Large or small, basic or complicated, simple or elaborate, events bring people together. An event can last for hours or weeks, can be in one location or many, and can be executed lavishly or implemented on a shoe-string budget. Events occur every day in every city.
Events can be held in a public venue with proper rentals, clearances and permits (a city park, community center, streets blocked off, city square). They can be held in hotels, resorts, convention/ conference centers, country clubs, schools/universities, hospitals, stadiums, restaurants, movie theatres, sporting locations (a golf course, a bowling alley or a tennis center), your office or a customer's location. Events can be held almost anywhere people can gather.
A successful event begins with planning. The first thing you'll want to do is develop an event checklist covering all of the activities that need to be executed. Your list can be as basic as writing the details on a sheet of paper or as intricate as using a project management software tool; the idea is to have one central repository to make notes, keep reminders, assign tasks and have an at-a-glance view of what needs to be done and the tasks that remain to be completed.
Once you’ve identified the framework for your event, you’ll want to create a master timeline of the tasks to execute. There are key activities that must occur before the event, during the event and after the event. You’ll want to have a plan to communicate with your attendees after the event. Your post-event promotion should focus on saying “thank you” to your key constituents (team members, sponsors, volunteers, vendors, etc.). Also, immediately after the event, while the details are fresh in your mind, conduct a debrief with your team to evaluate what went right, what was learned and how challenges were remedied and where improvements can be made for the next event.
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