And probably the last too..

No introductions, just go straight to the point.  Remember the following next time you “organize” an event:

Plan: Key to success

“He who fails to plan, plans to fail”

Points you need to focus on, define clearly and tick as a priority:

1. Objective of the event
2. Audience targeted
3. Message to be sent
4. Date of the Event
5. Appropriate Venue .
6. Event duration & timing

Why do you want to have this event, they’ll answer your objective but nevertheless, if you don’t focus on the message you want to reach your audience, then chances that it will be a successful event would drop to “almost zero”.

Deciding on the time the event will take place is EXTREMELY important.  It makes a difference if it was a morning, afternoon, or an evening event.  It affects all your other decisions. Make no mistake that punctuality is important.  If you decide that the event will start at a certain time, then stick to the time.  The maximum delay one could expect is 15 min.  No exceptions.

Once you have decided on those, you can now move to the specifics:

Content: Creativity & Variety

As a rule, one should never place form over content – Manuel Puig

Get into the details of:

1. Event Outline – Any intervals, if so how many?
2. Topics that will be discussed
3. Variety of presenting mediums (presentations, videos, music bands etc)
4. Duration allowed for each speaker

The content is basically the “message put into words and presentations performed by presenters or visual aid”. Don’t compromise the content.

Speakers: Chose wisely & creatively

Whenever  the speech is corrupted, so is the mind – Lucius Annaeus Seneca

1. brainstorm, list & filter speakers
2. Set a criteria for speaker selection
3. Create speaker database
4. Speaker selection & invitations
5. Speaker agreement

Please don’t stick to friends and “so called prominent figures”. What makes a superb event is the speakers standing on that stage. Make them interesting, with NEW content, Someone with a NEW story to tell, or a NEW idea to share.  The real “figures” are those who no matter how many times they stand on that stage, they still have A LOT to say.

Speaker agreement: before hand you should discuss with the speakers the content, time, duration, visual aids, things they can talk about etc. Those should be agreed upon between both of you. It sets a standard of high quality content later on.

Invites:

“When you invite people to think, you are inviting revolution” Ivana Gabara

Should be divided into

1. Invites for speakers
2. Invites for special guests (if any)
3. Invites for the audience

Show your speakers that you care about them. Do not just drop them a twitter direct message, or send them a normal email. Do it professionally. Call – preferably meet – , and follow up with a formal email. Set a meeting with the special guests to invite and then follow up with the secretary.

Please note: Give the speaker at least two weeks ahead of the event to schedule his/her meetings. Less than two weeks would show that you are not very well prepared.

Audience invites depends on the mean of publicity you plan to undertake.

4. RSVP

5. Reminder emails

An RSVP system is always good as it tells you the number of people interested or not. It shows you ahead of the date what to expect, level of enthusiasm, and expected preparations. It also guarantees you can have a database of people whom you can contact in the long run.

Reminder emails two days ahead of the event will be useful. Don’t spam their emails though.

Venue details:

1. Equipment required:

• Lectern
• Podium
• Microphones
• Projection screens
• Slide projectors if required
• Overhead projectors
• Video Projector
• Flip Charts / markers /
• web-casting material
• wireless connection
• Extension cords
• Monitor
• Laser pointer
• Other

1. Parking space availability
2. Number of people
3. Seating: Auditorium or Conference style seating
4. Ease in direction / maps / signage

A location which is far away, not easy to spot and does not have the right seating arrangement for the type of the event you plan to have is another reason for failure. It should be reachable and comfortable.

Wireless connectivity is extremely important. If you want exposure, then you should give your audience the ability to take your information and send it through cyberspace.

Publicity & Promotion:

“Publicity can be terrible. But only if you don’t have any” Jane Russell

1. Link to the main message and objectives
2. Decide on the medium you will use:
3. Social networking tools: twitter, facebook, etc
4. Media Contact
5. Press Releases

Logo, message, details of speakers and timings should be clear and direct and with a specfici theme.

Nowadays with the social networking tools, a lot rely on twitter, facebook and emailing system. Please use it reasonably.

Time is cruical and so does the promotional material you will use. Position your brand properly and clearly and the rest will roll on.

Food & Refreshment:

1. Choose the right caterer (as a sponsor too)
2. Spend some time on the menu selection
3. Food should be available BEFORE the event starts
4. Decide on the type of service
5. Tables or not?
6. Type of beverages
7. Hospitality of caterers

Please avoid food that causes allergies or those that are difficult to be digested, chewed etc. If you decide on hors d’oeuvres or finger food then do make sure it is “mouth friendly”.  Imagine that the audience is a sloppy one. DO NOT settle for CHEAP food. It says A LOT. A professinal event needs to have quality food.  If you decide to have CUPCAKES pls make sure they are CORPORATE in terms of frosting, packaging and presentation.  It is all about the presentation.

Escorts & Guides:

1. For speakers
2. For special guests
3. For audience

They are important, neverthless, the number of speakers you can have all depends on how big the event is.  But, there should be escorts and guides around. Locate them at the main entrance, and at the venue itself. Presentable, and able to communicate properly and professionally they should be.

Program Agenda:

1. Speakers biographies & photos – in brief
2. List of sponsors – brief about them
3. Enough printed items
4. Placement of the agenda

An agenda is just like a mind-map for the audience.  The question would be, how detailed should the Agenda be. Sometimes you need to keep the timings disclosed in order to guarantee the enthusiasm of the attendence.

Spare your audience the hassle of googling the speakers and write a brief about them.  Few lines is enough.

Audience should be able to read the agenda BEFORE the event.  I believe that it is important to have it posted along with the publicity & promotion material.

Giveaways:

1. Stick to one theme
2. Different; yet not weird
3. Related to the audience
4. To be used not stored.

You will spending on those giveaways however they were.  So spend wisely.  It is always safe to give away pens, agendas etc.  But it amuses me when i see that someone has actually spent an effort on finding the right corporate gift.

Registration:

1.  Method of registering:

1. Online
2. Onsite
3. Tables, equipment, Name badges

2.  Registration form

3.  Registration Fees (if any)

It is important to have both methods available; although try to push your audience to register online.  It will give you enough time to print out their badges.  If not, always make sure that you have your PRINTING options on the spot: fast and professional.

Seperate the registration tables/counters: pre-registered / onsite registration

Sometimes you need to figure our whether to keep the event a free event or to be paid for.  This all depends on how big it is, sponsors availabitiyly, speakers etc.

If you decide to charge them for registration, then you need to have an online payment system available, or have a ticketing and money control system figured out.

Theme:

• Consistency in whatever you decide, and one that reflects your message
• Choose the right colors & the perfect design.
• Make sure your graphic designer is in the loop with the theme details in order to be able to reflect it on the promotional items.

People you need to have handy:

Technitians, photographers, IT people, Security