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.

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