Communications, PR and Marketing

An event is one of the best ways of promoting your project and engaging with stakeholders. But great events don’t just happen, they require detailed planning and organisation.

If you would like to discuss how I can help you with my services contact me for an initial discussion.

Here are my top tips for making your event a memorable success.

1. Why run an event?

   Make sure you are clear about the purpose of your event. What are your desired outcomes? Try to think about this from the point of view of your audience, what will they seek from your event and are you able to deliver this?

2. What is your budget?

   Large or small, every event must have a budget. Be clear from the outset how much money and other resources are available and make sure you have a contingency amount for any last minute requirements. If you are a not for profit body it may be possible to ask for support in-kind from corporate organisations where you have a relationship.

3. Timing

   Consider when the event should take place. Try to build in as much preparation time as possible; things always take longer than you think. Think about the preferences of your audience and choose a time which will help you to maximize attendance. Try to make your event family friendly, for example avoid half-term and other school holidays.

4. Venue

   Your choice of venue can add a ‘wow’ factor to the event and help to attract people. Make sure the venue is suitable for your needs. It is preferable and more environmentally friendly to use a venue that can be reached easily via public transport.
   As well as location consider physical access. Proactively addressing the needs of disabled guests or speakers will help you to provide a good experience for all of your guests. For example, is there step-free access to the venue suitable for wheelchair users and others with mobility impairments? A venue where disabled guests enter via the same entrance as others is preferable. If access is via a circuitous and/or shabby route that you wouldn’t like most of your guests to experience – find another venue.

5. Pre-event Administration

   This is part of marketing the whole event and can help to minimise the number of ‘no-shows’ on the day. Marketing tools such as branded email invitations and invitation cards can help to create a good impression.Where possible issue ‘save the date’ messages in advance. Ask people to notify any access or dietary requirements well in advance.

6. Content

   Focus your attention on this and build the programme requirements into your planning. Ultimately, the content is the most important reason for attending your event; make sure you live up to your audience’s expectations.Pick speakers who are knowledgeable about their subject. If they are high profile (for example a government minister) try to have a back-up in case they drop out at the last minute.Consider the style and type of event, build in some interaction if possible. If your audience is going to be standing, make sure speeches don’t last for longer than 15 – 20 minutes, a few chairs should be available for people who need them.

7. Sound and Vision

   Ideally try to ensure a technician is available on the day at your event. Don’t be put off by lots of ‘techie’ speak be firm (and polite) about what you need. Brief the Technical person about your requirements and supply presentation material, dvds etc in advance so that they can be tested on the venue system.
   Unless it’s a very small gathering you will need to have a sound system. Lots of people in a room soak up sound.

8. Catering

   Choose carefully and select the best and most appropriate menu within your budget. Lobster thermidor and champagne isn’t likely to be viewed as appropriate in the cash strapped public and not-for profit sector. If tea and biscuits is all that is needed that is also fine but don’t be mean just for the sake of it.
   Check with the venue when they need you to notify them of your final numbers for catering.

   Make sure there are plenty of vegetarian options in the menu choices – these must be genuinely vegetarian rather than fish instead of meat.
   Take into account any specific dietary requirements and inform the venue well in advance. High quality catering adds to the enjoyment and success of your event.

9. Brief key people

   Make sure your speakers and anyone else involved knows what is happening well in advance. Put together a speaker brief which includes details of the venue location and your contact details as well as the agenda. Also, include a brief summary of the topic covered by each of your keynote speakers.
   Give the speakers deadlines for sending their presentation materials to you and ask them if they have any specific requirements. For example, if a speaker is in a wheelchair or has a visual impairment make sure you have thought in advance and discuss with them how they will get on and off the stage.

10. Thank You’s & Evaluation

    Don’t forget to thank people, it’s a good idea to build thank you’s into the conclusion of the event. Public recognition of individuals or teams who have worked behind the scenes to organise the event is always appreciated. Shortly after the event try to thank the venue and helpers as well speakers.

    If you need feedback make it easy for people to complete evaluation sheets and collect them on the day – you can also email people afterwards. Make sure you let people know what the next steps are for your project and ways they can get involved or request further information.

These tips should help you to plan a successful event. It is worth considering using the services of a professional for all or part of your event.

If you would like further advice Contact Roma.