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Even if you have organized events before there will still be the desire to make the next one run even more smoothly and even better. In this article we share our experience of running successful events around the world.
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Start with the end in mind. What is the objective of the event and the experience you want the attendees to experience. Select suitable speakers and facilitators to ensure the audience will leave with the content they are coming to learn.
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There are so many things to remember and just forgetting one thing can ruin the entire event. Using a digital checklist to ensure each team member knows his or her responsibility will help track all the event variables and ensure tasks are being completed as required.
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It is important to hold the event in a venue that is suitable for the needs of everyone and is easily accessible. Too often venues are not suitable as there is nowhere to park, no decent transport links or do not have full disabled access. Ensure that there are enough rooms booked as delegates will often want somewhere to eat and drink as well as somewhere to go away from the main event.
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While it may seem that there is plenty of time it is amazing how quickly it goes by. Getting the location, speaker and caterers together can be hard enough but then it has to be announced well in advance to allow delegates to book.
Don’t try and run an event by yourself. Delegate! Ensure you have a good team to help you. Regardless of size, an event requires a good team to manage key elements of the event.
Once the agenda is in place it will be easier to see what needs to be done. It would be unwise to make any decisions until this has been set in stone.
Once the main things have been dealt with you can then go into the smaller details. This can be things such as making sure there will be stationery for delegates, knowing what electrical equipment the venue will provide and also in what order the sessions will be held.
If there is going to be alcohol or any form of entertainment it is necessary to clear this with the Local Authorities. Outdoor events in particular will be subject to the need for licenses.
Allow plenty of time to prepare for the event. Events can be stressful, and you want to ensure you enjoy the experience of running the event the best you can. Think carefully before selecting the date.
In order to keep to the agenda it is important to let each speaker/performer/presenter to know how long they have and what time they have to finish. Once someone over runs it can mean others have less time or the breaks have to be cut short. Speakers are notorious for going over there time. Assign 1 person to ensure that time cues are given and the speaker comes of stage at the right time.
Allow enough time for breaks as some people will use this time to use the rest room, get coffee and tea, chit-chat and network. More important is assigning people to ensure that the audience is ushered back to their seats in time for the next session.
Make sure that all contact details are going to be collected. This way it will be possible to ask for feed- back from this event and also have a ready-made list for invitees to the next one.
There are many more details to consider, but these are some of the ones that can be overlooked, yet are key to the foundation of a good event.