Events Management Tips
By Chris Thomas
Most companies and organisations need to organise events in one form or another to involve their people, clients and stakeholders in what's going on. Events don't just happen - they involve preparation and planning. Here are a few tips on how to make it happen well!
1. Begin with the end in mind.
Before diving in it is worth taking time to explore the broader background. Are there other initiatives this event fits into? What's the target audience? What outcomes are you looking for? Is there actually a demand for your event?
2. You probably don't have a bottomless pit?
Having spent some time in the dream world of possibility, it's now time for the rubber to hit the road. Whether you're a cash-rich company or a public service organisation, there should always be a budget which is set in place, prior to moving forward. This is important not only for financial control but organisational discipline, the ability to persuade and also to negotiate. So, know your figures. Make sure your budget is as realistic as you can get it at this stage. Knowing what you have to spend is very likely to save you money in the long run.
3. Measuring success.
This needs to be considered and agreed during the pre-planning stage and a method chosen e.g. evaluation forms, electronic feedback during the event. Ask yourself, 'what do we need to measure to tell us whether our event hit the mark or not?' Don't settle for warm fuzzies as they don't stack up in the boardroom. Getting this right will help you to talk about the ups and downs of the event in your post-event review meeting.
4. Check the diary.
When the event is to take place could be influenced by a number of factors: time sensitive launch, end of year, annual conference, requirement for consecutive roadshows, day of the week, availability of key contributors, school holidays or other conflicting events. Again, this needs to be covered in the pre-planning. It's worth spending some time getting as many of these factors in place before making the final decision on when you want your event to be held.
5. The Right Venue.
Your choice of venue is likely to be one of the largest expenditure items. If your organisation has its own facilities - great! If not, you need to carefully source one within your budget (unless your budget begins to look too unrealistic). The Megacentre in Sheffield is an excellent venue and is always willing to refer you onto other city venues if required. Go and visit the venue, don't leave anything to chance. You might find that being there sparks off your creative juices and moves your plans to another level altogether.
6. Does your event work on paper?
If everything stacks up at this stage you can move forward with getting the other mechanisms in place. There are many options available these days with on-line registration very much the favourite for conferences and seminars. Do some research on 'off the shelf' packages and service providers if you do not wish to create your own.
7. Avoiding embarrassing stares.
Ensure your delegate badge system works. The badge needs to be large enough to include the information needed and for others to be able to read. You can also include for example, colours and numbers for syndicates and workshops. Get someone else's opinion on this if you need to. Ensure that any materials which are produced are done well. The first thing your delegates will get when they come to the event will set the scene of their expectations, so make it excellent.
8. Ensure superb facilitation of the event.
Good facilitators are like gold dust. If you have a star in your company that's excellent news. If not, do some research to source an external facilitator. A good facilitator will be able to manage the dynamics of your event to keep people engaged and ensure that everyone gets what they need from it. If you are using inexperienced facilitators by necessity, it's worth getting some other input on how to structure your day for the best effect. For example, 5 PowerPoint presentations one after another by people who are not expert speakers is not going to give you the results that you are after.
9. Sound and vision.
People are often surprised how much sound bodies soak up. Unless it is a very small gathering you should consider a sound system. If people cannot hear or see properly they become irritated and pre-occupied. If you can include a professional technician in your budget - do it. This is especially true when your presenters are not as experienced or confident, as they will tend to talk softer and with less inflexion.
10. Consider using the services of an event management company for all or part of the event.
If you need help and advice you can always get it from a professional events management company. For larger events where you don't have the experience it could make the difference between a pass and a distinction.
Chris Thomas is The Megacentre Conferencing & Events Manager
Chris can be contacted at chris@yourelookingmega.co.uk
The Megacentre provides a full Events Management Service to its clients and can offer advice on how to make your event as successful as possible.
Chris Thomas is The Megacentre's Conferencing Manager. He's married to Julie and has two children James and Nathan.