Organising memorable events involves more than just securing a venue and creating a guest list: it requires meticulous planning, seamless coordination, and thoughtful follow-up. At the Chamber, we organise 50-60 events annually, and our Events Team works year-round to ensure every event runs smoothly from start to finish, delivering real value to our Members. At the heart of this effort is our Events Manager, Míriam Gimeno, whose expertise and commitment guarantee that every detail is expertly coordinated.
In this blog post, we’ll take you behind the scenes to explore the stages of our event planning process, from early preparation to post-event activities that help keep our Spanish-British business community connected.
The build-up: event planning and preparation
At the Chamber, our Events Team begins planning each event as early as possible, understanding that preparation is key to delivering high-quality experiences. For larger events, planning typically starts six months in advance, while smaller gatherings may require just a few weeks.
However, a three-month window is often ideal, as it provides ample time to establish a strategy, define the target audience, select the venue, and coordinate promotional efforts. This timeline also helps identify potential conflicts, such as holidays or competing events, and gives the Team the opportunity to brainstorm collaboratively for a well-rounded approach.
When selecting a venue, our Events Team considers factors like guest numbers, event style, purpose, budget, and rapport with venue providers. Gut feeling plays a role in choosing the right location, with a focus on ensuring the venue’s atmosphere matches the event’s goals. Early in-person visits are essential as they help confirm that the venue suits both the ambiance and logistics.
The choice of menu and sponsors is tailored to the event’s nature and purpose. For example, a formal gala requires a different menu than a casual brunch. In some cases, food is a central element; in others, it serves as a complement. Our Team partners with top-tier sponsors to ensure that every detail meets the event’s standards and provides an exceptional experience for attendees.
Timing is also crucial when sending invitations. Typically sent five weeks before the event, or two months for larger gatherings, this allows guests ample time to plan while keeping the event at the forefront of their minds.
From preparation to execution: effective communication and coordination
Our Events Team ensures smooth communication and coordination at every stage of an event. They collaborate closely with our Trade Department to align on target audiences and our Communications Department to promote the event through a strategic communications plan.
The Team begins by reaching out to potential attendees early on and follows up individually to address specific needs.
When managing external speakers or special guests, the Events Team prepares in advance with initial meetings to align on content and expectations. As the event approaches, follow-up meetings ensure any last-minute details are covered.
On the day of the event, the Team, led by our Events Manager Míriam Gimeno, oversees all logistics to ensure the event runs as planned. They monitor team progress, quickly resolve issues, and maintain smooth operations. A clear, concise running order is shared with the Team, and pre-event meetings ensure everyone is aligned with their roles and responsibilities.
Wrapping up: the post-event process
After each event, our Events and Communications Teams focus on gathering valuable feedback and ensuring effective post-event communication. Feedback is collected both informally, through direct conversations with attendees, and more formally, via surveys. This combination of methods provides the Team with actionable insights to improve future events.
In terms of post-event communications, the Communications Team acts quickly to share highlights and follow-up content. The Team prioritises sharing pictures, videos, and other materials as soon as possible on our communication channels. Timing is crucial here: sharing content promptly helps keep the event fresh in attendees’ minds and boosts social media awareness.
Post written by Sophie Ziliukas
