Event Management

All events follow a similar event management process – getting the basics right will give you a greater chance of success. Our

Involvement
guide offers a step-by-step guide to planning, publicising, hosting and evaluating your event.

Planning

  • The first and perhaps the important task is to appoint a project lead – having one person responsible for day-to-day organisation and monitoring will remove confusion and reduce the possibility of mistakes
  • Set aims and objectives – knowing what you want to achieve from the event will help you organise it. This should include determining the information you want to gather from the event and how you will use it.
  • Confirm your budget – estimate areas for allocation
  • Use your stakeholder list and mapping exercise to decide who to invite, making sure you have a balanced and representative group
  • Decide on the event structure – highly structured, with clear objectives, or with an overall aim, where participants influence its structure?
  • Consider what outside support is needed and appoint – such as specialist services to deliver the event, or support from practitioners/panel
  • Decide when to host the event, considering as many groups as possible
  • Book a venue, ensuring it has adequate facilities and provisions for people with disabilities
  • Arrange equipment and staff required on the day, ensuring they have the training and competency levels to facilitate question and answer sessions, or table discussions
  • Consider what digital facilities you require on the day i.e. Twitter feeds, filming
  • Develop a communications plan for promoting the event
  • Develop an event briefing for staff/facilitators assisting on the day
  • Prepare presentations/speeches, keeping them short, relevant, readable and with presenters’ names and titles stated
  • Prepare a Q&A sheet for panel members and others expected to answer audience questions
  • Publish your agenda in advance, with start and estimated finish times – this makes sure those attending know what to expect
  • Define a method for results feedback to attendees
  • Set success measurements

Hosting – on the day

  • Check facilities are accessible to all, making sure there are extra chairs in case of a larger-than-expected turnout
  • Check speakers can be heard, do sound checks if using a PA system
  • Provide a means for the audience to feed back during the day – some people may not be comfortable with speaking in public
  • Follow the event brief created – it’s there as a guide
  • Meet and greet attendees and use stewards if you expect large numbers
  • Have a designated person leading the proceedings – they can ensure the event sticks to agenda and timings as much as possible. They should also make it clear when the audience can contribute, such as during Q&A sessions
  • During Q&A sessions - be open about what you don’t know, but commit to finding an answer

Evaluating

  • Gather findings and feedback, reporting them – as well as minutes, if appropriate – to participants and other stakeholders in an easy-to-understand, themed format. Ensure these are done within a week of the event if possible
  • Identify and state actions you need to take and how you will take them forward. Decide what engagement activities you will use to take them forward
  • Measure the success of your event against measurement criteria set. Produce internal report

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