If you have ever organised an event, you know that not everything runs to plan and you have to face various challenges. When I was organising my first event, I was told about The funny Duck Face Rule. This rule states that on the outside you should look calm and peaceful. But in fact you are energetically paddling with your feet underwater to keep yourself afloat. However, no one should find out about that. To this day, I still believe this is the most valuable rule.
Organising an event is not a simple task. But I can identify 10 key points that you should keep in mind for everything to go well.
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.
2. Pay sufficient attention to planning
The plan should include logistics, content and the promotion of the event. Create a document available to the entire team where each member would be able to see the tasks of the others and the big picture. 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.
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 such things in advance and be prepared for them financially.
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, whether you have an interesting photo corner, how your presentations look and how your team is dressed, and what to do during breaks.
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 does not work properly in the hall, there are no toilets for the disabled or the equipment will not get through the door. Therefore, check such issues in advance.
6. Allocate responsibilities
It is very important to distribute tasks among the team members not only at the preparation stage but also during the event. Allocate responsibilities by zone so every person knows who to contact for any specific issue.
7. Tell your audience about the event
Do not underestimate the time required for the successful promotion of an event. The type of event, its target audience, internal resources and the budget all determine your marketing approach. Make sure your key message is brief and 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.
9. Carry out a final check 24 hours before the event
Make sure that you have 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.
10. Ask for feedback
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, location, and the work of the organisers. This information will help you to avoid mistakes in the future and improve the quality of your events.
Whatever event you organise, be optimistic and do not be afraid of surprises and your event will be a success.
*Article from https://www.culturepartnership.eu/en/article/10-tips-for-successful-event
