Your event is the biggest thing to happen for you, your organisation and your visitors, so how do you make sure it goes as well as possible?
As an event host and a manager of many events over the years I’ve seen some common elements of successful events. Here’s some simple tips to make sure your event happens without too many hitches.
We must start with planning – it’s at the heart of any successful event.
1. Planning makes perfect
You should plan, plan, plan. Sit down and create a map of everything that you want to happen at your event. Create to do lists, have meetings, delegate roles and arrange a time table in the lead up with the traffic light system. If it’s outside think weather, inside think sound, toilets, refreshments, flow of people.
2. Create a team
You cannot do it all, make sure you have people with the relevant skills and get them involved. Don’t be afraid of other people’s ideas, embrace them, but you are in charge – know when to say no.
Set up managers of areas of your event. If you have several stages or several rooms create a manager role in each of the rooms. They become your eyes and ears for the event and will meet up with you during the event duration.
3. Plan for the unexpected
The last event I managed was a tenth anniversary celebration. We had several issues that presented before people entered into the building, and some while they were already enjoying the activity. They had no idea.
We planned for eventualities. The PA kit failed, an audio engineer created a work around. The food was delayed, the team in charge managed to get it to the venue through a different route.
4. Event plan, running order, team meet and contact sheet
Prepare a running order for the event, make sure everyone knows their job through a team meeting. If it’s a long event hold regular meetings with key managers of areas. Make sure you have all the contact names listed on your plan, but also make sure they are all saved in your phone.
Everyone should be aware of the running order, health and safety points, who is in charge of what and what is happening at the event. Make sure people are able to take charge in certain situations.
5. Hire the right event host
You can put all of your hard work in, and if you have an event host make sure that person is right for your event. Whatever you do, don’t leave it to someone who might be good at it because they are great in the Nags Head on Friday, or they’re the loudest person in the staff room.
It takes a professional to deliver the content exactly how it should be delivered book an event host.
If you’d like personal one to one advise from Kevin Field about how he could be your event host or awards compere simply contact Kevin via this website.