How To Plan & Run A Successful Event

We could write a book on how to plan and run a successful event but, just briefly, here are some key pointers that will go a very long way in helping you achieve the result you want.

Planning the Event

Be very clear on the purpose of the event and do not allow yourself to be distracted from that purpose. You should always have a call to action at the end, at the very least to get a feedback form from everyone. Visualise how it will run – give it a start, a middle and an end. Let each section be distinct and remember to finish on a high! You cannot do it all yourself so use a friend or colleague to bounce ideas around before you commit to the final running order.

Planning the Running Order

Put down the key action moments in a running order and have someone (now who might I be thinking of here?) responsible for keeping the agenda running to time.

Speakers

Always introduce your speakers or have someone else do it if you are going to be one of them. This will increase the impact they have on your audience.

Brief them on the nature of audience, the context of event, the running order, any other speakers and the outline of their content. Find out how they want to be introduced and tweak that introduction to make it relevant to your agenda.

If they are going to use a presentation such as Powerpoint, make sure you have received a copy by e mail and checked that it is compatible with the software on the laptop you will be using. Prepare an outro or link from their address to the next item on your agenda.

Refreshments

Hands up if you enjoy lukewarm coffee or tea or cold bacon baps!

I’ve been to events where hot food and drink was set out but it was on the other side of the room and no-one told us what was available and that we could help ourselves – don’t assume, tell people! Make sure that drinks are available at the beginning as people arrive and again at break times.

Tables can get very messy (we’re all kids at heart) so make sure the venue have staff on hand to keep them clean.

IT

If you will be using a laptop and projector for presentation purpose – make sure they work before you start! Check all the connections at home or work before even getting to the venue, then check them again when you arrive.

If the venue is supplying the system, check with them beforehand that the formats of your presentations will be compatible with their equipment.

If you are using a laptop, get a copy of the presentation the day before and run it through the system to ensure it will work. Always have a copy of the presentations on a USB drive as well as on the hard disc and have a spare laptop if possible.

Venue

Go to venue beforehand, meet with the venue co-ordinator – tell them what YOU want to happen and discuss how they will work with you to make it so.

Think about the following

• Where will guests/delegates arrive and where will they go once they have arrived – who will guide them?
• Will you have a registration at the door – who will run this? And now a plea from the heart, if you are using name badges please let them have crocodile clips rather than pins!!
• Find out where the toilets and emergency exits are
• Think about the acoustics in the room and whether the speakers will need a PA system. If so, speak to the venue techie and test the system beforehand
• Work out beforehand what seating arrangements you will need, where the speakers will deliver and where they will be while they are waiting their turn
• Be sure to send out clear directions to all delegates and identify car parking and/or public transport and then signage so people can easily find the room
• Timing is sometimes critical, so make sure you have discussed this with the venue and are aware of any constraints they might have

On the day

Be pleased to see me when I arrive and if I am early, still be pleased to see me! YOU will set the tone for the event so, if you are not at the door yourself, then make sure that your greeters both look and act the part.

The biggest lesson I have learnt is that communication is key – do not assume people will do what you expect! Let everyone know what is happening at each stage of the event, what they should be doing and when they should do it.

Remember that old trainers’ adage:

“Tell them what you’re going to tell them

Tell them

Then tell them what you’ve just told them”

It always worked for me – wishing you a fabulous event and terrific feedback!

David DiCara – Event Planner, Toast Master & Master of Ceremonies