Organising a Successful Event

1
Organising a Successful Event
2
What is an Event?
3
Annual Events at Queens

• Queens Carol Service
• Head Teachers Dinner
• Scholarships Reception
• 3 Roadshows per year
• Queens Open Days

• Summer Graduation
• Winter Graduation
• Remembrance Day
• 25 Years Service Awards
• New Staff Receptions
• City and Guilds Awards

4
Other Types of Events

• Official openings
• Special conferences
• VIP visits
• Lectures
• Dinners

5
Summer Graduation

• 12 Ceremonies 1,200 guests per ceremony
• 7 Garden Parties 3,000 guests per day
• 5 Lunches
• 2 Dinners

6
Any fool can organise an event?

• What makes a good event?
• The key to successful event management is
  attention to detail

7
What things do you need to consider when
organising an event?
8
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?

9
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

10
Database Management

• Plan database carefully
• Use a dedicated database for every event
• Data Protection

11
What will you use your database for?

• Invitation List
• RSVPs
• Place Cards
• Table Plans
• Recording guests special needs
• Briefing Relevant people

12
Invitations

• Printed invitations
• A letter of invitation

13
Printed Invitations

• Should carry branding
• Should be personalised
• Date, time and place should be clearly indicated
• Should carry advice on how to reply

14
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

15
Health and Safety Considerations
16
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

17
Risk Management Cycle

• Identify risks

Review risks
Evaluate risks
Plan appropriate mitigation actions
Assess risks
Implement actions
Allocate responsibility
18
LIKELIHOOD
Risk Evaluation
IMPACT

• Consider financial, service delivery, reputation
• High / medium / low
• Subjective
• Focus on high likelihood, high impact
• Monitor other risks

19
Creating a Corporate Feel

• Badging
• Place cards
• Table plans
• Menus

20
Positive Public Relations

• What do we mean by public relations value?

21
Publicising your event

• Prepare a press release
• Book a photographer
• Brief the relevant media
• Seek professional assistance

22
Customer Care

• Is the customer always right?
• Think of all your guests as customers
• Put yourself in the customers shoes
• Put the customer first

23
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!