Organizing Your Event

Organizing events can be stressful! That’s why I’m here to provide you with adequate information so you can plan your event hopefully seamlessly.

  1. One of the most important things to think about when you’re starting to plan your event is to make sure you know what your goal and objectives are. It is also imperative to make sure that your goal is attainable and not too far fetched.
  2. It is also essential to have a reliable team. Realistically one person organizing an event is more likely to end in a minor disaster than a group of individuals. It’s all about minimizing the number of things that could go wrong. Some people who should be included in your team are Hall management (or a leading figure in your community), potential speakers, possible entertainment, sponsors, volunteers, employees, and publicity
  3. Setting a date is your next step. Make sure you’re giving yourself a reasonable amount of time to organize your event. If you’re booking a performer, a speaker, or anything that you know is going to need a fair amount of notice make sure you book them 3-6 months prior. Anything else that can be done that doesn’t require a lot of notice can be planned around two months before your event. This would include: notifying your staff/volunteers, the delegation of tasks, deciding what foods will be served, scheduling how the event should go, etc. When picking a day, you should also consider potential statutory and religious holidays. You should also check to make sure that the date you choose works well with your key participants.
  4. Making your master plan is a great way of keeping track of everything that is going to happen. You should make sure all of your permits, contracts, and insurance plans, etc. are all up to date. You should make sure you check with your presenters at least twice to Confirm their attendance. A month and a week before your event is the best option. Make sure you’re activities have all been or are being organized. Publicity and promotion should be going on as early as possible for a greater chance of bringing out a bigger crowd. If registration is required for your event make sure you know what platform it is going to be done on (will it be online or onsite?).
  5. Volunteer management is important for every event your hall will host. To read more on volunteer management see our page on Volunteers 
  6. Your hall should create a publicity plan. A promotion plan is just a way for you to know what has to be done to advertise your events. This list may include updating your Facebook page and any other social media platforms your hall may have. It is also a good idea to make posters and post them around your community where it is permitted. Sending out group emails and save the dates is also an excellent way to get the word out. When your event is over it is also important to thank everyone for attending and to recognize your performers, speakers, volunteers, etc. Do so in person and also on any social media platforms you may have.
  7. Never forget to budget your event. You should incorporate estimates for all the essential items for your event. If it happens that you need to pay for accommodations for your guest speaker or performers, make sure to incorporate those costs into your budget. It is also a good idea to have some “wiggle room” in your budget just in case of charges that were unpredicted initially.

 

Some extra points that you should consider:

  • While in the initial stages of planning ensure that you have an idea of what your event should look like.
  • Make sure you’re accommodating your target audience. Who is your target audience?
  • Make sure you have plenty of food and drinks prepared and make sure you have options for people with food allergies and sensitivities.
  • After an event, you should always reflect with your team to see what went well and what could be improved for your next event.
  • Prior to an event you should also meet with your team briefly to discuss all of the what ifs and plan crisis management strategies.

Finally, I’ll leave you with a recipe for success for your event:

– Stay calm

– Create good energy

-Provide the service you said you would

-Be one step ahead and expect the unexpected

Here are some links to helpful information about event planning provided by Cooke’s Insurance :

General Event Planning Checklist

RI – Planning and Managing Events

I hope this was helpful! If you have any questions please feel free to contact me and if you have anything to add to this please comment down below!

Cheers!

Meghan

ARCH Outreach Summer Student

 

Sources:

https://www.wildapricot.com/articles/event-checklist

http://nonprofitpeople.monster.com/training/articles/94-tips-for-successful-event-planning

https://www.entrepreneur.com/article/233686

 

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