What is Needed to Organize an Event

Regardless of the strong effect of Murphy’s laws and a million things you have to think about, organizing events really isn’t a nightmare! Go through this simple checklist and remind yourself of the necessary things for organizing average student events.

Each event is a story for itself and has its own concept, and therefore unique requirements. However, there are some things that you adhere to in organizing events, whatever it is. Experts from the Evento agency listed some of the universal things that are especially important for student organization of events.

Idea, concept – what does this event want to achieve?

Before you take concrete steps, such as inviting potential participants (and especially marketing!), It is important that you conceptualize your event down to the finest detail.

Think about what he wants to say about the event you want to organize, and what you will communicate. Depending on that, in meetings with your colleagues, discuss every idea that comes up and don’t be afraid to be original.

Find out if it is a topical issue, or maybe a controversial topic – for some events it will be necessary to organize security, and even a search at the entrance.

This phase will mostly help you determine what you need for the event to go in the best order, and plan everything else in accordance with the concept!

Convenient space and time for events

When you are ready for concrete steps, start by looking for the ideal place for your event.

To organize anything on the faculty premises, you generally have to belong to one of the student organizations of a particular faculty, and permission is required from the dean.

Make sure that the rooms that receive a larger number of people are available at that time, and then ask permission to hold the event. For that, you will most likely have to present to the faculty what kind of event it is and who will be guests, and you can also agree to vacate parking spaces for participants.

If you are doing an event in a public space, make sure you have all the necessary permits and keep them with you on the spot while the event lasts. If the event is in a cafe, restaurant or some other place that is paid for, check what is included in the price!

Since after conceptualizing the event you have a rough idea of ​​how many people will attend and participate, you will know how much and what kind of space it should be. In addition, check:

  • whether parking is available to guests;
  • which public transport lines pass at the scene;
  • weather forecast on the day of the event (if outdoors);
  • The “history” and reputation of the bar: is it reliable and were those who organized something here before you satisfied in the end.

As for the time when the event should take place, keep in mind that from Monday to Friday, people are busy or at lectures and exercises. Ideally, you will organize during the weekend or on Tuesday or Wednesday – everyone is still relatively rested from the weekend, and will want some kind of fun to end the work week.

Participants, speakers and guests

Participants and speakers are a key part of the program, so start looking for them in time to “catch” them before they make other plans or find a backup option. It would be best to contact them 6 months before the event, to let them know that you value their time.

Choose relevant interlocutors, but those who possess good speaking skills and are able to hold the audience’s attention. Study their previous visits, find out what suits them and what doesn’t, and what schedule and schedule of presentations would be the most optimal.

Also, inform them who else will participate, so that there is no unpleasant situation if those people are in a quarrel. It would be ideal to find out this before contacting potential participants, so that you can determine who your priority is in case you cannot put certain people together.

Event announcement and promotion – how to attract people to the event?

While the speakers and the content you offer are a basic thing that will attract people to your event, there are other things that can improve attendance:

  • learn who your target group is and how to reach it – don’t waste resources on advertising that targets people who are not interested in this type of event at all!
  • intensive advertising – announce the event on time, and periodically remind people with the help of interesting and interactive posts on social networks;
  • facilitate access – answer all potential questions (if necessary more than once), hang a map, detailed schedule…
  • Use the potential for advertising of your faculty – let the PR department of the faculty get involved in advertising, and it can also help organize events.

The structure of events – that everything has a natural flow

If it is a multi-hour event, know that as time goes on, people will want to leave more and more and it will be harder for them to keep their attention, and some even have obligations during the day. Plan the event accordingly – find out when lectures and exercises are held at the faculties and try to avoid them.

If you start early in the morning, offer more fun and light content first, to wake you up. There are also those who will not even want to get up early, so do not plan the most important events in that time frame.

Leave key guest appearances and workshops for the middle or end of the program, and keep in mind that participants who perform after the most important guests will find themselves in the awkward situation of dispersing because they are no longer interested in the program.

Some more tips

We went through some of the most important, but not all important points of the organization of the event.

Some more things to think about are:

  • catering: book the appropriate amount of food and drinks on time, depending on the number of guests;
  • invitations: making an event form on Facebook is very unreliable as the only way to invite guests; in the description of the event, put a contact for reservations and ticket purchases – guests are less likely to show up if they pay for tickets in advance;
  • back-up variants: from technical equipment to reserve guests and animation – you must have a plan B for everything;
  • end survey: send guests and participants a short survey to learn what your strengths are and what needs to be improved.
  • The organization of events at the faculty generally goes smoothly when you work with the organization: responsibilities are divided, you know well the opportunities among colleagues who will attend the event, and students fall into the most engaged categories.
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