1. Define the purpose and format
Formulate your goal as specifically as possible: do you want to convey knowledge to participants; express gratitude to partners; raise funds for a project or offer guests aesthetic pleasure? The format of the event will depend on the answer: its concept, timing and duration, role distribution within the team, the layout of the hall, catering and sound.
Try not to get stuck in traditional formats.
2. Pay sufficient attention to planning
The plan should include logistics, content and the promotion of the event. First, prepare a list of the main tasks, and then flesh them out in as much detail as possible in the form of specific steps that must be completed. It is important to designate the time frame in the plan: the time required for completing a task. It is often underestimated and preparation goes slower than you expected.
3. Draft your budget taking into account unforeseeable situations
Look at the list of tasks and reflect them in your budget. It is also worth thinking about a reserve in case of unforeseeable situations. It is better to think about all things in advance and be prepared for them financially.
As an option, you can use this budget template, adapt it or create your own.
4. The devil is in the detail
If you want to pleasantly surprise your guests, think about everything down to the smallest detail: how they register, who will greet participants and how, what music will be playing, do you have an interesting photo corner, how do your presentations look and how is your team dressed, what to do during breaks.
Try to surprise people and create the wow effect, exceed their expectations in the most ordinary things. This is exactly what creates the feel of an event.
5. Check the location and have a plan B
Always check the location in person as early as the selection stage. At the most unexpected moment it could turn out the air conditioning doesn’t work properly in the hall, there are no toilets for the disabled or the equipment won’t get through the door. Therefore, check such issues in advance.
You may think that such an unexpected situation won’t happen to you, but it’s always best to have a plan B.
7. Tell your audience about the event
When choosing your media partners, focus on those who target your audience. It’s better to have a few partners but targeted ones, rather than talk about the event to just about everyone.
It is also important to create one key message that will be broadcast on all channels. Make sure it is brief and that it accurately conveys the idea of the event to your audience.
8. Pay attention to service
Be friendly to participants, speakers and partners. Try to address their problems or questions and meet their expectations, even if you feel tired and not everything runs to plan. At the end of the day, what people remember is how they were treated and the atmosphere not what the speaker was saying on the stage.
9. Carry out a final check 24 hours before the event
Make sure that you’ve informed the participants of how to get to the location, invited all the important guests, and prepared the printed materials, audio and video content. Check whether everyone understands his or her tasks and responsibilities and whether the space is ready. For this purpose you can draft a checklist.
Be sure to print out the event programmer, let each member of the team and volunteers have a copy.
10. Ask for feedback
You’re probably going to be tired and happy after the event, but it will be difficult for you to give an objective assessment of how it all went. That is why ask participants to complete a printed evaluation form at the end of the event or an online form when they get home. Ask them to assess various aspects of the event: logistics, speakers, locations, and the work of the organizers. This information will help you to avoid mistakes in the future and improve the quality of your events.
Whatever event you organize, be optimistic and don’t be afraid of surprises and your event will be a success!
