organising a successful event what is an event?
TRANSCRIPT
Organising a Successful Event
What is an Event?
Annual Events at Queen’s
• Summer Graduation
• Winter Graduation
• Remembrance Day
• 25 Years’ Service Awards
• New Staff Receptions
• City and Guilds Awards
• Queen’s Carol Service
• Head Teachers’ Dinner
• Scholarships Reception
• 3 Roadshows per year
• Queen’s Open Days
Other Types of Events
• Official openings
• Special conferences
• VIP visits
• Lectures
• Dinners
Summer Graduation
• 12 Ceremonies 1,200 guests per ceremony
• 7 Garden Parties 3,000 guests per day
• 5 Lunches
• 2 Dinners
Any fool can organise an event?
• What makes a good event?
• The key to successful event management is attention to detail
What things do you need to consider when organising an
event?
Before organising an event it is important to answer some
fundamental questions
• Why are we having this event?
• What do we want to achieve?
• Who is the target audience?
Preparing a Critical Path
• Set the timetable
In an ideal world allow 12 weeks from commencement to completion
• Allocate tasks to dates
• Prepare database
• Review progress on a week by week, then day by day basis
Database Management
• Plan database carefully
• Use a dedicated database for every event
• Data Protection
What will you use your database for?
• Invitation List
• RSVP’s
• Place Cards
• Table Plans
• Recording guests’ special needs
• Briefing Relevant people
Invitations
• Printed invitations
• A letter of invitation
Printed Invitations
• Should carry branding
• Should be personalised
• Date, time and place should be clearly indicated
• Should carry advice on how to reply
Letters of Invitation
• Should be personalised and carry a signature from the inviting party
• Should be as concise as possible
• The time, date and location should be in the opening paragraph
• Advice on how to reply should be clear and obvious
Health and Safety Considerations
What is Risk?
• Any event that impacts on the achievement of your objectives
What is Risk Management?
• Managing threats and opportunities so that you are in a stronger position to deliver your objectives
Risk Management Cycle
Identify risks
Evaluate risksReview risks
Assess risks
Implement
actions
Plan appropriate mitigation actions
Allocate responsibility
LIKELIHOOD
• Consider financial, service delivery, reputation• High / medium / low• Subjective• Focus on high likelihood, high impact• Monitor other risks
Risk Evaluation
IMPACT
Creating a Corporate Feel
• Badging
• Place cards
• Table plans
• Menus
Positive Public Relations
• What do we mean by public relations value?
Publicising your event
• Prepare a press release
• Book a photographer
• Brief the relevant media
• Seek professional assistance
Customer Care
• Is the customer always right?
• Think of all your guests as customers
• Put yourself in the customer’s shoes
• Put the customer first
Things to Remember
• Planning is the most important thing
• Be realistic about what you can achieve
• Expect the unexpected
• Enjoy the event yourself
• Keep your sense of humour!