Tips for organizing an event
Organizing and hosting an event is not an easy goal, but it’s doable. To implement the conceived need to take into account all the details: from the number of participants to the budget. On the shoulders of the organizer has a difficult but noble mission, which can handle even a person with no experience, you only need to adhere to the recommendations of this article.
1) The purpose of the event
It’s worth forming a specific goal right away: to bring knowledge to participants, to thank partners, to raise money for a project, to bring aesthetic pleasure to guests or to organize a festive event… The choice will determine the format of the event: the concept, timing and duration, design of the hall, food and sound. And think through the organizer’s intentions, what he wants to convey to the audience.
2) Plan.
To make sure you don’t forget anything you’ve planned, it’s best to write a checklist – a list of things to do. After completing a certain item, put a check mark next to the task and move on to the next goal. Written down on paper will not only help to develop a sense of responsibility and punctuality, but also to calculate how many resources are needed.
Good event organization involves a plan with main tasks and additional steps.
An example of a schematic plan:
Determine the date and duration of the exciting event. (Give two to three weeks’ notice and make sure attendees can attend.)
Choose a venue (indoors or outdoors; better to have a little more seating than the number of people – in case of force majeure). If this is your first time renting a new space, be sure to check it out in advance to make sure the picture in the photo matches reality (yes, that happens). It will not be superfluous to know where the restroom, emergency exit, parking and power is connected, as well as the places of external equipment (refrigerators, ice machine, barbecue, stove, etc.) – everything that is important for work. You may need to get additional permission for the mass event – it’s worth checking with the local administration.
Send out invitations (if needed).
Organize buffet and leisure for guests (competitions, “live” music, photo session with professional photographer).
This is only a preliminary list, it can be supplemented, reduced and changed depending on the specific celebration. Of course, even this plan can’t be completed in one day. Such a massive event like organizing an event is worth dividing into stages and setting deadlines to get everything done by “X hour”.
3) Make a budget.
Look at the list of tasks and reflect them in the budget. Count all costs up front so you don’t have to calculate losses later. See the real ratio of tasks to their cost: you may have to cut the plan to stay within the budget.
Additional fundraising from investors or voluntary donations is ideal, but that’s not always the case.
4) Delegate responsibilities.
Don’t be shy about asking for help – one person alone can’t handle such a colossal job.
Share responsibilities with those who will be involved in the public event:
– Meet and seat guests;
– handle the catering;
– picking up cake from the bakery or other tasks – everyone can contribute as much as they can.
It may be worth hiring staff if there are a lot of guests and you can’t manage on your own: a host, waiters, musicians, and other professionals.
5) Pay attention to details.
The organization of a themed event – an unobtrusive “reminder” of the reason for the celebration: appropriate music, dress code, decorating the hall on the holiday (balloons, satin ribbons, candles, fresh or artificial flowers) and additional interior decoration – all this creates a magical atmosphere and increases the mood of all those around.
6) Ask for feedback.
Most likely, after the event you will be tired and happy, but it will be difficult for you to objectively assess how everything went. So ask participants to fill out printed evaluation sheets at the end of the event or an online form when they return home. Let them evaluate different aspects: logistics, speakers, the venue and the work of the organizers. This information will help to avoid mistakes in the future and improve the quality of your events. If possible, collect feedback through social media or record video testimonials at the end of the event. This will come in handy if your event is organized again.
Follow the tips and your invited guests will be happy!