Blog » 08 – Organising Events



Organising events used to be relatively simple but, as people expect more and try to compete with each other’s events, complexity sets in.

It can be hard to think of everything for your event. Actually, you probably won’t! However, this checklist should help with giving you an overview and to help you prioritise your planning:

 

First considerations

  1. Is there enough time to organise, publicise and stage the event successfully?
  2. Has a similar event been held in the past? If so, what was the response?
  • If the response was good, what made it good?
  • If the response was bad, what factors made it bad?
  1. Is the event open to the public or a closed membership event?
  2. Is it meant to entertain (party, meal, trip) or inform (AGM, workshop, lecture)?
  3. Is it small or large?
  4. Is it formal or informal?
  5. Who do you need (people and skills) on your planning team?

 

Two months before the event

  1. Develop a budget, including all expenses (printing, permits, insurance, speakers, food, supplies, security) as well as income that’s possible from sponsorship, donations and entrance fees.
  2. Determine the event location/facility, bearing in mind the budget.
  3. Determine the event date/time, taking into considerations the attendees’ timetables.
  4. Estimate, realistically, attendance figures.

 

Two weeks before the event

Confirm venue, catering, speakers or any other people or services you’ve contracted.

 

Day before the event

  1. Have a check-in meeting with the key people in your team - review schedule and resources.
  2. Leave time for pick-up of guests from airports/hotels or perishable supplies.

 

Day of the event

  1. Arrive early. Double-check that A/V equipment, food, signage, tables, chairs are as required.
  2. Decorate and put up signs and directional information.
  3. Clean up. Probably the worst job but important as you may want to use the facility again!

 

After the event

  1. Have a team or volunteer thank you - dinner, gifts, cards etc.
  2. Have a debrief - what went right, what went wrong and how can it be improved for next time?
  3. Reconcile budget.
  4. Prepare report (including budget) for your group/company and for future event organisers.

 

Finally

Pat yourself on the back for having the courage and ability to do what you just did!

 

 

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