If you have ever organized an event, then you know that not everything runs according to plan and that there are often obstacles and challenges in your path. Organizing an event is not a simple task, but we can identify a few key points you should always keep in mind while you are busy running to and fro to ensure that everything goes well to the best of your ability.
Purpose And Format
First and foremost, you want to define the purpose and format of the event, as obvious as it may seem. Formulate your goals as specifically as possible: do you want to convey knowledge, express gratitude to partners, raise funds for a project or charity, or offer guests aesthetic pleasure? The format of your event will depend on the answer, its concept, timing, duration, role distribution within the organizational team, the layout of the hall or venue, and the catering, for which you can go now and get a quick assessment of pricing and options, and the sound of the event. Also, try not to get stuck in traditional formats; all that counts is that your chosen format helps achieve the goal of the event.
It is very, very important to draft your budget while taking into account any unforeseeable situations while you are looking at your list of tasks. Consider keeping a reserve in case of these unforeseeable events. For example, if it rains on the day of your open-air event, you might have to immediately change the location and transport all the equipment and furniture. It is much better to take these sorts of things into account in advance and be financially prepared for them.
Devil In The Details
If you are interested in pleasantly surprising your guests, think about everything down to the smallest detail; how they will register, who will greet them and how, what music will be playing, how your team will be dressed, what to do during breaks, and the list goes on. For example, during registration, guests could be offered a brief master class, play some games, or watch an information video. Even in the most mundane situations, aim to surprise people, create a wow effect, and exceed their expectations. They will remember all these little surprises long after the event is over, and they are what will make the whole thing really stand out.
Check Location And Have A Plan B
Remember to always check the location in person, and as early as the selection stage, to avoid any unexpected disasters. Imagine being in the middle of the event and finding out that the air conditioning does not work properly, that there are no toilets for the disabled, or that the equipment cannot get through the door. To avoid all that, check for such issues in advance and scout out the venue. Preparation and planning are your main weapons to avoid headaches, and although you cannot, of course, guarantee that everything will go exactly according to plan, you can try your best to avoid any unnecessary issues.
Allocating responsibilities to your team according to their ability and knowledge is one of the most important parts of an organization and is what separates a leader from a follower. Knowing each person’s strengths and weaknesses and assigning them to tasks accordingly is a skill that is invaluable, not only for the event but for life in general. Allocate responsibilities by zone; for example, someone is responsible for the registration zone, someone else is responsible for greeting the speakers, and a different person is responsible for the equipment, catering, and so on. Everyone needs to have their zone, for which he or she should be responsible throughout the entire duration of the event.
Remember to conduct a final check 24 hours before the event. Make sure that you have informed all the guests of how to get to the location, invited all the important participants, and prepared all the materials (audio and video content, etc.). Make sure everyone understands their tasks and responsibilities and whether the venue is ready. If you like, you can draft a small checklist to make sure you do not miss anything just before the event starts.
Organizing an event is stressful at the best of times, with unknown factors and unexpected complications sometimes ambushing you at every turn, but you can at least avoid a lot of the preventable or foreseeable problems in advance by making sure to check every task and responsibility off your list, making sure all the details fit, and making sure you are ready for the big day.