We have made the following recommendations on how to successfully plan your events
Make sure you clearly identify your event objectives – what the event is aiming to achieve and how do you define success.
Know who your target audience is and how you are going to reach them.
Check whether any other similar events are taking place at the same time.
Arrange regular planning meetings. Produce meeting notes with assigned action points.
Book a suitable venue for the event. Don’t adapt the event to suit the venue that you had already booked.
Draw up a detailed activity plan with deadline dates and assigned actions.
Set up an event budget in an easy to use format and update it on a regular basis. Always include a contingency.
Anticipate any risks associated with managing your event and have contingencies in place.
Prepare procedures for key activities for example; processing registrations and handling payments, managing sponsors and exhibitors, speaker requirements, PR and marketing.
Confirm the program and keynote speakers early on so that prospective delegates know what they are attending. This is your product.
Identify audio visual requirements early on as this may affect the number of delegates the meeting room can fit.
Use checklists, plan ahead and don’t leave anything to the last minute.
Remember there has to be a solution for everything.