When you host your event, can mean the difference between packed rooms and missed opportunities.

The right date will:

• Boosts attendance
• Unlocks premium venues
• Amplifies impact

The wrong one?   – Well this will just limit results before planning even begins.

At Eventscape — in partnership with Clarke A/V — we help you choose the perfect moment for maximum effect.

Here’s how we do it:

✅ Audience availability — We map industry calendars, holidays and seasonal trends to find your sweet spot.

✅ Sector seasonality — Every industry has decision-making windows. We align your event with them.

✅ Weather & destination insights — For incentives and outdoor experiences, timing is everything.

✅ Venue access & value — The right date unlocks premium spaces and competitive rates.

Our insight:

• Conferences & exhibitions thrive in March–June or September–November
• Incentives shine in late spring or early autumn
• Gala dinners make impact during year-end celebrations or late-spring awards seasons

The best venues, suppliers, and experiences for 2026/2027 are already being secured.

#EventStrategy #LuxuryEvents #CorporateEvents #Eventscape #ClarkeAV #EventPlanning #VenueSourcing #IncentiveTravel #ConferenceDesign #GalaDinner #StrategicTiming #EventLogistics #SeasonalStrategy #EventSuccess #HighImpactEvents #2026Events #2027Events #EventIndustryInsights

❓ Have you ever attended a conference or exhibition that just didn’t land?

Despite your best intentions, did you organise an event that flopped?

If the answer is yes, it’s rarely just one thing.

Common pitfalls:

• The wrong type of event for the audience
• A venue that’s hard to reach or uninspiring
• Content that fails to engage or inform
• Overpriced delegate fees or exhibitor stands
• Attendees who don’t match the event’s purpose
• A weak exhibitor mix
• Low delegate footfall and poor ROI

At Eventscape and Clarke AV, we don’t just organise events — we engineer experiences.

We ensure your message reaches the right people, in the right way, at the right time.

Our strategic approach delivers results:

✅ Know your audience – who needs to hear your message and how to reach them

✅ Shape the environment – venue, layout, pricing, exhibitor mix: the delegate journey matters

✅ Deliver meaningful content – sessions and experiences that inspire and inform

✅ Orchestrate engagement – connections that drive value and repeat business

✅ Maximise impact – attendance, ROI, brand perception

Let’s make your next event one people remember — not just attend!

Planning for 2026–2027? Let’s talk.

#Eventscape #ClarkeAV #EventStrategy #CorporateEvents #Exhibitions #StrategicEventPlanning #ConferencePlanning #GalaDinners #AwardsEvents #2026Events #2027Events

Over the years, Clarke A/V and Eventscape have consistently delivered high-impact experiences across a diverse range of formats – from corporate events and public sector forums to product launches and association events.

Our join approach is rooted in total event oversight – ensuring every element is seamlessly integrated, every supplier is aligned and every delegate enjoys a flawless, elevated experience.

Take a look at our sample case study below for a Medical Association Conference

Case Study: Medical Association Conference

 Location:            Bournemouth International Centre

Date:                     3-day event + 1-day build

Format:               Conference + Exhibition + Gala Dinner

Delegates:         600+ healthcare professionals, policy makers and industry partners

First 5 Steps to Seamless Planning

Delivering a high-impact medical conference requires meticulous coordination across countless moving parts. Below is a snapshot of the foundational planning stages:

1. Define Event Vision & Structure

• To advance clinical knowledge through research, trials and innovation
• Deliver CPD-accredited sessions and hands-on workshops
• Facilitate networking across clinical, policy and industry sectors
• Influence healthcare strategy and regulatory frameworks
• Demonstrate medical technology via live demos and sponsor activities.
• Celebrate member achievements and foster community engagement

2. Secure Event Timeline & Location

• Conduct targeted venue research
• Create a shortlist based on plenary capacity, exhibition space, access routes, breakout areas and delegate experience
• Confirm availability and negotiate terms

3.Budget & Funding Strategy

• Tiered delegate fees (Consultants, Juniors, Trainees, Industry)
• Sponsorship packages: headline, branded items, session support, networking activities.
• Exhibition revenue: industry product demonstrations, interactive learning zones

4. Build the Agenda

• Arrange Keynote Speakers, Industry Symposia, Scientific Sessions & Patient perspectives
• Gala dinner – venue selection, acoustics, curated menu, entertainment & enhancements

5. Confirm Format & Flow

• Day 1: Conference + Exhibition + Welcome Drinks
• Day 2: Conference + Breakouts + Gala Dinner
• Day 3: Workshops + Closing sessions

#Eventscape #ClarkeAV #EventExcellence #AssociationEvents #CorporateEvents #PublicSector #ProductLaunch #AVStrategy #DelegateExperience #EventCoordination #LuxuryEvents

If you’re planning your next event we’d love to hear from you.

Virtual and Hybrid here we come…

For over 20 years Eventscape have been working in the corporate hospitality industry.