Planning, preparation and performance: top tips for running the “perfect event”

Running a near perfect event is all about organising the detail around what it is you want the event to do. Whether it is practical training session, awareness raising or a money raising event these top tips will help in getting the event from the planning stage to a successful conclusion.

Tip One: Decide on the key objective of the event including speakers and plan early

Be clear on what you are trying to achieve and how you want to achieve it. Who is your target audience and where do you need to be to reach them? In being unique be clear on your USP. Why are you bringing specific speakers, what is the benefit the speaker is offering delegates? This is very important when it comes to advertising. Decide on the key message for the event including the key outcomes for the delegates. Pay attention to the development of the programme and ensure that the topics flow and fit well together, and are complimentary. Never underestimate how long it will take you to plan an event. Most take a minimum of 6 months with several day conferences taking at least 12 months or longer!

Tip Two: Choice and Management of speakers

Have a list of the speaker(s) you would ideally like, and create a list of reserves. This may take time, and the wrong speaker can ruin the day. Make sure that you or someone knows the speaker or has head them speak. A good writer or academic may be a bad presenter. Be very clear about the date and venue, and at this stage inform them if they will be paid a fee or just expenses, etc. You also will need to tell them about the reason for the event and what you would like them to talk about. Once they have accepted, you need to reply with a confirmation and provide them with more information. This may include guidance as to what you want them to present, how long it should last, if you will expect discussion session at the end, and if you need the slide deck beforehand. Speakers will vary on the amount of management and guidance they will need. Keep them informed at intervals especially if the lead time is long.

The same sorts of things apply when selecting Chairs of sessions. Make sure they have the details of the speakers well beforehand and that they do more than just read out word for word their biographies. A good chair will help to ensure the success of the programme.

Tip Three: Decide on a realistic budget and stick to it (as best you can)

The budget for an event should set out what is covered and ensure the cost analysis identifies specific tasks. Be clear with proposed speakers what you intend to cover for them. Does the budget include speaker fees, travel and equipment? Will you charge delegates to attend or ask for donations? Is there a clear pricing structure? Keep the budget up to date and review regularly. Leave an element for emergencies (usually 10%). If you need financial support make sure you rehearse your sales pitch to cover the purpose and USP of the event, its importance to the community and the basis for your belief in the events ultimate success. Make the pitch easily repeated to aid your message being forwarded.

Tip Four: Decide on your project management style 

Is it just you project managing the event or a whole Planning Team? If in a team, make sure meetings are regular providing updates on activities. Minute formal meetings and provide a summary of clear action points with names assigned. Ensure realistic timelines are given to each activity with clear deadlines! This will help you manage things in small chunks rather than trying to do everything at once. Keep your Green Plan (see below) adding enough notes that someone could cover the event if necessary.

Tip Five: Decide on an appropriate venue and where delegates want to go

Often the largest part of the budget! Decide on what your venue ‘must have’ and check availability, accessibility (noting requirements of delegates), seating and catering capacity, facilities (including air conditioning) and parking and any other events that might be taking place on the same day. Ensure the contract is signed before announcing dates to delegates. There are deals to be had on venues such as offering free delegate places in exchange for the use of the venue, for example. Think about the IT equipment you need but don’t try to use it just because its there. Keeping it simple is really the best policy; get the kit that you need and have a technician booked to make sure that the kit works on the day.

Tip Six: lay out a clear Green Plan

Whatever colour paper you use you need to keep a clear list of jobs to be carried out. Make a list of all the issues to be addressed including walking through the booking process from finding out about tickets, to the booking process to location maps and parking permits. List possible problems noting actions you might employ to ameliorate a situation including possible changes in timings.

Tip Seven: Advertise, advertise, advertise

Tip Eight: Decide on the catering and keep caterers up to date with numbers and requirements

Most venues will offer in house/recommended catering and, if possible you may wish to attend a tasting before making choices. You need to ensure you know the catering requirements of your delegates from vegan to gluten free from alcohol to decaffeinated drinks. A timetable of requirements needs to be clearly set out ensuring there is appropriate staffing in place (nothing worse than queuing J).

Tip Nine: Always keep the delegates and the speaker(s) in mind

Ensure that delegates are kept up to date with programme changes, parking permits, dietary requirements, accessibility issues in getting in and around the event, etc and how the event will be laid out (so draw a map!). Think of yourself as a delegate and be clear on what they need to be told and when. Add your actions to the Green Plan. Send out reminders of the event – even for those who are booked on! Ensure everyone knows what they are brining to the event – whether its pre course information or presentations to be loaded for speakers.

Tip Ten: Add in the “X Factor”

Not a talent show but that something to help the event fulfill its purpose. This might be a band, a quiz or simply a wine and nibbles to support networking. Any entertainment should be booked well in advance ensuring the venue has all the right facilities to support them such as movable microphones or places for dancers to get changed in! Check licence requirements (e.g.: sale of alcohol or the viewing of films, for example) and the venue capacity so you are not inviting too many for the wrong type of event. Key here is ensuring the entertainer (whether quiz master or concert pianist) understands what is expected of them, at what time, and for how long.

Tip Eleven: Check, check, and rehearse!

Using the Green Plan use checklists and ensure all arrangements with anyone are written down and confirmed. Put contracts in place if required even if its just a short list of bullet points signed and agreed by each party. Make no assumptions that anyone has understood anything you have asked for. Try not to pay everything in advance but keep some back for final payment on actual delivery – whether that’s caterers or entertainers. Rehearse the programme and leave flexible catch up periods for unavoidable delays and unexpected outcomes.

Tip Twelve: Prepare Meeting Material

Decide on the material that you need to send to delegates beforehand or to provide at the meeting. This may just include a programme/timetable of events or may also include copies of the presentations (often very difficult to arrange beforehand) or biographies of the speakers, delegate lists, maps etc etc. Design them well and proof read many times which will save time, money and potential embarrassment.

Tip Thirteen: On the ground the day before 

Put up (in advance if possible) signposts to the venue and ensure someone else checks they are easy to follow!. Identify house keeping, special guests and a reiteration of why the event is so special.

Tip Fourteen: On the ground on the day 

On the day follow through a checklist of things to be done so you can simply tick them off as you walk around identifying which item should be located where and whose responsibility it is, including knowing who is the key person in charge for the day. Make sure someone has the responsibility of meeting and greeting the speaker(s).

Tip Fifteen: After the event. 

Some sort of feedback should be obtained if possible. Remember to thank the speakers and be prompt with payments. You may need to make the presentations available electronically to delegates after the event.

Pdf Version: 

TopTips for Perfect Events_Dec11.pdf