Event Management/Planning Organization Leadership Conference Tia Miller

Goals and Budgeting Set Goals – it is important to set realistic goals for your event. Determine your goals in terms of attendance and the event outcome How many people for you want to attend? What do you want people to get out of attending your event? Do you want to teach them something; what is the take away for them? One of the most important things that should be determined before planning an event is the budget. Knowing your budget will allow you to know which items are necessities for your event & which items are luxuries. Also, having a set budget will narrow your choices for entertainment, catering etc.

Simple Steps Plan Organize Market Produce Evaluate

Assign Roles There are numerous roles to be held including, but not limited to: A treasurer who will keep track of the budget, all money spent, receipts, money earned, and contracts. A contact person who will contact all vendors, such as caterers and entertainment. A marketing person who will distribute advertising, contact media, and promotions. When planning an event, it is a good idea to assign different roles to your staff. I have found that having a staff of 5-8 people provides the most effective work environment when it comes to planning an event.

After the Event Follow-Up Ask yourself… What could we have done better? Was it worth it? Did the guest have fun? Did we reach our goals? Would we do this again? Providing an evaluation form at your event is a great way to gain feedback. Evaluation forms allow the attendees to tell you what they liked and disliked about your event. A great way to give each attendee an evaluation sheet that is placed on each seat. Keep the evaluation short – 3-4 questions.

Just a few more things . . . .

Pitfalls of Event Planning One issue that is often encountered in event planning is lack of communication. Clear communication with offices, as well as being specific in your contracts can decrease your chance of encountering problems during the event. Also, clear communication within your organization will allow everyone to stay on the same page. Providing your members with a detailed report each week will keep everyone on track.

Remember the small things Make your checklist easy to read and navigate. I recommend typing it out and saving the document. This allows you to go back and update the list as you need. Be sure to keep updating your checklist OrgSync has great To Do Lists that you can use to keep track of everything that you need to get done for an event, you can even assign tasks to members of your organization. Include: Contact information Day of the event plans Basic things that need to be done (list step by step) Remember Nothing is Perfect Don’t expect the event to be perfect. Assume things are going to go wrong. This will allow you to be prepared and clam during a mishap. DON’T sweat the small stuff!

Helpful Tips Know your audience Keep in mind your guest’s interests. Ask questions. This will give you a good idea of their interests and dislikes. If they are vegetarians, don’t serve meat. Have a back up plan - It is important to have a prepared back up plan in advance. Keep in mind… Bad weather Last minute cancellations Illness Remember to have fun; It is important at your event to try and have a good time. If you look stressed or upset, guest will notice. Have a positive attitude and try to relax and enjoy all your hard work!