When organising an event there are plenty of things to consider to ensure you plan and execute a successful event. When you have defined the purpose of the event you can then set about creating a checklist to quantify all the aspects you want to consider. Below are your event management guide.
What Do You Want to Achieve?
Firstly set goals for your event and decide what you want to accomplish. Put yourself in the position of someone attending and visualise what you would like them to learn or feel from your event. From this you can then establish the theme and tone of the event. If you’re getting married you may want your guests to feel at ease, so a more formal setting may be key. Or if you’re planning a festival you may want attendees to feel involved and excited. Consider these factors and this will help to underpin your event.
Establish a budget and stick to it. Consider the costs for venue hire, transportation costs, food, promotional materials etc. If you’re a charity how will the event be funded? Look to see if you can get sponsorship or donations to help fund the event.
Pick a Time and Place
Location and timing is key, as this can make or break your event. Choose a centralised location which is easily accessible. Make sure your site has enough parking for your attendants and good street access. When choosing a location have a contingency plan – if you’re event is outdoors, what will happen if it rains? When choosing a date ensure it doesn’t coincide with a major sporting event, holiday or even a popular TV show so that your event has the best chance of getting maximum attendance.
Managing a public event requires you to ensure the safety of event organisers, volunteers, event staff and the public. In doing so public liability insurance is mandatory, as well as seeking legal advice as part of their risk management strategy. Public safety is a priority and it’s important to establish a place of assembly if there was a fire or emergency. Exits need to be clearly marked and provided on a site plan for the day. Depending on the event, different types of security will be required. Festivals, concerts, corporate or V.I.P events will require different ranges of security whether this is police, private uniformed security or peer security.
Promote Your Event
Your event will only have attendees if it’s publicised. Invite people to your event at least 2 weeks before it’s due to commence and send out reminders. Use word of mouth, emails, and social media platforms such as Meetup. Contact local radio stations, create leaflets or try and get a local celebrity involved to help raise awareness. Send out a press release about your event detailing – what the event is, what it’s for, when and where it’s happening and contact details. If you’re organising a local event – community noticeboards and a community launch would be ideal.
This article was brought to you by Conference Care who are a conference venue and hotel booking agent.
Photo Credit: Thomas Hawk