Planning to organise an event? Read our Top Tips below!

No matter whether it is a large or small event, it is guaranteed to involve a lot of hard work and a lot of arranging. For some people, it is a stressful nightmare, something to be dreaded.

In reality, event organisation can be simple and straightforward if you follow our tips.

Start planning immediately you have a date. The quicker you start, the easier it is. If it is a large event, aim for a 4 to 6 month timetable.

Event Research

Begin with background research. Check out any similar previous events held by your company or within the industry. Ask yourself:

• What went well?
• What didn’t work
• How could it have been improved
• What did people enjoy about it?
• Are there any elements of those events you want to repeat?

Timetable

Create a timetable. Decide when specific deadlines have to be met such as booking a venue, organising speakers or when you need certain tasks like confirming finance to be done.
Check the timetable regularly to make sure nothing has been forgotten!

Events aims

Identify the purpose and aims for the event. This will ensure you keep focused on what you are trying to do at the event, and make sure that all details meet those aims.

Delegate

Don’t attempt to do everything yourself. Organising an event is too much for one person. Your main job is to co-ordinate, supervise and make sure that everything is completed. Delegate as much as possible. Set someone to finding the venue, while others can identifying suitable speakers, dealing with design, marketing etc. Have clear deadlines as to when each task should be completed. Book in a series of meetings where information can relayed to all the group involved, so that everyone knows what is happening.

Budget

Know exactly what your budget is and keep firmly to it. Don’t let your spending slide, otherwise it becomes very easy to overspend. Be prepared to negotiate terms and finances to get the best deal available.

Choose your venue carefully

Once a selection of venues has been identified, check them out carefully. Make sure that they meet all your conditions, and don’t take any risks. If you are uncertain about some aspect of the venue for example equipment provision or security don’t risk it.

Event Staffing

Arrange any temporary staffing requirements such as for demonstrators, hospitality staff, additional security well ahead of time. That will ensure you get the best staff.

Communications

Make sure the event is well publicised. Contact everyone concerned, press, social media, businesses.

Enjoy

Enjoy the event knowing everything has been dealt with. But don’t forget to do a final overview afterwards to identify any problems that occurred, and note down what worked.