Alex and I recently became event and communications managers of the Amnesty Melbourne Metro Group. Planning events requires both an understanding of the bigger picture and a strong attention to detail.
I have been fortunate enough to plan events for many different organisations for over eight years.
In this post I will be providing insights into what it takes to run a successful event
- Start with the big picture – We believe that every event should have a purpose; this is why it is essential to look at the bigger picture. You need to be able to clearly identify why you are holding the event, who you are targeting and the outcomes you want to achieve.
- Brainstorm ideas – after we identify the big picture we like to brainstorm ideas for an event. At this stage it is important to be open-minded. If you are working in a team, everyone should be encouraged to contribute so that new and exciting ideas can be developed.
- Have a plan – planning is a crucial part of event management. Having a plan ensures that you are organised and are able to document the steps you need to successfully run your event. During the planning stage we like to look at the finer details of the event. A plan should encompass pre event planning, what happens on the day of the event and post event follow up.
- Assign an event manager – it is very important to have a centralised point of contact. An event manager ensures that there is someone to coordinate the event management process. There can be more than one event manager for an event; however, they must work collaboratively in order for an event to run smoothly. An event manager should be present on the day of the event and should oversee all proceedings and find solutions to problems that may occur.
- Work to strengths – when planning an event it is important to identify the strengths of the people working on the event, as well as your suppliers. For example, if you have someone in your event team who is highly creative, they could be put in charge of developing a theme.
- Ensure that there is post event follow up – after you have completed your event you should evaluate if it achieved what you wanted. Things that went well should be noted, as well as things that could be improved.
Events can be time consuming and stressful to organise. The most important thing is to be organised and know that you are working towards a purpose. Careful planning and implementation can ensure that events can effectively promote your organisation and its goals.