how event Organization

If you have ever prepared an event, you are aware that not everything goes according to plan and you must overcome numerous obstacles. When I was planning my first event, I was informed about The Quack Rule. This rule emphasizes that from the outside, you should appear serene and calm.

Event planning is not a straightforward undertaking. But, there are ten crucial considerations you should bear in mind for everything to go smoothly.

7 STEPS OF EVENT ORGANIZATION

1.	Visualize the event
2.	Draw up a budget
3.	Develop a timeline
4.	Put the plan into action
5.	Double-check the project plan
6.	Evaluate the event

1) Specify the intent and format

It may seem obvious, yet it is important to take a critical stance on this problem. Formulate your objective as precisely as possible: do you wish to impart knowledge to attendees, express gratitude to partners, generate funding for a project, or provide aesthetic pleasure to guests? The event’s format will rely on the response: its concept, timing, duration, role distribution within the team, hall layout, catering, and sound.

Avoid becoming stuck in conventional formats. Consider “unconference,” PechaKucha, the TED format, themed brunches, internet events, and outdoor gatherings. What matters is whether your format helps fulfill the event’s purpose.

2) Give adequate consideration to planning

The plan should cover event logistics, programming, and promotion. Make a document accessible to the entire team in which each member can view the responsibilities of the others as well as the overall picture.

First, create a list of the primary responsibilities, and then provide as much detail as feasible in the form of actionable steps. In the plan, it is essential to specify the required duration for completing a task. It is frequently underestimated, and preparations take longer than anticipated.

For planning, you can utilize Google templates and applications like Asana, Trello, Podio, GanttPro, and Teamweek. Even Excel’s simplicity will not let you down.

3) Construct your budget while considering unforeseen circumstances

Examine the list of responsibilities and include them in your budget. It is also prudent to consider a reserve in case of unforeseen circumstances. For instance, in the course of my employment, it rained on the day of an outdoor event. We were required to swiftly relocate and transport all equipment and furniture. It is preferable to consider these problems in advance and be financially prepared for them.

You may utilize this budget template, modify it, or make your own.

4) The devil is in the particulars

If you want to pleasantly surprise your guests, consider every detail: how they will register, who will meet them and how what music will be played, if you have an appealing photo spot, how your presentations will appear, and how your team will be dressed, and what to do during breaks.

For instance, participants could be provided the opportunity to attend a quick master class, play games, or watch an informational movie upon registration.

Strive to surprise people and produce a “wow” effect by exceeding their expectations for even the most mundane activities. This is precisely what gives an event its atmosphere.

5) Determine the location and prepare a backup plan

Check the place in person as early as possible in the selection process. At the most inopportune moment, it may be discovered that the hall’s air conditioning does not function correctly, there are no accessible restrooms, or the equipment cannot fit through the door. Hence, such concerns should be investigated beforehand.

Once, I hosted a conference for 50 people, and an hour into the event, the space’s owner ordered us to leave without explanation. Finally, we conducted an hour-long training session with the participants in a neighboring park, until we located a more suitable location. You may believe that such a situation would never occur, but it is always prudent to have a backup plan.

6) Assign responsibilities

It is crucial to assign tasks to team members not only during the event’s planning phase but also during the event itself. By zone, assign responsibilities. For instance, one person is responsible for the registration area, another for greeting the speakers, and still another for the equipment, food, press relations, etc. Each individual must have his or her own zone, which he or she is responsible for for the length of the event.

Provide a paper with the assigned tasks to each team member, so that everyone knows who to contact for specific issues.

7) Inform your audience about the occasion.

Do not underestimate the time necessary for good event promotion. Your marketing strategy is determined by the sort of event, its intended audience, internal resources, and budget. When selecting media partners, prioritize those that target your audience. It is preferable to have a small number of focused partners than to announce the event to everyone.

Also, it is essential to develop a unified message that will be conveyed across all channels. Ensure that it is concise and accurately expresses the concept of the event to your audience.

8) Concentrate on service

Ensure your team adheres to The Duck Face Rule. Be cordial with attendees, speakers, and partners. Even if you’re exhausted and things don’t go according to plan, try to address their concerns and queries and exceed their expectations. At the end of the day, people remember how they were treated and the environment rather than what the speaker said.

FREQUENTLY ASKED QUESTIONS