Posts in category: Event Planning

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.

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?

Have you ever been to an event and the venue was just spectacular? I was lucky enough to work on two events in one week at The Natural History Museum recently and the space was just incredible. Being in such an iconic building immediately set the tone for what were hugely memorable events and allowed people to have the wow factor and that air of exclusivity that they were privy to be in that space at that time.

Wow factors are big in the events world and creating them through magic touches is what I love doing the most. Of course, not many of us have the budget to host our event at The Natural History Museum, but there are definitely things you can do for your event to create the wow factor.

Here are a few of my suggestions:

Think about every sense:

I talk a lot about sensory elements in events, but it really is worth considering what your guests are experiencing. Often people are focussing on what an event will look like that they sometimes forget to ask what it will smell like, feel like sound like. By being in tune with all senses really can give the wow factor and can add that further dimension.

Little touches:

As they say, the devil is in the detail and the smallest of things can create a wow factor. For example, is the seating plan really thought out in line with who you feel would have the best conversations and connections? Could you add a small surprise that guests weren’t expecting which will be hugely memorable? Is there a takeaway you can give them to remember the event?

Drink & Food:

Let’s be fair, most people remember what they ate and drank at an event and whether it was any good or not. Try and make sure your menu is tailored to your guests as much as possible and offer the best tasting experiences you can. Could you do something specific to the theme that will be memorable?

Give opportunity to wow

By this I mean make sure there are spaces for people to showcase where they are and why. Give them a reason to show off, especially on social media. Are there any props you could have to aid this or a specifically dressed area? Could you have someone manning that space to create a sense of exclusivity?

Be really clear on your goal

Wow factors, I feel, are often generated most when events are really clear on their purpose. Events that have a clear objective in mind and everything is built to achieve that are often the most memorable and magical. If you are wanting to celebrate a certain occasion, try and make sure everything is driving towards that, or if it is to reward staff, make sure that each element drives to that.

Wow factors can’t be bought but they can be created so if you would like some help creating yours, do get in touch.

Inclusivity seems one of the big buzzwords that is flying around the events industry at the moment. Here at Lucy Claire Events, we are constantly striving to make our events as inclusive as possible and I don’t just mean in terms of diversity, but inclusive in terms of accessibility, reach and hosting. Let me talk a bit more about each:

Hear from many voices

In order for events to be as inclusive as possible, the team putting them on needs to be as inclusive as it can be and enriched with many different people from varying backgrounds and experiences. What is great is that I can dip into my wealth of contacts and gather a diverse group to help formulate an event when needed. This allows me to have their invaluable thoughts and insight. On the flip side, if your event features speakers or panels, really do try and represent as many differing voices from varying backgrounds as possible as that will hugely enrich your guests’ experience.

Don’t be afraid of virtual

I am hugely aware that by hosting in-person events, this does not always mean they are as inclusive as I would like. Having a physical event does put up barriers of entry for some people with the travel, time away and cost of getting there, so I am fully open to offering online options and solutions where needed. This, in turn, opens your event up to a national and international audience allowing a wider and more diverse scope of people to attend.

Accessibility and sustainability

When I visit possible events spaces, these two things are very much at the forefront of my mind as if a space is not accessible for disabled guests then I often don’t use them. Alongside this, their green credentials need to be strong and I always ask what their sustainability policy is – with mixed answers at times. If a venue is committed to being sustainable and are making inroads to do that, then it is a huge factor for me recommending them.

Speaking to your audience

For many events, the best insight you can possibly get is from attendees and asking what their needs are to check you are meeting them. Being asked and allowed to input is huge to many people, who perhaps need specific things for an event to work for them, as it makes them feel valued and heard.

Sharing is caring

Organisations that talk openly about inclusivity and the steps they are taking to be as inclusive as possible often reap the rewards. Even if you haven’t got it 100% right yet, your audience reacts positivity to you desiring to be as inclusive as possible and doing everything you can to be so. 

Inclusivity enriches

Lastly, it is always worth remembering that by shining a light on diverse and varying people and stories really does enrich your brand and your company. It opens up pathways for alternate thinking which can lead to new working practices and experiences. Challenging the status quo and putting yourselves in others’ shoes when organising events can often lead to some incredible experiences for all involved.

Isn’t it wonderful that Spring has sprung and finally we can start enjoying outside events? We are busily organising a variety of private and corporate events ranging from garden parties and al fresco drinks get togethers to private suppers and talks on some beautiful terraces.

There are a few things to think about when hosting an outside event to make yours go with a swing – here are my top tips.

Check the requirements for the space

If you are wanting to host an event in a public space, there may be restrictions and permits needed. Often there are beautiful public squares that you can use but there is a bit of red tape to go through first so it is worth starting this process as early as you can to make sure you give yourself enough time. A good tip too is to speak to other people who have hosted their events there and get their insights and tips.

Dressing the space

Have a think of the time of day of your event and what areas need dressing to make it yours. If it is an evening event, will you need lighting and therefore power? Do make sure you check this before signing anything! Have a think of your colour scheme and how you want the space to look, and try and imagine it when it’s full – where are the areas that are visible?

Prepare for weather

In this gorgeous country of ours, one thing that you can never predict is the weather so make sure you’re prepared for bad weather. Is there a plan b? Is there somewhere undercover you can go to? If not, could you provide umbrellas (branded if it’s a corporate one would be great!)?

Get creative with food and drink

Having an outside event creates a fabulous garden party vibe so have a think about your theme and how you can create some talking points with food and drink. Could you have a specific colour theme that runs through, or a cocktail named after the event itself or the host? Also, do try and cater for all dietary requirements if you can as that goes a long way and people remember those little touches.

Remember the power of social

A great thing about outside events is they make for some amazing photos, especially for social, so have a think about a focal point for pictures; a space where people can pose always works well and if you are hosting a corporate event, this is a great opportunity to get your branding in! Also, are there any props you can include or pass around the event to encourage people to take pics and pop online? If social coverage is a focus for the event, also think about giving your guests a hashtag to use.