Organizing the Event

ITM351: Event Coordinator

[email protected]
Outlines

Steps to organize the events

Event venue selection

Q&A
 Steps to organize event

2. Pay 3. Draft your

1. Define the budget taking 5. Check the
sufficient 4. The devil is
purpose & into account in the detail location and
format attention to have a plan B
unforeseeable
planning situations

9. Carry out a
7. Tell your
6. Allocate 8. Pay attention final check 24 10. Ask for
responsibilities audience about to service feedback
the event hours before the
event

Source: https://www.culturepartnership.eu/en/article/10-
tips-for-successful-event
 1. Define the purpose & format

• Formulate your goal as specifically as possible.

• Convey knowledge to participants
• Express gratitude to partners
• Raise funds for a project
• Offer guests aesthetic pleasure

• Try not to get stuck in traditional formats.

• The concept
• Timing and duration
• The layout of the hall
• Catering and sound
 2. Pay sufficient attention to planning

• The plan should include logistics, content and the promotion of

the event.
• Create a document available to the entire team where each
member would be able to see the tasks of the others and the
big picture.
• Prepare a list of the main tasks
• Identify as much detail as possible in the form of specific
steps that must be completed.
• Designate the timeframe in the plan

• ** Google templates
• **Asana, Trello, Podio, GanttPro, Teamweek
Teamweek
3. Draft your budget taking into account
unforeseeable situations

• Study the list of tasks in order to plan the budget.

• Put the budget of unforeseen situations into the account.
• For example, if it rains on the day of an open-air
event. We will need to immediately change the
location and transport all the equipment and
furniture.
4. The devil is in the detail

• Think about everything down to the smallest detail:

• how they register, who will greet participants and
how, what music will be playing, do you have an
interesting photo corner, how do your presentations
look and how is your team dressed, what to do during
breaks.
• Try to surprise people and create the wow effect, exceed
their expectations in the most ordinary things. This is
exactly what creates the feel of an event.
5. Check the location and have a plan B

• Always check the location in person as early as the

selection stage.
• Check all facilities provided in advance whether they
are ready to be used.
• Always create plan B in order to prepare for the
unforeseen situations.
• In case you may need to change the location of the
events.
• Lack of staff
 6. Allocate responsibilities

• It is very important to distribute tasks among the team members

not only at the preparation stage but also during the event.
• Allocate responsibilities by zone.
• registration zone
• greeting the speakers
• a different person for the equipment
• for catering
• communication with the press etc.
• Give each member of the team a document with the assigned
responsibilities, so that every person knows who to contact for any
specific issue.
 7. Tell your audience about the event

• Do not underestimate the time required for the successful

promotion of an event.
• When choosing your media partners, focus on those who
target your audience.
• It’s better to have a few partners but targeted ones,
rather than talk about the event to just about everyone.
• It is also important to create one key message that will be
broadcast on all channels. Make sure it is brief and that it
accurately conveys the idea of the event to your audience.
8. Pay attention to service

• Make sure that your team follows The Duck Face Rule.
• Be friendly to participants, speakers and partners.
• Try to address their problems or questions and meet
their expectations, even if you feel tired and not
everything runs to plan.
• **At the end of the day, what people remember is how
they were treated and the atmosphere not what the
speaker was saying on the stage.
9. Carry out a final check 24 hours before the
event

• Make sure that you’ve informed the participants of how to get to the
location, invited all the important guests, and prepared the printed
materials, audio and video content.
• Check whether everyone understands his or her tasks and
responsibilities and whether the space is ready (for this purpose you
can draft a checklist).
• A similar checklist can be drafted for the checking preparation on the
day of the event: whether everything is in place, working, being
done on time.
• Be sure to print out the event program, let each member of the team
and volunteers have a copy. In addition, give everyone the main
contact phone number for communication with one another in the
event of an emergency.
10. Ask for feedback

• Ask participants to complete a printed evaluation form

at the end of the event or an online form when they get
home.
• Ask them to assess various aspects of the event:
logistics, speakers, locations, and the work of the
organizers. This information will help you to avoid
mistakes in the future and improve the quality of your
events.
• If possible, get feedback through social networks or
record video reviews at the end of an event. This will
come in handy if your event is held again.
 Event venue selection

1. Target 2. Target 3. Target

4. Climatic 5. Venue
audience/ audience audience conditions history
guest size status convenience

10.
6. Venue 7. Venue fees 8. Venue 9. Amount of
service inspection work required Contracting
the venue

Source: http://www.eventeducation.com/venue-selection.php
1. Target audience/ guest size

• Make sure that your venue can easily accommodate your

expected target audience. Your venue should not be too
small or too large for your guests. If too small, then your
guests will feel discomfort. If it is too large then you will
unnecessarily end up paying more for the venue.
2. Target audience status

• If you target audience are rich people then your venue

must be a five star hotel or resort and all the services
provided during the event must be of very high quality.
3. Target audience convenience

• Select venue according to target audience convenience.

• The venue should not be very far from the place
where majority of your target audience live.
• The venue should have proper lighting and
ventilation.
• The venue should not be in a noisy or polluted area.
• The venue should be absolutely neat and clean and
free from any type of infestation.
4. Climatic conditions

• Keep Climatic conditions in mind while selecting a

venue.
• If you are going to organize an event during rainy season or
during peak winter then selecting an open-aired venue is not a
good idea. Always try to organize indoor events if possible as
there production cost is lesser than the outdoor events.
5. Venue history

• Before hiring a venue check out the history of the venue.

Find out how many events have been organized in the
venue so far.
• Quality of staff members
• Relationship among neighbors
6. Venue services

• Before hiring a venue, check out the number of services provided

by the venue like:
• Parking
• Security arrangements
• Venue staff
• Restrictions
• Photograph restriction
• Music restriction
• Additional service
• Floral decoration
• Stage provide
• Audio-visual
7. Venue fees

• Ask following questions from venue manager before hiring a venue:

1) What is included in the venue fee?
2) What is not included in the venue fee?
3) Is there any cost for parking?
4) What is the price range for a seated/buffet lunch and dinner?
5) What is the cost of sleeping rooms?
6) What is the cost per person and per food item?
7) What are your bartending and bar set up fees?
8) What modes of payments are available?
9) What are your payment, refund and cancellation policies?
8. Venue inspection

• If you will go as an event manager to a venue for

inspection you will be shown the venue as an ideal venue
for organizing your event. So best way of inspecting a
venue is to check-in there as an anonymous guest, stay
there for 2-3 days and deliberately use all the services
provided by the venue.
• Make sure Air Conditioners, fans, water tabs work
properly, elevators are operational. There is adequate
lighting and ventilation. Check out for sanitation and
infestation.
9. Amount of work required

• On the basis of venue history, services provided by the

venue and venue's inspection determine how much work
is needed to be done to make the venue suitable for your
event. Select a venue where lesser amount of work is
required to be done.
• Lesser the work, lesser will be the production cost of the
event.
10. Contracting the venue

Make sure that the contract guarantees:

▪ The booked dates, time, venue space, return of deposits.
▪ Exact, itemized list of all the services promised and the fees
associated with those promised services including maximum cost
(i.e. the cost will not go over this amount)
▪ Promises and commitments discussed and agreed upon.