You must learn to imagine exactly how your entire event will evolve.
Spend some quiet time depicting the picture in your mind and portraying it as a successful event before you start planning your next event. Visualization is a powerful tool. It's hard to create something until you can imagine it. Before you build anything, the first thing to consider is.
So, first of all, to successfully host this event in your mind now, let's continue to go into detail ...
2) Development of a Programme Table
This is important so that you and all those involved will know what will happen in a minute. The process of the program is determined by anyone but you, so create a plan to plan the start to end of the event. This will let you know how much time is allocated for each item in the program. The CEO's welcome message should be how long, the time and time of the coffee break and other meals.
How long does it take for each sport or game you want participants or guests to participate in?
3) There is an incident working group whose scope of work is stated on Paper
Depending on the size of the activity, you must know the support and support required to have the activity occurring. If this is a 3-day meeting of 1000 people with 7 to 10 speakers per day, you may need a team to handle the registration of delegates, users, a team responsible for audio-visual, speaker liaison officers and media liaison officers, among others.
On Know what their exact job responsibilities are and write them down. As an event planner or project manager, you must work with all people and make sure that everyone knows what needs to be done and when.
Record it on paper, assign responsibilities, and assign team leaders if necessary.
4) Banquet Instructions for Banquet Staff/Venue Manager
If you host an event at a hotel or conference venue, you will work with people in the banquet department. No matter how many meetings and prior discussions you have with them, it is not enough to direct them verbally. They must specify how you want to set up all content in writing.
From the wording of the logo and seating arrangements, the food to be provided, the location of the banquet, the stage and registration settings-you must write a list of instructions to the banquet staff and the venue manager.
5) Run through Everything you Plan on the Day Before Everyone's Participation
It may sound like common sense, but not everyone does it. You must have a small rehearsal or at least an event briefing before the event begins. Through the schedule of activities, the list of active task groups, banquet instructions, together with everyone involved. Ideally, this should be done the day before.
If it's not a big deal, it's enough two or three hours before the event starts, because everyone already has a copy of the event schedule and the active task group list before the briefing.
6) In your activities-get backup technicians to help you use Audio Visual Equipment
The first problem that can go wrong with any event is the audiovisual system. It's always a "technical glitch." Keep in mind that when you host an event at a hotel, they only provide a basic sound system. If you want your event to go smoothly, find a reputable supplier of sound systems-you may have to pay more, but it's worth it.
More importantly, you can keep them on standby at the event to make sure the AV system is working properly, and if not, they can correct it immediately. If you use the hotel's sound system, if there are other activities, their technicians must take care of the other rooms in the hotel.
To get them to give you a new microphone. If your sudden lack of work can take a long time because you know some guests don't like to wait.
7) look forward to it! Expected!
Expected! As an event manager, even if everyone is told what they have to do and when to do it, you have to be able to predict what will happen every minute of the event.
For example, if the first item of the plan is a welcome message and the CEO is already speaking on stage, you must always predict the next step in the agenda and make sure that anything that must exist already exists. Our idea is to predict what will happen next.
I can assure you that if you follow all 7 tips, your next event will go smoothly as planned!