If you’ve ever organized an event, you’ll have found out very well that nothing ever goes to plan. That’s why this piece is aptly named how to organize an event ‘successfully’ rather than ‘perfectly’. There is no such thing as a perfect, smoothly run event as hard as you may try and as an event organizer, the very next best thing you can do is make sure that even though it is not perfect, it is a success that’s left a good impression on your guests. For tips on how to do this, read below!
Take A Critical Approach
Start with the basics and define your purpose and format, along with a specific goal. Is this a fundraiser, a seminar, a congratulatory celebration? Your format herewith, including its concept, layout, timing etc., will depend on your answer to this question. Try to learn more towards an ‘unconference’ format, which is an up and coming way of entertaining guests. To clarify, this could be in TED format, open-air events, thematic brunches etc.
Pay attention to your planning process. This will significantly help move your preparation along. For example, start with preparing a document that contains not only the logistics and content but the promotion of the event. Next outline the main tasks to be completed, and discuss it in detail. Add in timeframes to designate how much time will be given for each task. Give this to everyone in your team so that they are aware of the bigger picture as well as the details of their own task.
Draft Your Budget
Of course your budget will have to reflect on your list of tasks. But you also need to consider having a reserve for emergencies. For example, if you’re having an open-air event and it decides to rain on the day of the event, if you have the emergency funds you can use them to relocate your event on short notice and transport the equipment as well. You’ll definitely be remembered for your tenacity and problem solving skills. So it’s always best to prepare yourself financially for uncontrollable/ unforeseeable events.
Affecting people and creating that wow factor in the smallest of details is how you’ll impress your guests. Think about who will be greeting your guests, the registration process, what music will be playing, whether an experienced photographer nyc is hired, presentations, how your team looks and more. The devil is in the details.
Final 24-Hours Check Up
Make sure everyone is delegated responsibilities by zone. For example, a registration zone, for catering, equipment, dealing with press. That way throughout the event, they’ll each have their own responsibilities and you’ll know who exactly to call on. When it comes to your final 24 hours, create a checklist so you can check preparation and that everyone has their responsibilities figured out. Don’t forget to print out an event programme and hand it out to your team.
These are the essentials for a successful event. It’s a hectic process but no matter how frustrated you get, keep it on the inside and a smile on the outside. Nothing screams professional rather than someone who’s able to weather a storm with their wits about them. Don’t forget to ask for some feedback at the end of the event or via online correspondence.