Organizing an event can seem like an extremely onerous task, especially without good planning and planning. This article will help you avoid such a situation by guiding you step by step from preparation months in advance to the day of the event itself.
Steps
Part 1 of 4: A few months before
Step 1. Determine the purpose of the event
Knowing what the goal is will help you manage and "lead by the hand" the whole organization in the right direction. Do you want to develop an educational project? Do you want to convince to donate to a fundraiser? Do you want to celebrate a person or a group of people? Try to be as specific as possible. Whatever the purpose of the event (education, fundraising, celebration and so on) why are you organizing it?
Think of a mission statement. This is the frame of your success. When you know exactly what you want and what you need to do, it will be easier
Step 2. Set goals
What exactly do you want to achieve? Don't think about secondary purposes, such as how many people you want to attend or to carry out the event itself. Really evaluate what "benefit" you want from the event. Do you want at least 5 people to join your organization? Do you want to raise at least € 1000 of funds? Do you want to change the way people think or just get excited?
Think about the three most important things you would like to happen thanks to the event and focus on making them happen. They could be goals in the financial, social or personal sector. It just depends on you
Step 3. Find volunteers
You need a team with people who have different skills from each other. They can help you with everything from the schedule to the budget, from preparing invitations and posters to welcoming guests and doing the "dirty work" of cleaning at the end of the event. In other words, a team that allows you to do all the work. If possible, choose volunteers you trust!
- Be sure to "keep up" with both team members and supervisors with the project. Collaboration makes work easier. When asking for help from volunteers, try to be as thorough as possible in explaining what you expect from them and what their level of involvement in the project needs to be.
- If you find yourself unable to use volunteers, hire a team! It all depends on the type of event you have to organize. Perhaps the owners of the venue where the event will take place are able to provide you with a team or you will need to contact a specialized agency.
Step 4. Prepare the budget
You have to include all possible expenses, all incomes, sponsorships and even contingencies. Without a financial plan, you'll end up with a handful of receipts, an empty wallet, and no idea what happened. Be realistic from day one and you will never have surprises.
Find a way to keep costs down. Can you find volunteers who work for free? Can you get an inexpensive location (like someone's house)? Remember: a small, intimate gathering that goes perfectly is always better than a gigantic, ill-managed Hollywood party
Step 5. Decide on the place and day
This is the fundamental step for the event. The right place and time will ensure the participation of the people. You need to consider when people are free and a location that is convenient to reach. Don't forget that it must also be a place you can afford to book!
- Consider the audience you are targeting and check the calendar of the community where you live. If you need to involve a group of stay-at-home moms, the best time is certainly during the day and the location should be nearby (maybe you could even offer a babysitting service). If the audience is made up of young students, organize the event on a weekend evening in the city center. If possible, choose the place where your audience is already.
- Obviously some venues need to be booked - contact the property as soon as possible, the venues may be a lot busier than you are!
Step 6. Logistics
This is a vague term that means practically all practicalities. What will the parking be like? Will there be access for the disabled? How to organize the available space? What equipment will you need? What extra items (drinking water for the speakers, badges, flyers) will be needed and will represent an extra expense? How many people do you need for everything to go smoothly?
It is very important to take a few minutes to think with your team and consider the whole organization as a whole. Are there any obstacles that can be foreseen and avoided? Are there any special guests for whom you also need to think about hotel accommodation? Are there any exceptions to consider?
Step 7. Marketing and Advertising
While on the crest of the project, prepare a sketch for a poster. You should sketch out a guess of the date, time, venue, guest of honor, the name of the event, and a tagline. Since it's early enough for posters, you can take some time to study them, but it's always best to start giving them a preliminary shape and see how they will develop later!
Consider other ways to engage your audience. Can you send mass emails? Any regular mail? Create a Facebook page of the event or use Twitter? There are dozens of websites where you can advertise the event. What do you have to do before the event to attract the public and what do you have to do on the day of the event to keep them engaged?
Step 8. Get organized
You will most likely always feel water in your throat during this time. Take a deep breath and open an Excel spreadsheet. Prepare a draft of the activity program for the event. Fill out a few sheets to organize your ideas. For now, it may seem like a useless bureaucracy, but in the space of a couple of months you will be grateful to have prepared it in advance.
Prepare a schedule (with deadlines) for each activity. Write the name of the person who will be responsible for it, where he will have to do the task and by what day / time. That way you can get organized and answer future questions promptly
Part 2 of 4: Two Weeks Before
Step 1. Make sure everything meets the schedule
Set the date of the event, the venue, confirm the guest of honor, the title of the event and the tagline. Is there anything that can go wrong? An unexpected event / last minute change that could arise? At this stage, everything must be definitively decided.
Step 2. Have a meeting with your team
Approve the budget, schedule, and so on, with both group members and supervisors. This is the time to ask any questions. Does everyone know their duties? Does everyone know how to deal with the problems that may arise?
- Again, meet with volunteers and team members to analyze and discuss any difficulties that may arise. This is the right time to create an action plan.
- Make sure there are no internal problems with the group. Keep in touch with all supervisors but also with volunteers and team members.
Step 3. Delegate the work to different people and let those with more experience coordinate the various activities
If it is a majestic event, you need to have several coordinators for each activity who only refer to one supervisor. The "team leader" must be someone the group trusts.
It is worth having one or two people to take care of welcoming, greeting and talking about the event as people become interested in the event and it takes shape. In practice, it is a welcoming committee that keeps morale high and reassures people
Step 4. Be sure to update the websites that are linked to the event
You probably already have a Facebook and Twitter page, but there are thousands of other sites you can use to advertise the event. For example, Eventbrite and Meetup are among the major websites designed to support events. Even if you've never heard of it, it's worth doing some research online.
Don't forget the event website, your blog or Facebook page. You can send reminders, photos and check how many people have accepted the invitation. The more active you are, the more the manifestation will be known
Step 5. Find sponsors and other ways to raise money
There are a lot of expenses to cover in the weeks leading up to the event and you don't want to pay for them out of your own pocket! Try to raise money to pay for at least the first tasks, such as the venue, the materials, the buffet, and so on. Some of these obligations must be honored before the event begins.
Make sure you have a system of receipts, payment confirmations, invoices, and so on. You need to be able to monitor and control your income and expenses, so the more widespread your organization is from the start, the better. Especially if a supplier you're working with is trying to trick you
Step 6. Advertise the event
Create flyers, prepare announcements, inform the media, send emails, call people directly, send text messages and meet potential attendees and sponsors. What else do people need to know to participate? Make sure all information is complete so that people only have a few questions to ask - after all, you also need to tickle their curiosity a little!
Think about your type of audience. If you need to reach out to older people, you don't want to spend a lot of time on chats to interact with them. Go there and use the same means of communication that your audience uses. Try to be available and make it as normal as possible
Step 7. Get everything you need for the event
You may need medals, mementos, awards, certificates, and so on. There are a lot of details and gadgets that go completely unnoticed to an unattentive eye, but that play a specific role and satisfy certain needs (and you know it). Don't forget the tables, chairs, audio tools, tablecloths, place cards and all other important things.
This is another element you should study. Do not stop until you have found at least 5 details that you have not thought about; you have to write down everything, from the first aid kit to the batteries, from the ice to the extension cords. Make sure you are prepared for any eventuality
Step 8. Make arrangements for everything
This includes photographs and videos, transportation, food, and cleaning crews. The list could be endless!
- Arrange for food and drinks. This is also a good time to think about those with disabilities or mobility problems. Check if there are vegetarian guests or guests who have other dietary needs.
- Arrange for chairs, tables, backgrounds, microphones, speakers, computers, LCD projectors, podiums to be prepared. Everything must be ready at the venue of the event.
Step 9. Make a contact list
You need to have the phone numbers, addresses and emails of your team members at hand. Similarly, prepare a contact list of VIPs and suppliers. When someone doesn't show up or is late, you need to be aware of them.
Suppose the caterer is late, what do you do? You take your address book and call it. He replies that he believed that you would collect the 100 kg of pork strips. Ok, don't panic. Get the list of contacts, call Luigi who can go with his truck to collect the meat. Crisis averted and you know that you will never rely on that catering service again or you will try to be more explicit with your requests
Step 10. Go to the venue with your team
Check the place and evaluate the parking, the bathroom, the backstage, review the agreements you had made, check the entrances and exits. Check if there is a copy shop nearby, a place to make phone calls and buy everything in case of an emergency. Basically you have to know the area like the back of your hand.
Also talk to the contact person. He should know the venue better than anyone else. Are there any problems you should be aware of? Time constraints? Do the doors close at a certain time? Are fire extinguishers, smoke detectors and fire alarms up to standard?
Part 3 of 4: 24 Hours Before
Step 1. Stay calm
You can do it. It is crucial to control the level of anxiety and not panic. You've been preparing for months! Everything will be OK. The calmer you are, the calmer your team will be and everything will proceed as planned. In any case, it will all be over soon!
You can do it, you have thought of everything, you have organized everything and you have foreseen every inconvenience. If a problem arises, you know how to deal with it. Remember that no one will blame you. If there's a rowdy guest or bad food, don't worry, people know you can't be in control of everything. Take it easy
Step 2. Make a final check with the team
Remember to tell everyone how to get to the venue and what time they should show up. The last thing you want is for your team to call you on the day of the event and ask you where the back door of the venue is!
Even if no one asks you open questions, do your best to estimate the behavior of your co-workers. Do you have the impression that everyone is clear about their task? Is the group close-knit? If not, talk to them and try to figure out what the problem is. Maybe someone feels better suited for another job or prefers to work with different people
Step 3. Check the invitations and confirmations
Make a guest list on an excel sheet and look for a match for each. Remember that in most cases the number of confirmations you have received does not correspond to the number of people who will actually be there. Maybe 50 people have assured you of their presence but you could end up with 5 guests or maybe 500. So, although you should know the number of attendees, be prepared to have a very different audience!
Remind the event to the main guests. You will be surprised how many people will answer you: "Oh, that's right! It will be tomorrow, right?" A simple phone call or text message can save you from nasty surprises
Step 4. Return to the venue and check that everything is ready
Is the room clean and accessible? Is all electronic equipment installed and working? Can you charge the devices in advance? Does the staff seem prepared to you?
Check that there are enough people to run the event. Obviously it is always better to err on the side of things in these cases. You need someone on emergency errands, who knows how to deal with a problem or who takes care of a guest you don't see coming. Or even just bring you a coffee
Step 5. Prepare the participant kit
It might include a bottle of water, an energy bar, a notebook, a pen, and a flyer with all the information they need. This is also the right occasion to insert some souvenirs. It is a kind gesture that gives people the feeling that the organization has thought of everything. Furthermore, the guest will feel appreciated!
This also applies to your staff! Who doesn't love a free snack and pen?
Step 6. Prepare a ladder
This is the list with all the necessary information divided by hour or duration. A precise agenda to the minute is essential for important activities. The format is up to you, just make sure it's not too detailed or it will be difficult to read.
If you are a really diligent and fussy person, you can prepare several ladders. For the speakers it could be useful a list with the list of all those who will speak, ordered according to chronological criteria. Staff can have a list with equipment, timing and cleaning protocol. If you have time to prepare these lists, they will be really useful
Step 7. Prepare a checklist of things that need to be brought to the venue
It would be terrible if at the beginning of the event, when everyone arrived, you realize that you have forgotten 12,000 glasses at home! You would have ruined everything! So make a detailed list!
If the material is spread across multiple locations, assign each team member a specific task. This way you won't spend 8 hours collecting everything and going crazy! Splitting the work makes it lighter
Part 4 of 4: The Day of the Event
Step 1. Get there first with your team and volunteers
Check that all electronics are working. Are there any last minute questions? If you have time, have a cup of coffee, give a pep talk, and take a break. You are prepared and you can do it!
Make sure the organizers are recognizable by a badge or other, so that guests don't have a hard time identifying them
Step 2. Prepare everything in and out of the venue
Do you have to put balloons near the mailbox? Is it better to stick a poster in that corner? Are the doors at the entrance open? If guests have to navigate a maze to find the venue, the more signs you put up, the better.
- Place welcome signs and other information in front of the building. You must be sure that the event location is visible from the street. There must be no doubt in this.
- Set up a reception and registration desk. When guests walk in, they should see exactly what they need to do. Otherwise they will begin to wander aimlessly, insecure and uncomfortable. Do you remember the host group described in the previous sections? Have someone at the entrance to greet people and answer any questions.
- Put on some music. Music is able to dispel any embarrassment that might otherwise arise.
Step 3. Make sure the people who matter know what's going to happen
If a speaker is late, you need to find a way to "fill in" this time. If the refreshment is taking longer than expected, everyone must be warned that the program has undergone changes. Events very rarely follow the desk planning, so as you need to make changes make sure everyone is aware of them.
Step 4. Take pictures
You will certainly want some memories! Furthermore, the presence of a photographer always excites people. Immortalize the posters of the sponsors, your personal, take photos at the entrance, at the reception and so on. They could be useful for next year!
Ask a friend to take care of the photographs or hire a professional if possible. You already have a lot to take care of. You need to mingle with guests and chat with them, so make sure someone else is there for the photographs
Step 5. Delivery of information material
You've probably left a mark on your guests' minds and you certainly want them to ask themselves questions or look for a way to support the real reason you organized the event. So you can prepare brochures or other items that advise them how to collaborate in person even after the event.
You could organize discussion moments to get feedback. Offer your guests a way to interact with you and offer you their thoughts. Give them a way to recommend improvements and express what they would like to see next year. This way you will also understand their degree of involvement
Step 6. Clean everything
Check the electricity meter, remove the posters, tables and all the material. You must leave the venue as you found it, especially if you have paid to rent it and want to use it again in the future. In addition, the property may incur "fines" if you fail to comply with this duty. Try to divide the tasks so that the work is as quick and as light as possible.
- Check and make sure you haven't forgotten anything valuable. If you find any guest / audience personal items, set up a 'lost property office'.
- If you have done any damage, contact the property and notify them personally of the incident. It is better to be honest.
- Take care of the garbage as best you can. The cleaning operations start from there.
Step 7. Remember all "post-manifestation" duties
Depending on the type of event you have organized there may be nothing to do or you may have a long list of thanks to write and receipts to present. Here are some suggestions:
- Thank all team members, especially sponsors and volunteers. You couldn't have done anything without them!
- Close and settle the accounts. This should be done as soon as possible; the fewer slopes remain open, the better.
- Throw a thank you party for everyone who has helped you. You want your staff to feel appreciated and to feel they have made a difference for a good cause.
- Hand out souvenirs or other gifts to important people.
- Issue receipts to sponsors and those who have financed you.
- Post photos of the event on the website.
Step 8. Organize a post-event meeting to analyze it and find better solutions for the following year
After all you've done and said, are there things you would organize differently? What worked and what didn't? Would you engage in similar work another time? What have you learned from the experience?
If you've received any feedback, please read it again. If guests have not expressed any opinions, ask your staff! What are their views? They had fun? After all, that's an incentive too, just like the complimentary snack and pen
Advice
- Various jobs correspond to different functions. Budget and treasury are incorporated into the budget, informing participants and making sure of their presence is marketing, team management falls into human resources, transport belongs to logistics, maintaining good relations with the media and others is PR.
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List of documents to prepare:
- Budget.
- Program (detailed per minute).
- Invitations.
- People to invite.
- Action plan.
- Time-line (schedule to be respected).
- Press conference material.
- Speech.
- List of participants.
- Ladders (and notes on the speakers).
- Agenda.
- Detailed plan.
- Contact list (mobile phone numbers of the organizers).
- List of things to bring.
- To do list.
- Report of the event (for the media and others).
- Determine which things can be contracted out and which are done by the team. The procurement will depend on budget, timing, quality, importance of the work, etc.
- Smile a lot. Be courteous to everyone even outside the team.
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Before the event, put one or more people to take care of:
- Sponsor.
- Local participants.
- Speakers and guest of honor.
- Design, printing, collection and evaluation of articles.
- Awards, gifts, souvenirs, posters, diplomas, souvenirs.
- Transport, catering, place setting, decorations, backstage, parking.
- Media, PR, marketing.
- When someone offers you help (even financial help), respond immediately and sincerely thank them.
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Factors to consider when choosing a location and bargaining the cost:
- Capacity (number of delegates - excluding non-fixed ones).
- Provisions (if meals are served).
- Timing (when an event can start and when it must end).
- Lighting arrangement (in case it is a night event).
- Presence or not of air conditioning.
- Supply of the required equipment (microphones, speakers, etc.).
- Furniture (tables, chairs, tablecloths).
- Whether entertainment is allowed or not (for informal programs).
- Emergency generator.
- Accessibility - if the place is in the center (can guests reach it without difficulty?).
- Rooms dedicated to organizers, dressing rooms etc.
- Total cost.
- Planning is needed. Having a clear "what to do" (important) is something that needs to be addressed in meetings. Get involved.
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On the day of the event, one or more people must take care of:
- General coordination.
- Backstage.
- Food.
- Activity on stage.
- Master of ceremonies.
- Computers, projectors.
- Photographers.
- Reception.
- Reception and PR.
- Parking.
- Security.
- Distribution of various things (gifts, diplomas).
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Factors to consider when deciding on a date:
- If the guest of honor and other VIPs are available that day.
- If it is suitable for the public.
- If you borrow something, take responsibility for returning it.
- Small group planning of how to implement certain actions and how they should be carried out is also equally important.
- Write down all the important details.
- Do not place the work and responsibilities that you have been entrusted with someone else.
- Take the initiative, find tasks that you can do or complete. Don't delegate to others.
- Be responsible for what you do.
- Be cheerful, especially when you are around others.
- The implementation phase of a project is always critical. Planning is key.
- Voluntarily report success or failure to the person who assigned you a task. Do it at the right time.
- Do not leave the desk / station that has been assigned to you.
- Be on time. If you work late let the person supervising you know.
- Never criticize anyone unless you have suggestions or solutions.
- Be careful and calm. When communicating, do it without rushing. It would just be a waste of time.
- Always keep a positive attitude with everyone. Don't be grumpy.
- If there is a problem, do not blame others and do not meddle to create tension, but try to solve it instead.
- Don't repeat mistakes.
Warnings
- Be ready for any situation. Sometimes, things get out of your control. If you are a team member, don't be angry if someone scolds you (they may be nervous). If you are a coordinator, don't fret. Do things in a detached way. Try to imagine what could happen and what you would do in that case.
- Don't panic and don't get nervous. A cool and detached mind achieves better results.
