Top tips on planning a great sports function

Whether you’ve planned a dozen sports club functions or are fairly new to the process, planning an event can be a huge task. From your season launch to an information session or meeting, cocktail party or gala presentation night – these tips will ensure your event goes off without a hitch.

Season launch/Presentation night

Before planning any event it’s important to estimate your attendee numbers and total budget, this will help determine whether you are able to hire a venue, or if your clubrooms will suffice. If you choose to hire a venue, consider the location of your sporting club, size of your group and the distance attendees will need to travel for your event.

Checklist of questions to ask your venue:

1. What is the total capacity of the room? 2. What are the food and beverage options and price per person? 3. What vegan, diabetic and other dietary options do you have available? 4. What is included in the package? Is room hire additional? 5. Do you have technical facilities onsite, if so are they included in the package or available at an additional charge? i.e: microphone, lighting, projection screens, etc 6. What room layout will suit my event type? Do you have staging? 7. Is parking complimentary or available at an additional charge? 8. Is there any accommodation onsite? If so, is there a discounted rate? 9. Is theming (decorations and styling) included in the package? i.e: chair sashes, table runners, candles, up-lighting, ceiling draping, team colours etc

Once you’ve secured a venue and locked in your date, it’s time to reflect on the purpose of the event and to brainstorm the finer event details including speeches, video presentations, awards, raffles and fundraising. We suggest creating an event project timeline to manage tasks and who is responsible for the each action item.

Keep in mind your total event budget when making arrangements for entertainment, guest speakers and additional theming as these elements may significantly increase the price per head. If you require funding for your event you may want to think about putting together a sponsorship proposal, or hosting a raffle to raise money pre-event.

Bell City’s sporting club function packages are a great all-inclusive option from only $42 per person including room hire, theming, personalised menus, complimentary parking and staging, click here to learn more.

Information session

When planning an information session it is important to select a venue with adequate seating for your group size, onsite projection screens and access to audio-visual equipment.

The most suitable room layout for your information session is theatre style, with aligned chairs in consecutive rows, ideal for large groups and one way communication. However a classroom style or U-shape room layout would also suit if you require note-taking, with chairs and tables facing forwards towards the presenter. Bell City’s United Nations Auditorium is one of the few custom-built lecture theatres available for hire in Melbourne, and is ideal for information sessions, meetings and classes.

Before finalising your total event budget, you will need to take into consideration whether your information session will be free for guests to attend or ticketed. Other important costs you may need to permit include guest speakers, registration desk, handouts, video presentation, slideshows, audio-visual equipment and catering.

Business breakfast

Essentially a networking forum, the purpose of a business breakfast is to bring together your clubs supporters, members, sponsors and other stakeholders, to keep them up-to-date and build strong relationships.

Have a think about speakers, MC and VIP guests early in the event planning process, as lead time is imperative. The location of your event venue is also important for maximising attendance. Before selecting a venue, ensure that there is sufficient parking and/or access to public transport. Natural light creates the right ambience for an informal breakfast event, as well as a range of meal options available.

Bell City’s Executive Chef and his team have created a selection of menus focusing on fresh seasonal and local produce. From only $25 per person, our networking breakfast consists of a range of hearty choices including baked danishes, croissants, gourmet omelettes, sweet and savoury muffins and freshly brewed tea and coffee.

Make sure you set a clear deadline for ticket payments, with sufficient lead time to send final numbers, seating allocations and catering arrangements to your venue.

Contact us

Bell City’s 15 modern event spaces host sports club functions of all varieties and sizes. From season launches in our elegant ballroom, cocktail parties for 500 in our garden terraces or an information evening in the Bell City United Nations Auditorium, our experienced events team are ready to offer professional advice and assistance to help make your event a roaring success.

Bell City’s sporting club function packages are a great all-inclusive option from only $42 per person including room hire, with tailored theming, personalised menus, complimentary parking and staging options.

If you require any further information, please contact our friendly events team: +613 9485 0382. Or click here to email us.

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