The Colony Guide to Organising an Event

10 April 2025

Colony's Event Coordinator, Tiegan-Lee Dunscombe, walks us through the key stages of planning a successful event.

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At Colony, we host a wide variety of events across our unique venues. We know that event planning can be challenging - but when everything comes together, it’s incredibly rewarding.

As the Event Coordinator at Colony, I've had the chance to work on just about every type of event you can imagine - whether it's panel discussions, networking events, book clubs or fashion shows. I've pretty much done it all!

In this guide, I’ll walk you through the key stages of planning an event - from figuring out your goals and picking the right partners to finding the perfect venue and getting the word out. By the end, you’ll have everything you need to pull off a great event!

Colounge - Colony One Silk Street

Define your purpose

Before taking any other steps, you’ll need to clarify the purpose of your event.

Are you celebrating a global observance like International Women’s Day, or launching a new product or service? Identifying this early on will shape every aspect of your event.

You will then need to consider what you want your attendees to gain from the experience, whether it’s valuable insights from industry experts, a deeper understanding of your product, or heightened brand awareness.

A strong sense of purpose will guide decisions on everything from content and speakers to the venue and atmosphere, ensuring the event aligns with your goals.

Is there a business you can partner with?

Before diving into planning, consider whether there’s a company or organisation you can partner with.

Collaborating with a relevant partner adds credibility to your event and may provide guidance, especially if they have experience hosting similar events. Additionally, partnerships give you access to their network, expanding your reach.

Take some time to consider what you need for your event and who would be the best fit. For instance, if you're hosting a digital marketing event, partnering with a marketing agency can help you reach your target audience while providing valuable expertise in creating, planning, and executing marketing campaigns. Whereas if you're celebrating Pride Month, for example, collaborating with a local charity or organisation can highlight your company’s values and support for the cause.

You can even find some event spaces that will be looking for partners for specific events. At Colony we have sponsored a wide range, from virtual reality showcases to AI panel discussions. This can get you access to our extensive city-wide network of businesses. Additionally, we’ll provide extra exposure through targeted marketing on our platforms, including LinkedIn and Instagram, helping to promote your event and engage a broader audience.

Presentation Space - Colony Fabrica

Choose a date and time

Next, select a date for your event.

In our experience, there are always a few bumps along the way. Plan well in advance to avoid last-minute stress, and ensure you allow enough time for preparations when choosing a date.

Weekdays are typically best for business-related events, as weekends and Fridays often conflict with personal schedules. For evening events, Thursdays are often ideal - they’re before the weekend, attendees are generally in good spirits, and workloads are lighter.

The length of your event will vary based on its type. For instance, a lunchtime workshop should last one to two hours, whereas evening events can run longer. Also, starting a bit later in the evening can give attendees time to travel from work.

Plan your event content

Now onto the exciting part – planning your event content!

This involves mapping out your event schedule, including when you’d like guests to arrive, coordinating setup, and determining what happens and when throughout the event.

Make sure to contact your caterers (see below) to confirm arrival times and iron out any final details.

If you’re hosting entertainment or a panel, ensure performers or speakers are fully briefed and that all content - such as presentations or slides - is finalised ahead of time.

Don’t forget to order any necessary equipment and create a checklist of what you’ll need from your venue. This might include tech requirements, which is important to consider when choosing your location (see below for more on that).

Colounge - Colony Fabrica

Pick a location

Choosing the right location sets the tone for your event.

Align the venue with the event theme. For instance, a luxury product launch may call for an upmarket venue, while a creative event is better suited to an inspiring and visually stimulating space.

Colony offers a variety of options, from the Presentation Space at Colony Fabrica (perfect for panel events) to the roof terraces at Colony Jactin House and Colony One Silk Street, which are great for summer work socials.

Remember to check the facilities at your potential venues. For example, Colony’s versatile lounges, with a capacity for up to 150 people, features kitchens, dynamic seating, and sound systems - making them ideal for everything from creative sessions and networking events to exhibitions.

When evaluating potential venues, consider capacity. We recommend overestimating the number of attendees by 20% to be safe. Always keep your venues informed about the numbers, enabling them to prepare effectively. This ensures they can identify any potential issues with uptake and offer support where necessary.

Additionally, note the venue’s accessibility in terms of transport links and parking for guests. For instance, Colony Fabrica and Colony Piccadilly have excellent links to tram stops and Manchester Piccadilly Station, making them popular with event planners whose guests are travelling from outside Manchester.

Figure out your catering options

Remember, food can be a great motivator - attendees are more likely to attend if they know food is provided, even if it’s just a few pastries.

For shorter daytime events like workshops, it’s good practice to have light refreshments readily available such as tea, coffee, and a selection of biscuits (if you’re feeling generous).

However, for evening events, consider offering small bites or canapés, along with a mix of alcoholic and non-alcoholic beverages.

It’s worth noting that you’re not limited to traditional event caterers. Why not consider reaching out to a local pizzeria or cocktail bar? At Colony, we’ve built great partnerships with local gems like Nell’s Pizza and Viet Shack. This way, our attendees enjoy delicious food while we help support local businesses.

The Boardroom - Colony One Silk Street

Market your event

Now it’s time to get the word out.

Social media platforms like LinkedIn, Instagram, and Facebook are effective tools for promoting your event. You can do this through a series of stories, reels, and posts - each teasing something new to build anticipation and get people talking.

If it’s a ticketed event, upload it to platforms like Eventbrite or Meetup well in advance to allow people to save the date and plan ahead.

Even if your event is free of charge, uploading to ticket platforms is a good way to reach a wider audience and track how many people will be attending so you can plan accordingly.

Don’t forget to post updates during and after the event! For example, Instagram stories are a great way to keep people updated with what’s happening in real-time. After the event, it’s also a nice touch to post a thank you message to attendees, partners, and anyone else involved in organising the event.

A good sponsor will always help promote the event. At Colony, we advertise events to our members a month in advance and provide post-event coverage on social platforms, including Instagram Stories.

Set up!

A good reputable venue will alway help with set up but, it’s your responsibility to ensure everything is perfect.

Make sure you run through clearly what is expected and arrive early to prepare, check catering, and brief guest speakers.

Arriving at least an hour before the event allows you to handle last-minute details, and guests will appreciate a smooth, stress-free experience.

Colounge - Colony One Silk Street

You are now ready to host your event!

Take it from me - following these essential steps will ensure you have a stress-free experience and a successful event! At Colony, we offer the expertise, network, and support to help turn your dream event into reality!

If you’re looking for a space to host your next event, check out what venues Colony has to offer...