Top Tips to ensure your work Event runs perfectly.
Updated: Oct 21, 2019
I have been extremely lucky in my working life to have roles, which have always included organising, and I would like to think I have always managed to plan each event down to the final details ensuring that everything runs perfectly.
I have listed my top tips for planning any work event below and I hope that this will give you a great place to start when planning your works event.
Determine your budget
The most important factor to any event is determining and agreeing your budget with your managers. Ensure you are given a clear budget for the cost of any work event. Once you have a budget work on breaking it down into categories and determine exactly how much you can spend on every item such as the venue, catering, printouts and even 'small' items such as lanyards or name-tags.
Most events will go over budget, so always ensure you have a contingency plan if this is the case. By building this contingency cost into your budget, you will ensure you don't accidentally overspend.
Create a 'Project Plan'
Once you have been set the task of planning your event it is so important to create a project plan to ensure that your event runs perfectly.
I would plan what needs to be done on a weekly basis so you can tick off items as they are completed. This should include the following elements;
Finding and booking the perfect venue for your event. Make sure you consider factors such as location, parking and other amenities before making your final decision.
Create a list of all those you who will be inviting and how you will invite them.
Choosing your catering needs for the event and ensuring you ask those attending for any dietary requirements.
Double check everything has been booked and paid for so you do not have any issues on the day.
Ensure you have a contact for the venue you have booked and build on this relationship so they ensure that your event goes to plan for you.
In fact ensure you have a contact name and number for all suppliers, attendees, speakers, staff support and anyone else significant in your event.
Ensure all attendees have all of the relevant details they need to attend your event. This should include a contact for the venue and for the event.
Ensure all invites and correspondence for the event goes out in good time.
Do you need sponsorship for the event, and if so, who will you ask and how will you obtain their support?
Know your audience
Ensure you know your audience to enable you to create the perfect event for them. Ask yourself 'What does your audience need to get out of this event?' For example, if it is a training session what do they need to learn? How best can you ensure you achieve this? If it is a works party, what activity do you feel your audience would enjoy most?, and so on.
If you are promoting a particular corporate message then ensure that you promote this throughout your event so that your audience leaves 100% aware of what this message is.
Obtain a presenter
Depending on your audience you may want to hire a presenter for your event. If this is the case ensure that you provisionally book your presenter and the venue first, so that you don't end up with one and not the other. You will need to ensure you pick the correct presenter for your event someone who will engage and excite the audience, someone professional and entertaining.
Secure your suppliers
As well as the perfect venue you will need to ensure you book all needed suppliers. This could include caterers, audio/visual companies, printers, banner designers, and a host of other staff and suppliers to ensure the smooth running of your event. You must ensure these are all booked as soon as the date and venue is confirmed to ensure you do not end up missing one of the most important parts of the event.
As well as suppliers to help with the running of the event, for many corporate events companies will invite suppliers along to be part of the day. They will have stands in prime positions so that the audience can interact with them during the break times of your events. This will include the morning break, lunch and the afternoon break. This is a great way to add to your budget for your event as you can charge suppliers to exhibit at your event.
Do you need to secure sponsorship for your event to ensure you have the budget to run the event. If so then ensure this is secured as soon as the event date and details are confirmed. Don't sign any contracts if you need a main sponsor for your event to be able to pay the bill. Ensure you create a sponsorship plan which is attractive to those you are contacting to entice them to be part of the event. (I will look at this more closely in another post)
Plan the schedule
Once you have booked your venue, speaker and all suppliers are secured you will need to start working on your event schedule. This is one of the key parts of any event as it will ensure that your day runs perfectly and will ensure that nothing is missed.
When attendees will arrive
When the session with start
When breaks will occur
When meals or refreshments will be served
When will the event will end
Once you have confirmed the above you can plan the event in more depth, looking at timings for each speaker and what the title will be for each session. It is suggested that you should change focus every 20 minutes as people can only focus their attention for this amount of time. It is best to ensure that enough breaks and long enough breaks are included to give the audience enough time out from the speakers to ensure that they engage with the speaker when needed.
Consider an energising activity at the end of the session to beat the afternoon slump and also to ensure the attendees leave with a positive feeling about the day.
It is important to make the schedule known to all attendees before the event, so they are aware of what the day will involve.
Confirm all details before the event.
It is so important to confirm everything well before your event as you do not want there to be any issues on the day. The more planning and precision you put into the event, will enable you to ensure that you hold the best event, one which hopefully your attendees will remember.
I do hope that these pointers will help you plan your next work event without any issues. This will be the first of many posts about work events so I hope that you will come back to visit my blog for the next post.