Documentation

Other Event Guides

Below are links to a few guides on how to put on an event. These are not maker specific events, but can still be useful from a high-level perspective.

We’ve created outlines for each guide, some going a bit more in-depth than others. This can serve as a good starting point if you’ve never produced an event.

5 Steps To Putting On A Successful Event

Source: blog.markgrowth.com

• Research
  • Define your goals and objectives
  • Outline what your event will entail, and check it is feasible
  • Develop a budget
  • Determine your audience
  • Create a timeline
• Planning
  • Bump out
  • Venue Location
  • Event Schedule
  • Capacity
  • Space
  • Bump in
• Promotion
  • Promote through many different channels
  • When promoting your event, you should spread the word as early as possible
  • Remind guests about the event in the days leading up to it
• Event Coordination
  • Problems will arise, be ready to deal with them
  • Check in to make sure everything is in place
  • Arrive at venue at the earliest time they’ll allow you
  • Pull all of the elements together and oversee the entire production
• Evaluation
  • Once the event is over you should always conduct a thorough evaluation to access the running of the event

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10 Killer Tips on How To Make Your Event Successful

Source: www.eventmanagerblog.com

• Set Clear Objectives
• Pick the Right Team
• Do your Marketing
  • Place
  • Promotion
  • Product
  • Price
• Think Ahead
• Do your Targeting
• Promote Well
• Understand your Stakeholders
• Prioritize your Stakeholders
• Monitor Satisfaction
• Know What’s Going On

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10 Tips for Organising a Successful Event

Source: www.culturepartnership.eu

• Define the purpose and format
• Pay sufficient attention to planning
• Draft your budget taking into account unforeseeable situations
• The devil is in the detail
• Check the location and have a plan B
• Allocate responsibilities
• Tell your audience about the event
• Pay attention to service
• Carry out a final check 24 hours before the event
• Ask for feedback

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How to Plan an Event: The Complete Event Planning Guide

Source: www.wildapricot.com

• Develop Your Event Goal and Objectives
  • Why are you organizing this event, and what do you hope to achieve?
• Organize Your Team
  • Entertainment
  • Publicity
  • Volunteer management
  • Venue management
  • Speakers
  • Sponsors
• Establish Your Budget
  • Décor
  • Miscellaneous
  • Venue
  • A/V
  • Entertainment
  • Staff
  • Software
  • Marketing
  • Food and Drink
• Set the Date
  • Give yourself enough time! Ideally, you should have 4-6 months to plan, if not more (depending on the nature of your event)
  • Be aware of statutory and religious holidays
  • Avoid school holiday time periods (winter, spring and summer holidays)
  • Check dates with key participants – speakers, presenters, VIP guests, etc.
• Create an Event Master Plan
  • Venue, logistics, & catering management (contracts, permits, insurance, etc.)
  • Speakers and presenters (identifying, confirming, logistics & management)
  • Sponsor and partner management
  • Activities and entertainment
  • Registration (online sign-up, payment and tracking; on-site sign-in, etc.)
  • Publicity and promotion (online & off-line, such as web page & online promotion; events calendars; printed programs; media relations; signage; social media, etc.)
  • Volunteer management and responsibilities
  • Although it might be tempting to say, “It’s all in my head! I”ll be fine!” and not be concerned about writing it all down, beware: this kind of mentality will make it much more difficult for you to assign accountability. It’ll also make it more difficult to remember what you did for the next event – so do your future self a favour and keep everything written down.
  • If you or your organization has run previous events of a similar type, reviewing any documentation that exists at this stage can help you ensure you’re not missing anything.
• Book Your Venue
  • Size
  • Parking
  • A/V
  • Costs
  • Insurance
  • Accessibility
• Brand Your Event
  • Logo
  • Tagline
  • Hashtag
  • Event Name
• Identify and Establish Partnerships & Sponsors
  • Seek sponsors
  • Partner with community organizations
• Create a Publicity Plan
  • Printed materials
  • Social media
  • Email blasts
  • Press and media connections
  • Web page announcement
  • Find/hire a photographer to document the event
• Determine Day-Of Processes
  • Create schedule
  • Prepare an agenda that will walk you through the whole day from setup to cleanup. Including every detail, no matter how small, will help you feel like you have it all under control
  • Assign tasks
• Post-Event Review
  • How did we perform against forecast?
  • What was attendee feedback like?
  • How did our team perform?
  • How did our marketing do?

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Top 5 tips for running a successful event

Source: event-blog.pathable.com

• Know what you want to achieve
• Plan early and delegate
  • Time is available to put together presentations and break out sessions.
  • There is more time to promote the event.
  • People are more likely to be able to attend if they are given plenty of notice.
  • Key speakers are more readily available.
  • Acquiring the best venue for the event is easier.
• Communicate often and effectively
  • Use a reliable project management tool.
  • Arrange regular update meetings.
  • Use shared folders in which to keep event documents.
  • Email updates to the team on a daily basis.
• Do not forget the details
  • Catering for all.
  • Planning for issues with presenters or speakers.
  • Managing your event technology.
  • Managing attendees.
• Feedback is essential
  • Feedback should always form part of your evaluation.
  • Ask attendees to answer some questions about their opinion of the event and provide them with the opportunity to make additional comments.

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