To successfully ensure your event runs smoothly, you will need help. Even a small-scale event runs better if you have help.
If you are planning a small afternoon tea for an executive group, it might be as simple as booking a table at a café and advising the date and time, plus any dietary needs, as well as advising tea/coffee preferences and who will be paying the invoice and how.
Larger events can run more smoothly if you enlist the help of others, whether paid staff or volunteers.
Some help you may need:
• A person assigned to the registration table to ensure delegates/attendees are registered and given any items for the events (program/sponsorship promos),
• Someone to collect speakers/presenters from the airport/train station, etc,
• Someone to help you oversee the final preparations of accommodation, catering, and staging (decorating).
• Someone to help you ensure permits/insurance and advertising are met.
Tip: Communication is key! Ensure you provide regular communications to registered attendees, staff (and volunteers), sponsors, and your managers.
Ensure you keep invoices, receipts, and financial paperwork and continue to update the budget to reflect what is taking place.
Have your paperwork ready and together so that all agreements, insurance, permits, risk management and incident reports, etc. are easily found, should you need them.
Tip: write up a post-event report and note what was successful and what could have been better. If asking attendees for comments, take note of both positive and negative comments for future planning.
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