So, you’ve decided to plan an event, but do you know how to make it run smoothly? Let’s take a look at some top tips to running a successful event from the MVSC team.
- Promote the event by clearly indicating the topic, time, place and who should attend - make it brief but informative. Sometimes less is more when it comes to design. Have you thought about using Canva? It’s a very simple free website with lots of beautiful designs you can use
- Before you start promoting your event, it’s important to make sure you know what your goals are. For some, it may be number of bookings. For others, it may be creating a buzz. For most, it will be both. Great event marketing needs goals to be set in advance. Make sure they’re clear across every team involved in promoting the event
- Know your audience. This will enable you to plan effectively
- Taking bookings in advance is important. It allows you to know what size room you will need to book, how many chairs to put out, how many agendas you might want to print and also how much food you need to order. Make it as easy as possible for people to book a place
- Preparation is key. Make sure people know their tasks and what they are responsible for right from the start. Have a handy list that can be referred to, to make sure everyone is on track and is in an easily accessible place for people to reference and update as you go. Maybe you can use our event checklist as a good starting point
- Make sure that you keep some reserved seats for people that might arrive late, and have someone to welcome them and show them to the reserved seats - this means that people don't have to move around to make space for latecomers which can be disruptive
- Set up always takes longer than expected, be sure to have a clear plan of exactly who is doing what and book plenty of time before and after to set up, test all sound and visuals, do a run through and then take down
- If people need to pay for their place or for a stall, make sure you get payment before or on the day. It can be timely and difficult to get payment after the event has taken place
- Deal with any issues as and when they arise. Don’t leave them to fester as this can often make it more difficult to solve
- Keep going back to that checklist, ticking off as you go along!
- Bring the fun and games into it. Keep the event engaging and encourage participation
- The presentation of food is very important. Even if you’re just providing fruit. Make it look enticing and yummy. People will appreciate your efforts
After the event, make a list of all the things you wish you had done. Do a de-brief with other people who helped you. The list could be things like 'extra bin bags' or 'send invites two weeks earlier'. When you plan your next event, go back to the list!
- And don’t forget the admin and promotion after the event. I’m sure you’ll just want to put your feet up and relax but make sure you keep a record of who came, post some photos on Twitter and why not write up a successful story about the event and share with your contacts. And with MVSC. We’d be more than happy to put it in the bulletin.
We love organising events and are quite proud of how we do things here at MVSC. Hopefully these tips can help your organisation too!