are ill or something impacts their commitment so I now have a list of trusted people I can call on last minute if needed to deliver. These are people who have worked with me in the past, know me and we have a mutual trust.

Moving Elements

By this I mean perhaps we have planned for a certain amount of people and more / less turn up. A few is fine, and normal, and this is catered for, but when it is a considerable number this can be problematic. Of course, the issue does lie with the client for not briefing me properly and setting expectations, but in the event, we need to ensure people enjoy their experience. This is why trusted suppliers are key. Great suppliers are amazing problem solvers and often have brought surplus stock or, together, we can come up with a solution.

In my industry, collaboration is key and without it, I just wouldn’t have a business. As a solo business owner, there is only technically one employee at Lucy Claire Events, but I far from do things on my own.

Being collaborative in my business and on my business really has allowed it to grow and be where I am today. Over the years, I have nurtured some incredible relationships that have been imperative to my success.

Firstly, my list of suppliers and fellow event professionals. These are everything, and through many years of organising and hosting events, I have experienced working with numerous venues, caterers, entertainment suppliers, event staff and fellow event professionals. From experiencing them first-hand, I have gone on to work with them many times and therefore have a fabulous list of go-to people for specific events.

When I first start working with a client, and I get to understand their needs, I am already building the team in my head that is going to deliver their event as I have so many incredible people to draw from and know who would suit what type of request and event. For example, there is a big rise in demand for sustainable suppliers in anything from food and drink to overall venue, so if this is high on my clients’ wish list, I already have a tried-and-tested list of people I know and trust as well as numerous venues that could cater for their needs.

Alternatively, I also have clients wishing to go all out with their events – such as a special birthday or anniversary – and I have those go-to venues and suppliers who create that wow factor through venue, catering, entertainment and service.

It boils down to longevity and experience and understanding what clients want and what they don’t want, as well as managing what is realistic. It is my job to manage expectations and to ensure that what I am promising to a client I can deliver, and that each touch point they experience with my brand is at a premium standard throughout.

This, at times, can mean having honest conversations and setting realistic expectations for clients as well as laying out the watchouts. This is also the relationship I have with my suppliers. We are all very transparent and honest about what can be delivered and when as we all share that professional work ethic. I have deliberately been very choosy about who I work with as, at the end of the day, they are representing me, and my brand and they have to be thoroughly aligned with my vision and standards.

As well as collaboration in my business, I also collaborate on my business in terms of outsourcing where I need to. As all business owners will know, you just can’t do everything on your own, nor should you, so delegation is key. For me, it has been so crucial to my success as it has allowed the areas of my business that I don’t have the time or inclination to focus on keep ticking over while I focus on my main objectives of providing high quality events.

As I have mentioned before, there has been a rise in retreats with a demand for more varied options for a team away day or a friends/family get together. Going on a retreat in an amazing location really can be the perfect solution as it offers something for everyone and allows options in both work and leisure. What has been a big request from companies is the need for space to work and be creative as well as space to relax and reward, and retreats offer just that. Many of the gorgeous spaces I have worked with have incredible spaces to brainstorm, review and plan and then have other on-site activities to facilitate team bonding, wellness and relaxation. A perfect mixture, and an appealing option to employees and managers alike.

There are some really special venues out there, most in the countryside, which adds to the overall experience as gone are the days of sitting in a uninspiring, stuffy conference room (thankfully!). People are, rightly, demanding more stimulation and reward, especially in light of the past two years.

This summer, I have two retreats for a client, one for their London office taking place at Center Parcs Woburn Forest for 500 people, and then the other for 200 people from their Manchester office taking place at Darwin Lake Village in the Peak District. I love organising retreats and curating an itinerary specifically for the clients’ needs and goals for the time. Some are more work-focussed, others more relaxation, and getting the balance for both is a wonderful and rewarding challenge.

I have visited a large number of venues on my events travels over the years, and there really are some very special ones out there. Here are 5 of my favourites:

Bibury Farm Barns

This family-run farm nestled in the Cotswolds is where we hosted Connect Ventures in autumn last year. They absolutely loved this place thanks to the luxurious accommodation across their 5 converted barns that can house up to 38 people and its stunning setting. Being in the heart of the Cotswolds, there are so many places and a variety of activities to explore, together with world-class caterers being on the doorstep to come in and provide you with a top notch interactive dining experience.

The Lakes By YOO

This is a very special spot! Again, in the Cotswolds, The Lakes By YOO is a 850-acre sustainable estate with interior design-led homes looking out onto absolutely stunning lakes. With a mix of cabins, apartments and luxury houses to choose from this is a perfect place to really get away from it all, with the huge focus on sustainability a big pull for clients.

Wasing Park

This is one of my absolute favourites! Sustainability being high on the agenda here, Wasing is only offered on an exclusive hire which makes your retreat even more special. I worked with an American client to host a Founders Retreat for 55 founders of a variety of start-up companies from all over the world here last year. We had guests not only staying in the beautiful bedrooms onsite, but also 25 luxury glamping bell tents that we set up in one of the fields providing lovely ‘green’ views as they woke each morning. Alongside the client’s business presentations, we organised some amazing workshops and activities for guests including an African drumming session, a moonlit walk, and a wild swimming and sauna session each morning followed by candlelit yoga….

Crumplebury Farm

Another wonderful sustainable venue, Crumplebury in Herefordshire really is a delight for the senses and offers a state of the art, modern events venue with 11 bedrooms, a celebrated restaurant with produce grown on-site, all set in 1500 acres of rolling Herefordshire countryside. The variety of grounds onsite provides many options for team offsites, retreats and client entertaining, and with their super attention to detail guests are always ensured a fabulous time.

Gambledown Farm

I’ve only recently come across this absolute hidden gem in the Hampshire countryside, but can see the wonderful opportunities available here for retreats. A working farm providing meat and other ingredients that guests can have for their stay, Gambledown provides a complete escape from the hustle and bustle. Offering comfy home-from-home accommodation across three barn conversions, together with a large studio ideal for meetings, dinners, yoga classes, and anything that needs to be inside really!  With acres of land for country walks, trail running and outdoor fitness, this is the perfect spot for a retreat (wellness, fitness, team or otherwise), or a small team offsite – the options are endless. In a quiet corner of the farm, with stunning views across the Test Valley and the Salisbury Plains, are the five African style safari tents providing the complete exclusive glamping experience.