Smooth
Operator
Running events
effectively
Events Coordinator
HOW EVENTive!
Many conferences and events are organised by individuals who have little experience. Some have had the task thrust upon them without adequate training, and have little idea of the time, experience and care needed to plan and manage events effectively. Each event is different, and each can present a new problem to the unprepared, even to the most experienced conference organiser. Whatever type of event is being organised, one or more of the following tips will help with successful execution of the event.
Location
Location makes a big contribution to an event being a great success. Selecting the perfect location depends upon size requirements, logistics, image, number of guests and budget. There is a long list of venues where events can be held: hotels, restaurants, night clubs, wineries, historic houses, vacant mansions, warehouses, parks, museums, women's clubs, an automobile showroom, or any other public or private facility.
The site size needs to fit the number of guests expected. If it’s too large, guests will feel lost, however, with decorations and props, it can be scaled down to create a cosy ambience. If the site is too small, people will feel cramped and it will not work. / A carefully set-up venue is necessary to make an event run smoothly. When using a venue for the first time, ask for set up recommendations for the event. Visit the site when it is set up for a similar event.Ask about the venue's rules and regulations pertaining to all aspects of the event (food, beverages, decorations, entertainment). Check to make sure it will accommodate the event, the number of guests, and ask about decorations, caterer, equipment and entertainment. Know what the policies are regarding smoking, liquor, insurance and security. Ask if any permits are needed and who provides them. Also, confirm the hours of operation.
Once the possibilities are narrowed down, find out if the site is available on the chosen date. Have an alternative date in mind in order to secure the preferred site.
To book the venue, sign a contract and leave a deposit. A signed contract is a reasonable guarantee for the booking. Find out about restrictions and cancellation policies. Ascertain whether or not the deposit is refundable and the timeframe for a refund.
If the site is outdoors, have a contingency plan in case the weather won’t cooperate.
Know the bump-in and bump-out times. Ask if another event is booked before or after the planned event.
Contractors
Interview prospective contractors early, and ask for at least three references.
Read contracts carefully and be aware of any special requests by artists or vendors. It is a good idea to assemble a folder with copies of contracts, emergency numbers, copies of any permits issued, and general information to have readily available the day of the event.
When asking for proposals from competing contractors and facilities, specify your own format so that you can ‘compare apples to apples’.
Have legal counsel review facilities and other contracts before you sign them.
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If sharing the financial risk with another sponsoring organisation, be sure to have a legal Memorandum of Understanding or similar contract.
Obtain insurance coverage to include cancellation, liability (property damage, bodily injury, personal injury, transportation vehicle coverage, alcoholic beverage liability) and even earthquake insurance if applicable!
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/ Post signs in strategic locations to prevent confusion, and sufficient signs to direct traffic to the location. The signs should be large, clean and concise.For outdoor events, check areas for obstacles and holes and remove all debris. Find the most level and open area in which to set-up. If there are any areas of potential danger, mark these areas very clearly
Budget
Control the budget tightly never, ever let anyone spend money without authorisation!
Monitor closely expenditure categories notorious for becoming ‘black holes’ into which money disappears, e.g. catering, travel, printing and overbooking of hotel rooms.
It’s a good idea not to include sponsorship moneys promised but not received, especially in uncertain economic times, when even with the best intentions, promises can be broken.
Communication is often a big issue. Use a workbook with pages for each person, contractor or organisation. Make dot points about the date, the time, the conversation and what was agreed. At the end of the conversation repeat what has been agreed and note any follow up to be carried out. Put items to follow up straight on to a "to do" list for the required day.
Timing and crowd movement must be considered before planning. Allow for easy traffic patterns, busy areas and quiet areas. Noisy areas, such as halls and dining areas should be located away from lounge areas and seminar rooms. Sales demonstrations and exhibitors should be located in a high-traffic area. If there is more than one venue or location, it is important to consider the logistics and politics of placement. /Be sure to obtain sufficient waste hoppers or garbage bins, especially if food is being served. Rubbish removal needs to be attended to before, during and after the event.
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