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CONTENTS

Event Management Check-list:

A common set of steps and a check-list applies when planning and running a successful event whether it is a conference, seminar, meeting or exhibition. The following are some important considerations to keep in mind for your next event.

Planning:

The planning stage is probably the most important part of running a successful event. The sooner you can start planning the better. Remember to:

  •  Develop a timeline of what needs to be done & when
  •  Check if there are other events that may conflict with yours in terms of, for example, potential invitees, venue or press coverage
  •  Set a budget and stick to it!
  •  Check availability of preferred venue
  • Identify your target audience to attend event
  • A Master of Ceremonies (MC) and guest speakers should be booked well in advance and their fee factored into the budget
  • Book entertainment and advertising space well in advance of the date
  • Have an event co-ordinator (or team) who are the main point of contact and who will ensure the event runs smoothly

The Venue:

Choosing a suitable venue is also a major part of the success of any event. Key questions to ask include:

  •  Is it close to facilities, restaurants, bus and rail terminus?
  • Is there suitable accommodation for attendees in close proximity?
  •   Are parking facilities sufficient?
  • Does it adhere to health and safety regulations?
  • Does it have suitable disability access and on-site facilities?

 Invitations:

Most events can expect to have a 10-15% drop-off rate, which should be taken into consideration when deciding on how many invites to issue.

  •  Design an Eye catching invitation
  •  Include all relevant information on the event i.e. date, start time, RSVP details, directions to venue
  •  Issue a formal letter of invitation to VIP's/dignitaries
  • Record each RSVP as it comes in

 Venue Set-up

  •  Plan out the layout and how the room will be dressed
  • Ensure that all Audio-Visual requirements are set-up well in advance of the event and that they are checked and re-checked to ensure they are working properly
  •  Ensure there is plenty of directional signage to the venue
  •  Source podiums, backdrops and banners and other room dressing items
  •  Put together a seating plan

Catering:

Catering for an event can range from a drinks reception and canapés to a full three course meal. Ensure to:

  •  Discuss menus and prices with catering company
  •  Have a tasting session
  •  Consider options for vegetarians and other dietary requirements
  •  Design and print menus
 

Media:

if you intend to invite the media to your event, work with your PR/Communications Department to ensure the media is notified through the appropriate channels and in a timely manner.  Always remember to use the 5 W's principle in the opening paragraph of your press release; the information should include the Why (is the event being held), When (date and time), Who (who is organising it), What (what or who will benefit from the event) and Where (where will it be held).

Photography:

Hiring a National Union of Journalism (NUJ) affiliated photographer is essential if the photographs for the event are to be issued to the national press. Talk to the photographer well in advance of the event to organise props and photo-call set-ups to ensure striking press worthy images are taken.

Post-event Evaluation:

Evaluation of your event is essential. Go through each element to see what went well and what elements could be improved upon or done differently the next time.

 

 

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