How to create a successful event

Last updated on June 8th, 2012Event planning, How to0 comments

If you’re organising an event, you know that it’s essential to have a plan in place from the very start.  You can’t take any chances as a minor oversight could quickly turn into a major problem.  So you’ll know that creating a successful event takes meticulous planning and many hours of hard work.

Depending on the size and nature of the event, there are many issues and activities that need to be dealt with. 

As a start, here’s a list I’ve put together of the top 10 tips on how to create a successful event.

• Draw up a project schedule so that everybody involved knows what needs to be done, who’s doing it and by when.  It is useful to plan in reverse, by starting at the event date and working backwards.

• Build a team. You can’t organise an event by yourself so create a great team of people who will help you.  The less people have to multi-task and more they can focus on one job at a time, the less chance there is of something going wrong.

• Handle delegate enquiries promptly.  Set up a dedicated phone or email address for delegates to send their details and any enquiries about the event, and ensure that this is monitored regularly.

• Make sure that everyone is aware of the budget for the event.  Stay within budget by tracking all expenses on a spreadsheet, and keep a copy of all receipts and invoices.

• Get the timing right. Set a date so that you have plenty of time to plan and organise the event properly.  Check that the day doesn’t clash with any other major events which might prevent delegates from attending.

• Have a contingency plan in place. Even if you have planned right down to the last detail, you cannot anticipate everything.  Create a contingency plan during the early stages which will address any potential problems.

• Set up a database with all the delegates’ information, including arrival/departure times, transport pick-ups, accommodation and dietary requirements and any other special needs.  Keep them informed of all timings so they can organise trains/flights accordingly.

• Visit the venue several times to get to know the layout and facilities.  Check whether any signage is required to help direct attendees.  Check and test any AV equipment.

• For large events, set up a reception desk to meet and greet delegates.  It may also be useful to set up an area with a laptop and printer so support staff can provide admin assistance during the event.

• Follow up with attendees. It’s tempting to think that once the event is over, the job is done!   But following up with attendees is key.  Feedback forms are a great way to take away learnings from the event and what improvements can be made for the next one.

So now you know how to create a successful event. However, if you find that you are spending more time handling the administration rather than focusing on hosting the event, then we can help you. Our event administration services include liaising with attendees, speakers and venue, handling enquiries, preparing and distributing materials, managing the budget, and collating feedback as required. Call us on 0845 0181016 to find out more or enquire online.

Valerie Eaton

Valerie Eaton provides virtual PA and online marketing services to self-employed professionals who are feeling overwhelmed by their workload and want more time to focus on growing their business.

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