Planning an event can be exciting, but it helps to have a clear vision before diving into the details. At Bee Active, we’re here to guide you every step of the way, and this short guide will help you prepare for a successful planning meeting with us.
By answering a few key questions beforehand, you’ll have a strong idea of what you need, and we can focus on creating the perfect event tailored to your goals.

1. What’s the Purpose of Your Event?
Is your event about celebrating a milestone, rewarding great behaviour, or perhaps fundraising? Knowing the core purpose will help us recommend the right event type—whether it’s a Mini, Big, Mega, or Community Event.

• Here are some examples of event purposes:
• Giving pupils an amazing enrichment experience
• Launching a new topic or curriculum focus
• Rewarding behaviour, attendance, or attainment
• Fundraising for a school or community cause
• Inspiring physical activity and healthy habits
• Team building or bringing a new cohort together
• Transition days to help students feel settled in a new environment

2. Who, and How Many Will Be Attending?

Understanding who will be attending your event helps us tailor the activities to meet everyone’s needs. Whether it’s a small group, an entire school, or a broader community event, we’ll ensure it’s logistically smooth and enjoyable for all.
Considerations to think about:

Age-Appropriate Activities: The age of the children will impact the activity choices. For example, pedal go-karts wouldn’t be suitable for KS1, and superhero training might not appeal to KS3 students. Choosing the right activities will ensure everyone is engaged and having fun.
Mixed Age Groups: If the event includes a mix of ages, we’ll pick activities that are suitable for everyone, ensuring all children can take part and enjoy the experience.
SEND Requirements: If you’re catering for children with special educational needs and disabilities, we’ll think about how to make the event inclusive, ensuring that everyone can access and participate in the activities.

3. Do You Have a Preferred Event Duration and Date?

Are you looking for a half-day of fun, a full day of activities, or something in between? The event duration influences everything from activity planning to staffing. Decide if you want a single activity or a carousel of multiple activities across the day.
Event Date: Our event packages are especially busy toward the end of the spring term and throughout the summer term. Checking our availability early is important to avoid disappointment. It’s helpful if you can come to the table with a range of available dates, as this can speed up the planning process.

4. How Will the Event Be Funded, and What’s Your Budget?
While it might feel tricky to estimate, having an idea of your budget helps us recommend the most suitable options. A cost-effective way of funding the event may be to divide the cost across the participants or ask for a small contribution to help manage costs. Bee Active can also assist with booking and administration of the event using our online booking system, Hivelink, if required.

Knowing how the event will be funded will allow us to tailor a package that fits within your budget and meets your needs.

5. What’s Your Venue Like and What About the Weather?
Knowing where the event will be held helps us understand the space, safety requirements, and how we can make the most of the facilities. Whether it’s indoors, outdoors, or a mix of both, we’ll tailor the activities to fit your venue perfectly.

Weather and Time of Year: Some of our activities must take place outside, and we will always assess the suitability of the grounds and weather ahead of the event. On the rare occasion when an event has to be cancelled or postponed due to weather, we will offer one rescheduled date free of charge to the event organisers. However, if the event is cancelled a second time, full event fees will be chargeable. It’s always a good idea to have a sensible plan B in place, especially as schedules can get hectic towards the end of term.

Let’s Make It Happen
When you’re ready to plan your event, we’ll work with you to refine all the details. With these questions answered, we can jump straight into creating an unforgettable experience that meets your goals.

Contact us today to start planning your perfect event!