Basic guide to organize an event

When for various reasons you are assigned the responsibility of organizing an event, it will be essential to have a schedule and a guide that makes it easier for you to manage your activities.

To guarantee the success of the event, I recommend:

• Have a very clear idea of ​​what you want to present.

• Define the event format based on time, concept, schedule, duration, space, and human and financial resources.

• Build a good team and assign responsibilities according to the knowledge and skills of each employee.

• Let each member of the group take on their role and be service-minded.

• Establish excellent communication, be tolerant, confident and always try to show respect.

• Use an agenda and a schedule of activities agreed by the entire work team.

• Provide original, attractive and high-quality content.

• Plan adequate logistics to the needs of the public.

• Establish a budget that includes unforeseen expenses.

• Bet on innovation and creativity.

• Work with professional event photographers and designers to produce high-impact posts.

• Communicate your actions before, during and after the event.

• Use social media and press relations.

• Make a results report with statistical data.

• Use event management applications to measure the event's impact.

• Ask for feedback from all your audiences.

• Send thank you letters to the participants.

• Work as a team, with a positive attitude and open to proposals for improvement.

• Transform your event into a unique experience that transmits sensations, feelings, thoughts, inspirations and encourages the development of networks.

What to avoid?

• Leave the communication of the event dates close to when it's about to start.

• Define dates that have intermediate vacations during the same week.

• Design communication material without visual identity guidelines.

• Having a time schedule that is not flexible for delays.

• Contracting suppliers who aren't specialized in the field.

• Not having options for alternative spaces.

• Not having a training plan for the staff.

• Using outdated technology.

• Having a budget that does not suit the objectives.

What should be clear in the initial meeting

• The objectives.

• The probable dates of the event.

• Estimated number of participants.

• Ideal place for the event to provide good service.

• Target audiences.

• The theme of the event.

• Possible formats.

• A breakeven point to cover costs.

Use a general checklist that includes:

• Event type.

• Suppliers (Name, address, telephone, e-mail, contact person).

• Public (Name, address, telephone, e-mail, contact person).

• Name of the event.

• Time, place and duration.

• Objectives (Organization, client, participating public).

• Preliminary program.

• Planned activities.

• Communication plan.

• Catering service.

• Construction and assembly.

• Setting and design.

• Funding and sponsorships.

• Registration process and modality.

• Design and drafting of the call.

• Complete guest list.

• Sending invitations (physical and / or virtual).

• Estimated response time to the call.

• Speakers, speakers and / or moderators.

• Definitive agenda or program (schedule, activities).

• Organizers' agenda (schedule, activities before, during and after).

• Budget and financial control.

• Task distribution, attention grid.

• Identification of organizers and participants: design of credentials / uniforms.

• Equipment (sound, music).

• Insurance and complementary services.

• Plan to assemble the stand (time, personnel, resources).

Measure the impact of your actions through:

• Number of attendees.

• Satisfaction surveys.

• Ticket sales.

• Income vs Expenses.

• Post event business sales.

• Impact on social networks.

• Event management software applications.

• Sponsor feedback.

"Always keep the end goal in mind, and make sure you work towards that end every day."

Ryan Allis

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DanielaSánchezSilva©