Free Organiser Tips
Running an event? Here are some great free organiser tips to help you along.
No 1 organiser tip: begin planning as soon as you can. If your event is a large one, you should realistically begin planning it four to six months in advance. Smaller events need at least one month to plan. To keep the final run up to the event flowing smoothly, try to ensure that all vendor contracts are completed a few weeks before the event.
Over the course of planning the event, things are going to change. Whether it is event times, locations or even the type of event you’re hosting, you need to ensure that you’re flexible and can meet the changing demands.
Break up the various elements of the event into sections (e.g., registration, catering, transport), and assign a section to each member of your team. As they are solely responsible for their own section, they will be much more clued into small detail changes.
It is rare that an event is ever pulled off without at least one issue; an item may not turn up or an important person may arrive late. Assess the most important assets your event will have, and create a backup plan for each. If a number of issues arise in the future, triage them and decide whether an alternative can be found, or if it should be cut entirely from the event.
About two weeks before the event, do a run through of the entire event process. Organise a meeting with your team and mentally walk through everything, from initial set up to the follow up process. Often complications are highlighted at these meetings, and you will have time to correct them. A few days before the event, organise another run through at the venue.
Pictures paint a thousand words, and posting positive photos online is an excellent way to demonstrate the success of your event. If you have the budget, hire a professional photographer. They will be more clued in to the kinds of photos that are required and will approach you for specifics. Ask for a number of shots to ensure you cover all bases, like a snap of the full room, photos of event branding, and lots of photos of attendees enjoying themselves.
There are some great online tools and apps to help with your planning. An event is the perfect way to up your social media presence. Create a custom hashtag for your event on Twitter and encourage your followers to tweet about it. Similarly, create an event on Facebook, and encourage your followers to tag the event in relevant posts. Upload your photos once the event is over and actively encourage users to tag themselves.
If you are having to run an event for your company or organisation, allow plently of time; very seldom does a programme go to plan! So much of your time will be taken up with trivia, so the more you plan, the more focused you will become. If all else fails, call Planet Pursuits.
Ok, it might look like we are touting for business, but agencies are very useful for event planning and logistics. Most good agencies use online platforms for venue finding and travel management, so you can save yourself hours by using them. Many won’t even charge if there’s a commission to be had from the venue find. So using an agency is a smart move.