Organising an Event – Top Ten Pointers

Event management and organizing is one of the fast growing professions in today’s world. Taught as a separate subject and imparting knowledge about event management has lead to a lot of awareness about how tedious organizing and event could be. People are taking up event management as a profession because it not only requires a sharp, creative and an alert mind, but it also shows how good you can be as a leader and how well one can work within a team. Event management is all about knowing what you have to do and merge those ideas into a well organized event, and also by cooperating with your team mates if need be. It is a tedious process, but if the basic steps organizing an event are followed, then witnessing a successful and amazing event is surely not that difficult!

An-Event

1. The first thing to keep in mind is to clearly state the objective or the target of the event. One should be very clear about what the event has to achieve, because as long as the target and goal is unclear, the rest of the organizing process could go haywire.

2. Preparing an outline or planning your event is the second basic and most important thing. This actually form the base of the entire event comprising of important details of the time, date, venue, people to attend, details of sponsorship, volunteers included, permission grants, naming of the event. Having answers to all the above details will minimize any kind of risks or unwelcome surprises as the event day commences.

3. After finalizing all the important details, the next step is to book the venue you think is appropriate for the event. It could be a school, church, community hall, convention center, but finalizing the venue reduces a lot of uncertainty regarding the event.

4. Always have a back-up plan and secondary members for certain positions of the organizing team.  If by any chance the set plan fails or doesn’t work out as anticipated, there should be a second way or plan to go ahead with, instead of calling a event off. Also, keeping a substitute for the various head ensures that in a case of emergency or unfortunate situation, the event can be carried on without a hassle.

5. Getting sponsorships is a way of getting support for your event. It is an inevitable step while organizing an event. It is very important as good sponsorships would take the event at a much higher level.

6. Publicizing you event is the next best thing you can do to popularize your event. Contacting local media houses and press agencies could help you draw of public attention towards your event.

7. Avoid clashes of events on the same date. Care should be taken to ensure that your event doesn’t clash or collide with another similar event, as this could again pose a problem in drawing public attention and popularity.

8. Preparing a checklist to ensure everything is in place is a step to be performed on the day before the event. Nothing is to be left to chance. It is essentially important to check all the technical issues and hospitality issues well before the event to avoid last moment confusion.

9. Depending upon the people coming to your event, security risks and issues should be well managed. There should be a proper security system so as to avoid any problems while the event is on.

10. Post event follow up is a very important and the last step towards a proper organizing process of an event. It is a detailed analysis of how the event went compared to what was planned and expected. Also, the faulty areas and drawbacks are identified so that caution is taken of not repeating them in future while organizing other events. This last step of event organizing makes future events less painful to be structured and followed up.

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About Priyam Ghosh

An ardent learner from events around me; zealous writer, quick learner; currently pursuing Mass Communication from SIMC, Pune.

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