Top 4 tips for running amazing events

River City Labs has been in operation since 2012, and each week, we run a lot of events, and I mean A LOT!  Let’s say an average of 5-6 per week! These range from meetups to day-long

strategy workshops, to evening launch events, demo days, 3-day hackathons, entrepreneur stories and pitch events. The audience ranges in size from 10 – 250 and from ages 9 – 80. Given this, we’d like to think we know a thing or two about running successful events. To help you plan your next event, we’ve put together the top 4 key things to think about when organising your event:

BUDGET – Cost is a big consideration in planning your event. There are three main items that you need to budget for; Venue Hire, Food and Drinks. Everything else is additional. Deciding where to hold your event, will be largely dependent on the size and demographics of your audience. If your budget is limited, talk to your host about ways you can reduce the cost. Always plan for additional add-ons or unexpected expenditures.

FOOD – Hungry attendees are one thing you don’t want at your event. If you’re holding your event over one of the key eating times, consider catering your event. Hungry attendees will lose focus and won’t hang around for networking. You can spend as little as $5 on pizzas, or splash out and get hot meals; the food will depend on your budget.

If you’re ordering from a professional caterer, they will know how much food to order. Be mindful when ordering food for your event and give caterers a week notice (minimum) for large audiences, or three days for small audiences to enable them to get the stock prepared. It’s best to check with your caterer’s for notice times.

WHAT’S INCLUDED – What kind of event are you holding and what do you need to make it run smoothly? What amenities or facilities do you need? What are your AV requirements? Is the furniture included in the booking fee? What about glassware and cutlery? Does your venue provide staff to help you out on the day? Is your venue able to accommodate disability access? All valid questions to ask your host.

LOGISTICS – Prepare a run sheet for your event. Timing is key. What is your start/finish times? If you’re getting catering, do they know what times your breaks or meal times are? Do they know where to go? Do you have a loading dock for delivery? Is access easy for guests? What about transport? Communication is important, ensure your guests know what time to arrive, and what time you will start. Send out a reminder email the 24-48 hrs before the event. Eventbrite does this for you automatically.


River City Labs is based in the heart of Fortitude Valley, 100m from Fortitude Valley Train Station, 20 min drive from Brisbane Airport and within walking distance of the city and hotels.

River City Labs is an Innovation Hub and anchor tenant at The Precinct in the heart of Fortitude Valley. Our community supports tech startups with an innovatively designed co-working space, programs designed to lead corporates and startups into the future, events designed to educate and transfer knowledge combined with modern amenities.

In addition to this, we offer a state-of-the-art venue to host your next event. Built to support a variety of functions including panel discussions, pitching events, seminars, strategy workshops or meetings and launch nights. River City Labs is an ideal location for your next gathering. We tailor your event to how you want it run.

By Tarryn Thiele (RCL Operations Manager)