1) Planning

This is the development stage of the event. You should keep the following basics in mind when planning the event.

 

Purpose of the event

Have an organizing committee to deal with each specific project

Decide and negotiate the budget

Sign a contract with the client so that both parties are aware of their responsibilities

Checklist and deadlines for each task. Set some time deadlines.

Together with the client, confirm the date, time, venue, speaker, entertainer etc. and who will provide what.

 

2) Action plan

Initially you will be involved with a lot of one- on-one meetings with the client to iron out the all problem areas. Focus on what the client wants and provide valuable insights and suggestions on how things could be done better.

 

Formulate an Action Plan, and include all tasks, deadline dates, to whom the tasks are assigned to and the progress report.

The Action Plan should include details such as food, transport, information on the venue, floor plan for seating, obtaining government approvals and the cleaning up process.

 

This Action Plan should be discussed with the internal event committee.

3) Logistics

 

Look into all the minor details; never assume anything. Nothing gets done on its own. Incorporate a logistic plan into the action plan. This way it is unlikely you will miss any thing.

4) Venue

 

Decide on the venue and if it can accommodate the number of people invited. Come up with a practical layout for seating, access, podium and panel, depending on the event. If the venue is situated in a restricted or busy area, you might want to get prior approval from the town hall or municipal council first.

 

Check the access and parking facilities at the venue. If parking is not available arrange alternate parking.

Check for easy access within the venue for participants. Have signs and direction at the entrance.

 

5) Food and Equipment

 

Sign a contract with the caterer and decide on a menu with a reasonable price.

Decide on the area that food will be served or laid-out, make sure the caterers have easy access to the venue without any disturbance to the event.

 

Make sure all equipment is installed a few hours before and test them before the event.

 

6) Staff

 

Delegate and assign most responsibilities to the internal event committee. In the Action plan state the name of each member next to the task so that you know who is doing what.

 

If you find that you are understaffed, request for voluntary helpers. Don’t forget you will need extra hands to clean up the place as well.

7) Safety policy

 

Have a safety plan, if your event is held in high security zone request for extra protection. Have a big sign for the fire exit and have an ambulance in the premises. If this is not possible dedicate someone to look into the safety of the participants and have important telephone numbers at hand.

 

8) Cleaning up

 

Make sure you restore the venue to its original state and remove all debris and décor before handing over the venue.

 

9) Dealing with the unexpected

Unexpected things happen it’s inevitable. Therefore have a contingency plan in place.