Ten Things You Should Consider When Managing Events

How do you ensure that managing your event achieves its aims and it totally successful? Try following our ten tips.

1. Start planning early.
Think about the size of your event – the larger it is, the more time that is needed for the preparations. This can take up to 6 months while a small event involving just a handful of people can take a month.

2. Be flexible.
Whatever the event, it is inevitable that changes to the arrangements will occur. Speakers might be unavoidably unable to turn up, there may be unexpected transport problems or difficulties arise with the venue. You might even have to change the type of event at the last minute.

3. Negotiate and keep watch on your budget
Unexpected costs will always appear in even the most well planned event. Have a budget in mind and keep to it.

4. Work closely with your team
Make sure that each team member is aware of their specific responsibilities for organising part of the event. Work out everything you need – from venue to organising marshals and stewards and make sure that someone is assigned responsibility for each aspect.

5.Create shared documentation
Cloud documentation makes it easy to share information between team members, even when they are not in the same office or building. By keeping all documentation in a central point within the cloud, everyone will know what is happening and raise queries if they see something missing.

6. Always have a back up plan
Plan for the unexpected – it could happen. Imagine the worst things that could happen, and plan accordingly. Be prepared to deal with sudden crises – because something will inevitably occur. Even something as simple as getting in touch with all participants can be a minefield if there is no co-ordination of information and action.

7. Do a pre-event run through
About a fortnight before the event is scheduled, do a pre-event run through with your team. Walk yourselves through every part of the event, and check to see nothing has been missed, or unexpected hitches are occurring. This will give you time to deal with such loose ends. Do a further check at the venue a few days before the event.

8. Book a photographer or assign a team member to act as photographer
Every aspect of the event should be photographed, from the setting up to the closing down and lots of photos of the event underway. This is essential for PR, publicity and your own files demonstrating its success.

9. Don’t forget social media
Events of any kind are perfect for increasing social media uptake. Create a special twitter hashtag and encourage everyone to use it. Upload pix quickly after the event – or even during it if you can.

10. Immediate follow up
While the event is fresh in your mind, sit down with your team and do a survey of what worked and what could be improved. Follow up with all attendees and participants, developing the business contacts you have made.