All posts by : ATW-Admin

If you follow me on social, you’ll see that things are pretty busy here at Lucy Claire Events with a number of festive celebrations underway alongside lots of 2023 event planning.

All great and really exciting but, as you can imagine, there are a lot of things flying about and it is very easy to get overwhelmed. Over the years, I have learnt how to manage my workload in hectic times, and this has very much come from learned mistakes throughout my business growth – there have definitely been a few tears with me surrounded by paper in the past!

As an event organiser, I have to be organised – I mean, the clue’s in the title! But there’s being organised and then organised for events. Here’s how I work, and I hope some of these tips help you in your world in some way.

Have lists about lists!

Anyone that knows me knows I love a list and every day starts with one otherwise I can easily lose my way. Each evening, I write my list for the next day with my priorities at the top with deadlines, so I ensure my time is spent on the most relevant things. These are often date-dependent for events but with large events, such as retreats, often venues need securing months ahead.

Give each event a separate folder

Sounds obvious, but I know people that don’t do this which makes me feel slightly nervous! Whenever a new event kicks off, I start a folder and document everything in there from the initial chat notes to images, contracts, venue packs – everything. Even if the event doesn’t happen for whatever reason, the folder stays as the client may want to revisit in the future.

Don’t overload your diary

I need to take more notice of this one, but a big thing is to not cram my diary so full that I don’t have time for my admin. So, emails, marketing, time to look at trends and new venues and what is going on in my local area. It’s very hard to make time at times, especially when there is so much on, but it is imperative to my future success that I do. I have learnt the hard way in years gone by that to drop the ball on admin and marketing really does impact the bottom line of my business in the future months!

Organise your contacts

In events, contacts are everything and I am lucky enough to have many incredible venues, suppliers and colleagues in mine. I make sure I document and store all contacts, so they are easily accessible as and when needed as I never know what type of enquiry may land in the inbox that I need to draw on that little black book!

Make sure wellbeing is paramount

Working in events can mean long hours, no food, little sleep and a lot of travelling, which all together can be a recipe for burn out and illness, so I try as much as I can to manage this. I’m not the best, but I go out each morning with my dogs and then when I can (given the short days) the afternoons too before it gets dark and eat well. I plan my busy periods and make sure I book rest time in for afterwards to re-charge and reflect. It’s so vitally important.

At this time of year, many of us are looking forward to winding down and reflecting back on the year. But for people in events, this is one of the busiest times and we are very much on with 2023!

I am very happy to say that there are already a number of bookings in the diary for next year, with a large focus on retreats and rewarding teams, which is wonderful. There is also a large number of private parties being thrown, all with some really magical touches, so really looking forward to getting into the details of those.

From my perspective, it really does feel that in-person events are still deemed so special as a lot of us have not quite recovered from lockdown. People are going above and beyond to put on really special events with their nearest and dearest and are craving memories over things, and, as an event organiser, this is music to my ears as I love nothing more than helping create those memories.

Are you looking to host events next year? If so, I strongly advise you to start thinking about them, especially in light of venues, as a lot are getting booked up. However, there are still many incredible venues out there, if you know where to look! We are welcoming many clients to our venue finding services and we love nothing more than delving into our ever-expanding little black book to find them their perfect spot. If you follow me on Instagram, you will see that I spend a lot of time researching and visiting venues so I can recommend them first-hand to our clients as I get a feel for what kind of events are best suited to where.

As I said, retreats are definitely on the rise and we are seeing a number of corporate clients wanting to mix work, play and relaxation for their teams. There are some beautiful spots, many of which offer exclusive hire, and cater for all those needs as well as some pretty fab additional extras! So if a retreat is in your plans for next year, we would love to chat and help you.

What is so special about events is that they truly are unique to the people hosting them and the people attending, and no two events are the same. They are such a special way to celebrate, thank, immerse and create a wow factor and, in my opinion, should be part of every business’ marketing strategy. So, if you are forecasting, sorting 2023 budgets and looking ahead, I really urge you to have events very much part of your plans.

In terms of private events – do you have a big occasion coming up next year, or just fancy getting people together? If so, we would love to help you. As well as venues, we have so many incredible suppliers in our little black book for all requests and needs so do hit us up and let’s make sure 2023 is a goody!

There’s no doubt about it, things are tough out there at the moment with the growing cost of living crisis and uncertainty. For many people and businesses, events are very much part of what they want to offer but budgets just don’t allow for using a service such as mine or going all-out in terms of what they would like to do.

First of all, let me let you into a secret. The best events are never the most expensive ones. Yes, the ones with the big budgets have the wow factor, the incredible images and ensure their guests have the most amazing time, no doubt, but the really amazing events, and the ones that stay with you, have one thing in common – heart.

By this, I mean that every element has been nurtured and cared about, always with the guest central to that delivery. So, what I am saying is, yes, you need budget, but it’s not the be all and end all.

I am all about paying it forward and sharing my expertise when I can, so I have put together my guide to hosting events on a budget and if you just need an expert eye, please do get in touch as, if I can, I would be more than happy to help.

Set and stick to budget – learn the art of the haggle

This is the first and foremost rule if money is limited. You need to be strict about what you spend where and keep a close eye on all expenditure. Going over budget to deliver your event is not an option, so the key here is researching the best deals and start haggling. Now, I am not saying haggle with fellow small businesses, that doesn’t do anyone any favours, but there is no harm asking your venue and your suppliers if there is any wiggle room on their pricing. Even a small reduction can really help. As long as you ask in a polite way, often people don’t mind the question and it never hurts to ask.

Are there any swaps on the table?

When budget is limited, it is worth thinking of any other ways you can work with suppliers to get your event off the ground and a good start is swaps. For example, could you promote their brand at the event in return for a discount? Or could you offer a service or goods as payment instead? This can really help reduce the spend and keep both sides happy.

Be brutal

Sounds obvious but do spend the time researching venues and suppliers and really assessing what you actually need to make the event sizzle versus a ‘nice to have’. Do a list of what you have to have for it to happen (venue, food, drinks etc) to what additional things you would love (entertainment, features etc). Do you really need a photo wall, for example? What would it add to the overall event? Be brutal and get external opinions as much as you can, especially from the kind of guests you will be inviting.

Avoid brand new if you can

There is not a lot of reason to buy anything brand new for events and most of the time you can get used bits that are just as good. So, go online and search! There are fab sites such as Second-Hand Prop Shop, Event Prop Hire, Party Prop Hire and loads more where you can either buy second hand or hire. From a sustainability perspective, hiring is so much more attractive – and this can be communicated to your audiences too.

Could you perhaps hire a sustainable food supplier to come and cater too? This is fabulous promotion for them too and allows you to showcase your values.

Reach out to your network and promote talent

If you are looking for entertainment for your event but don’t have the budget, are there any people in your network you could ask to come and perform, or even someone from the guest list itself? Another idea is to host a photo competition for the guests to post on social media during the event as this gives you free social coverage and imagery at the event for minimal cost!

You know the saying, ‘you never get a second chance to make a first impression’? Well, there is nothing more true than in events which is why the venue is always king as this is the first taste of your event that your guests get to experience, and why, in my opinion, you need to spend the time getting it just right!

Here at Lucy Claire Events, we spend a lot of time looking for venues, filling our little black book full of magical spaces for all occasions and this has been built up over the years and many, many hours. I know the importance of first impressions so the venue you choose has to both service the event you are hosting as well as represent the person and brand that is putting it on.

Looking for a venue can be incredibly overwhelming. I totally get this, which is why we are so busy with our venue-finding service saving people precious time. Here are a few tips to help you get underway. I hope they help!

Put together a ‘needs’ list

Before you embark on your search, put together a list of what you need from the venue. This will ensure you don’t get distracted by something that perhaps wows you but isn’t functional for your needs. So, do you need a space of a specific size, a stage, tech support for a corporate event, for example, or for a private party, do you want somewhere exclusive, easy to access with specific catering needs?

Doing this initial ‘needs list’ will ensure you stick to your criteria and don’t waste time looking at spaces that won’t fit the brief.

Know your budget

This is a biggy! As with anything, you can spend thousands on a venue if you want, but do know your budget for the venue and what that includes – is this food and drink as well, together with any added extras such as service charge and VAT? Make sure you ask for a full breakdown of costs from each venue so there are no hidden surprises.

Be specific

By really honing-in on what you want really does save time and money and as venue finders, you are a dream as we can get cracking to find exactly what you’re looking for. Taking the time to really map out what you want in terms of criteria really does pay off in the long run.

Don’t forget the power of getting out there

As venue finders, we never underestimate the power of getting out and about in an area and seeing what potential venues there are. We are lucky to have a black book of amazing venues and are the first to know of new openings, but we still unearth some hidden gems by getting out and about. I love discovering new spaces and the leg work that goes with it – and it saves our clients so much time and energy! 

Put yourself in your guests’ shoes

On our site visits, we always put ourselves in our client’s shoes and really look at the space in line with their objectives and needs for the event and ask if the space meets those needs. We drill down on what people will be greeted with first, how does the space look, is it accessible, does it meet the guests’ needs? This allows us to iron out any issues before the event or make necessary amendments.

Are you looking for a venue to host your event? We would love to help you – do get in touch for more details.

It is the time of year where people are starting to plan Christmas events, especially in the corporate world. Have you given it any thought as yet?

There is definitely a demand for experiences this year as people are still making up for lost time from the pandemic and are wanting to curate memories that go above and beyond the traditional Christmas meal. They are requesting that added air of magic, and we are more than happy to oblige!

This year I have seen first-hand the power of shared experiences, whether that be on a retreat, an activity or a group challenge and people are really relishing the adventure and newness that goes with it.

So, if you are starting to plan your festive events, do have a think about what added dimension you could bring. A few ideas include:

Make the venue special

More than ever, venues are the event – think the rise of places such as Flight Club and Swingers which are all about the group activity on top of food and drink. These venues create a magical world for their customers to be immersed in which can be hugely fun and entertaining.

Have a showstopper

It’s all well and good booking a venue and having a nice meal, but what is the showstopper? What will people remember? Could this be a magician, a quiz, some awards, a special guest – what will give the wow factor?

Get immersive

Like the venues are doing, people are loving immersive experiences – whether that be a bit of theatre, food, drinks or entertainment. Could you incorporate this into an event, eg, a group tasting session?

Giving back

The community spirit was high during lockdown and many people have incorporated that community value within their lives and businesses. Within your event, ask how you can give back. Is that by a donation to a local charity, having someone speak that is hugely inspirational, showcasing a certain venue or supplier or cause?

Stay local

Piggybacking on my point above, people were very much appreciative of what was on their doorstep during lockdown so when planning your event, ask if there’s a way to stay local and use local venues and suppliers and support your community. This is a great way to support and promote them.

Don’t forget everyone loves a theme

It’s Christmas, people will have worked hard and want to kick back and have fun so why not make it extra fun by having a theme to your event. This can be a certain dress code, music, drinks, food – whatever you fancy, but most of all it has to be fun! And a theme makes for some cracking photos!

Remember sustainability, diversity and inclusion

Do remember to put sustainability, diversity and inclusion high up on your requirements when looking for venues and suppliers and see who aligns with your values and where you want to spend your money. There’s nothing wrong with asking what their policies are to see if they marry up with yours.

If you need help planning that amazing festive event, do get in touch!

A key discussion in the events industry at the moment is the rise of the short lead times to organise events, with many of my fellow events professionals flagging it as a noticeable change this year.

For me personally, it has definitely been a change. I recently organised an awards’ dinner at The Londoner from start to finish in four weeks at the beginning of July and also two 70^th anniversary celebrations at The Serpentine in two months, which were extremely logistically detailed due to the one-hour access time we had to put in an exhibition. Each event was great and went really well, but the time frames did bring added pressure to the team, there’s no doubt.

I feel this rise of demanding timelines is a result of the uncertain years we have had, and people are reluctant to plan too far ahead – understandably so.

People, myself included, are wary of planning too much into the future, as recent history has shown, anything can happen and with the growing concerns and uncertainty surrounding rising living costs, the country’s leadership and the constant strain on resources, people are holding back.

This is common for both corporate and private events. We are getting quite a lot of Christmas enquiries, but they are definitely coming in later than usual and even though people and companies seem happy to spend the money, they are more invested in the curation of their events than ever.

One thing I have spoken about before is the desire to create experiences and memories and this is what, I feel, people have traded for physical things as we were without companionship and camaraderie for so long. As an events’ professional, it is my role to create magic and bespoke experiences with the client at the heart, so it is imperative for me to really get to know my clients, their needs and their desires more than ever to ensure I bring their visions to life.

This takes experience and I have definitely had to call on my years of knowledge and contacts to deliver seamless events in a shorter time. And I have to say, it’s been challenging at times.

We are in a state of flux somewhat. On one hand, I am so ecstatic to be busy again, but I have to marry this up with realistic expectations and, in light of the short lead time demands, really assess if this is something I can, and want, to deliver to the quality that I expect of myself. There is no point scrabbling around to deliver an event below par and I refuse to do it so, at times, it is a fine line of saying yes and no to some events in order to protect my integrity.

In time, I hope the timeframes will extend a little more, but I am aware they may not. Events professionals, like me, are delivering despite the challenges, and this way of working could soon be the norm, so we have to be prepared for that and enlist the processes and help needed to ensure we can meet demand without risking our own work ethic and self-care.

It is an interesting topic, and I would love to hear your experiences too. Are they similar to mine?