Top tips for... Planning events

So you are creative and organised and want to stage an event. What now? A good events organiser must be a team leader on all events, large or small. You will have a myriad of responsibilities, from project management to looking after VIPs. Before you embark on detailed planning here are some key points to consider.

Before the Event

1. Plan

• What is the purpose of the event?
  -    Why is it happening?
• What format should it take?
  -    Should it be a reception, dinner, seminar, lecture, concert etc   
• Identify the resources required
  -    E.g. Print materials, audio visual equipment, caterers
• Who should be involved with decisions?
  -    The Event commissioner, other key stakeholders
• Who is the audience?
  -    E.g. Staff, students, donors, the public
  

2. Discuss

• Manage expectations
• Agree the concept for the event
  

3. Prepare

• Write an event plan and timeline
  -    this defines tasks, responsibilities, deadlines and resources
• Consider the event budget
  -    outline projected costs
  -    agree the budget before spending
  -    shop around by getting a couple of quotes
• Explore date, venue and timings
  -    are there any particularly appropriate dates or suitable venues for your event?
  -    does your event date clash with any other major event?
  -    does the date work with VIPs you would like to attend (internal and external)?
• Develop a detailed running order of the event for:
  -    front-of-house
  -    behind the scenes
• Compile a guest list
  -    speak to key stakeholders
  -    agree additions
  -    consider any accidental omissions
• Create an invitation
  -    this should state who the invitation is for
  -    who the host of the event is
  -    what the event is
  -    when it is happening
  -    where it is taking place
  -    provide an RSVP date
  -    supply contact details
  -    dress code (if applicable)
  -    ask for dietary restrictions (if applicable)
• Photographer
  -    do you need photographs of the event?
  -    consider what they will  be used for afterwards
  -    agree permissions and use policy
• Prepare print materials
  -    will you need a brochure, programme, badges, place names?
• Develop and agree the table plan (if required)
  – this can take much longer than you think!
• Dealing with VIPs
  -    communicate with the VIPs so they know what is expected of them
  -    provide good briefings in advance of the event You should also ensure they are met and looked after on the day.

During the Event

• Book and brief your Event Team
  -    ensure all staff helpers, the caterers, the AV company and other people helping on the day are fully aware of what is required of them.
• Provide print materials
  -    name badges
  -    programmes
  -    banners
  -    lectern branding
  -    menus and place names
• Provide a detailed timetable to share with the Event Team on the day
• Be prepared!
  -    Have spares

After the Event

• Follow up
  -    send Thank You letters
  -    pay invoices
• Evaluate
  -    it helps measure the event’s success
  -    gather feedback to inform future planning

Please see our Events Calendar or the Public Events page which will highlight any events that you may wish to avoid should the guests for your event be similar!

For further information see our Event Planning Guidelines (2055 kb) .