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Monday, June 02, 2008

How to Organise an Event


from wikiHow - The How to Manual That You Can Edit

How to manage an event, school program, corporate function, get-together, culturals, wedding. (More points, tips,(like time management, managing the show) will be coming up in next two weeks, keep checking and fine tuning this article)

Steps



Planning
  1. Have a good team who knows how to do different things, from meeting people, preparing schedules and budgets, making agendas and invitations, printing various year books.
  2. Have some volunteers, who have good influence (to call Important Person as Chief Guest), know where to get things done.
  3. Prepare a Budget. All possible expenses, incomes, sponsors, contingent expenses.
  4. Prepare a draft invitation. Focus here is to find the date, time, venues, chief guest, name of the event, tag-line for the event.
  5. Prepare a draft schedule of the programs in the event.


Take Action
  1. Fix the date, place (venue), Chief Guest, name of the Event and Tag Line. (See tips for Venue and Date.)
  2. Get approval of your budget, schedule etc from your team members or any authorities.
  3. Have a meeting for brain-storming and action plan.
  4. Delegate work to different people and let an experienced person coordinate all activities. If the event is a mega-event, let different people coordinated different activities, under the supervision of one person. The team leader should be trusted by the team members.
  5. Inform about your program in your website
  6. Collect sponsors and other sources of money from delegates.
  7. Market the event. Prepare brochure, release advertisement, inform the media, send mails, make phone calls, send sms, messages to e-groups, visit people etc to get delegates and sponsors.
  8. Some time make sure all administrative works like accounting, correspondence etc goes on well and in time.
  9. Take care of any creative works like finding name of the event, designing front cover for any year-book, brochures, etc.
  10. Have a time line (with deadline) for each activity.
  11. Make sure the team do not have any internal problems.
  12. Get the event things like any games, medals, mementos, prizes, certificates ready
  13. Make arrangement for Photos, videos etc.
  14. Make arrangement for Water, Food, Caterers. Make sure restroom facility are available. Make sure any special arrangement for any people should be make. (Eg. Prayer Room, Beds, for physically challenged, For nursing mothers,)
  15. Make arrangement for chairs, tables, backdrop, mics, speakers, computers, LCD projector, podium, table clothes, stationery's, directions, seating arrangements, name board of VIP, etc is ready.
  16. Make transportation and travelling arrangement for participants and organizers. Prepare a itinerary for all outstation participates. Make a written schedule.
  17. Make accommodations and pick-up and drop back facility.
  18. Prepare the list with all relevant mobile, phone numbers, emails ids of team members. Also, make a similar contact list for VIP, and supplier of any goods or services.
  19. Visit the venue with your team members, look around the place including parking, toilets, green rooms, contact person, arrangements, various entrances and exits, lifts. Look for nearby place where you can take photocopy, make phone calls, buy any things in case of emergency.
  20. Give proper instructions to the team members on how to handle every situation.
  21. Make sure you communicate with every one on how to reach the venue and the time.


Work to be done 24 hours to 36 hours before the event
  1. Check whether all invitation has been sent. Otherwise, make phone calls to invite people.
  2. Remind VIPs about the events.
  3. Check whether all activities are going on schedule.
  4. Re-check with the hotels for accommodations availability with hotels.
  5. See the traveling schedule of outstation participants.
  6. Go to the venue and check whether all things are ready.
  7. Collect enough money/cash for the event expenses from concern persons.
  8. Check whether participants kit is ready.
  9. Prepare minute to minute agenda for important programs.
  10. Make a checklist of the things to be taken to the venue.
  11. Check whether enough people are there for the event, other make sure you get some more people to help you.


On the Day of Event
  1. Arrive early to the venue with your team member. Check for the electric reading or any similar reading.
  2. Make sure the organizers is wearing a distinct Badges or something similar
  3. For any transportation, check the car reading and note down the time and the reading.
  4. Put the Welcome Banners and other info in front of the building.
  5. Make a beautiful reception and registration counter.
  6. Inform the sponsors on where to put the stalls. (Make allocation of space earlier).
  7. Keep the dais, mics speakers ready. Put on music for an informal event.
  8. Make sure the host have the schedule and resume of the chief guest etc. ready. He/She should have the matter to be spoken typed and rehearsed. Make sure the host/anchor/Master of Ceremony know well about the program as well as the people who are organizing it.
  9. Have a good time management.
  10. Welcome the delegates and others.
  11. Take care of their requirement, especially, outstations and chief guest.
  12. Have a separate person to look after the needs of General Delegates (Non-VIPs) and for PR (Public Relations).
  13. Give directions to those who need.
  14. Take photos of all important things especially sponsors banners, your banner, entrance, receptions etc
  15. Ensure all resources (food, water etc) are sufficient, otherwise work out your contingent plan.
  16. Thank the delegates after the event.
  17. Take the feedback from participants
  18. Clean up the place, check the electric meter etc, remove the banners, tables, etc. Check up if you leave anything valuable, and then, leave the venue.


After the Event
  1. Thanks the concern people like the sponsors, volunteers.
  2. Finalize and settle the accounts.
  3. Have a Thanks Giving party for those who helped.
  4. Distribute the souvenir or any other publications to relevant people.
  5. Deliver the receipts to the Sponsors and others.
  6. Distribute the photos to those who require it (after developing the photos) and post the photos in your Event website.
  7. Evaluate the feedback forms (or feedback from your website)
  8. Have a post-review meeting to perform better next time.


Tips



Co-ordination
  1. Before the event have person/committee -in-charge of
    • Sponsors
    • Local Participants
    • Outstation Participants
    • International Participants
    • Chief Guest, Speakers,
    • Accounts
    • Special Events, Host Show
    • Documentation, Correspondence
    • Designing, Printing, Collection of Articles and evaluation the same
    • Prizes, Mementos, Gifts, Banners, Certificates, Souvenirs
    • Transportation, Caterers, Venue Arrangement, Decorations, Backdrop, Parking
    • Media, PR, Marketing

  2. On the Day of Event have person(s) in charge of
    • Overall Coordination
    • Local Participants
    • Outstation Participants
    • Pick up and down at Airport, Stations, Hotels,
    • Green Room
    • Food
    • On Stage Activities
    • Master of Ceremony
    • Special Events
    • Computer, LCD projector,
    • Photographer
    • Reception
    • Crowd Management and PR with Crowd
    • Parking Area
    • Security
    • Distribution of Various things (Gifts, Certificates to selected people as well as all the Participants)



Documents
  1. List of Documents (etc) to be prepared
    • Budget
    • Event Schedule (Timing of each program in the Event)
    • Invitations
    • List of people to be invited
    • Action Plan
    • Time-line (Work completion schedule)
    • Accounts
    • Communication Letters
    • Work Register
    • Designing Brochures etc
    • Preparing various articles for Souvenir
    • Materials for Press Conference
    • Speech
    • Participants List
    • Comparing Notes (along with Resume of Speakers)
    • Agenda
    • Minute to Minute Schedule
    • List of Prize Winning
    • Work Allocation List
    • Networking List (Mobile numbers of organisers)
    • Checklist of Things to be Taken
    • Checklist of Work to be Done
    • Report of the Event (for media and others)
    • Final statements of Accounts



Venue
  1. Factors to be considered while selecting a venue and negotiating the price
    • Capacity of the Hall (No. of Delegates --excluding floating delegates)
    • Provision for Food (if meals are served)
    • Provision for stalls, demo, Games, mini-conference etc
    • Flexibility (if case of informal event)
    • Timing (When does the event can start and end at the venue)
    • Lighting arrangement (in case for night events)
    • Air-conditioned or not
    • Required Equipment are provided (Mikes, Speakers, etc)
    • Furniture for dais (Tables, Chairs, Table Clothes)
    • Whether Music, Entertainment is allowed or not (for informal programs)
    • Power Backup
    • Accessibility -- whether the venue is center of city (Whether Delegates can arrive without any difficulty)
    • Penalty, in case of cancellation of venue
    • Provision for people with disability
    • Special Rooms for Organizers, Dressing up etc
    • Total Cost



Date
  1. Factors to be considered while deciding the date
    • Whether the Chief Guest and other VIPs are available on the particular date(s)
    • Venue is free on a particular date(s)
    • Most of the Delegates do not have any other engagement on those date(s)
    • Holidays -- Whether the program should be held on weekdays, weekends or other holiday
    • Whether any major exams, strike, other special event is taking place in the city or around it
    • Time need to prepared for the event
    • Time required for the outstation delegates to make arrangement and come the event



Instructions
  1. Some instructions for working in a team successfully
    • Do not criticize anyone, unless you have a suggestion or solution.
    • Do not sub-delegate the work and responsibilities given to you at any time.
    • Be punctual in all your work. If you are late, give prompt proper info to the person you report to.
    • Smile a lot. Have courtesy for everyone, in and out of your team.
    • When someone offer help (including money), respond immediately, and thank them sincerely.
    • When there is a problem, do not blame others neither put it on your head and create tension but try to solve it...
    • Do not panic/get tensed. A cool mind will produce better results at the right time.
    • If you borrow anything, take responsibility to return it at the said time.
    • Do not repeat any mistakes.
    • Planning is necessary. Planning ‘what to do’ (important things) is done in team meetings. Stick to it.
    • But planning in smaller groups ‘how to do’, ‘how it should be done’ etc., is also equally important.
    • Proper Implementation is critical for an idea, Plan to be successful till the last...
    • Be slow and steady. Do not make haste while communicating. It would only waste time.
    • Always have a good morale & positive attitude with everyone. Please do not beg to anyone.
    • Be responsible for your work.
    • Report back voluntarily to the person, who had given you the task, whether the task is successful or not. But at the said time.

  2. Instructions (given to team members especially to first time volunteers or young people) for work to be done before the event.
    • Also, try to be in formals and behave professionally
    • Keep a scribing pad and a pen always besides/with you.
    • Be firm in what you speak. Maintain eye contact with everyone you see. Have self confidence.
    • Ensure the receipts are delivered on time
    • Keep proper/correct record of all things that you handle, including cheques, banners, bills, expenses etc.,
    • After the program, thank everyone, including individual sponsors and the participants

  3. General Instructions to given for the Event.
    • One(Two) organizer(s) will be coordinating the Event for the day.
    • Co-operate with him/her. No announcements should be made without his/her knowledge.
    • Have Good formal & informal Interaction with the crowd (when ever possible)
    • Note Down all important details.
    • Follow the exact instructions given by the coordinator(s)
    • Be in full formals for the full day, especially at inauguration and valediction.
    • Be responsible for your work.
    • Do not sit with the audience or your friends in the hall. Lots of work will be pending...
    • Be ready to do any type of work…[Be it picking up papers on floor or sitting on the dais with the chief guest…]
    • Take initiative, walk around and find pending jobs that can be done by you, complete it on seeing it. Do not delegate to others…
    • Be very cheerful, especially when you are amongst the crowd.
    • Do not leave the counter/seat where you are seated/assigned.
    • Last but not the least, ENJOY THE SHOW.



Other Tips
  • Decide which things should be outsourced and which work should be done by team member. Outsourcing depends on Budget, Time, Quality, Importance of job etc.
  • Different work for organizing is like various functions. Budget and accounts is like Finance, informing the delegates and making them participate is like Marketing Job, Team Management is Like HR, transportation is like logistics, Event is like Operations, having good relations with media and others is like PR.


Warnings


  • Be prepared for any situation. Sometimes, things go out of control. If you are a team member, so don't get angry when someone shout at you, (the person may be tensed). If you are a coordinator, do not get tense and be panic. Do things coolly


Things You'll Need


  • A good and dedicated team members to do the job
  • A core team for planning and taking important decisions
  • A good network
  • Smart Work
  • Lots of Co-ordination


Related wikiHows





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Posted by SURI at 2:34 PM
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