The Event
Event management is at the moment attractive and desirable job for many people. As easy as it sounds event management is independent discipline with several rules and laws. However people often confuse 'going to a party' with 'organising a party' they never confuse 'cooking' with 'dining', though the gap is the same. Cooking and organising event has many common aspects.
Preparing event is hard work in difficult environment, with high potential of fun and enjoyment as well as high potential of vital risks. It requires creativity, dirty handwork and if you are lucky it includes also five seconds of limelight.
This blog shall help you to get over all hitches and bumpers on your way to successful event. I will write about creating, running and evaluating an unforgettable event, reply to your questions and support you with an opinion. Without further ado let's take a look on basic ingredients of every event.
Essentials Of Any Event
For one kilogram of an excellent event you will need:
100 g simple Goal
100 g cleared Expectations
100 g creative and understandable Concept
100 g trustworthy Team
100 g reliable Resources
100 g precise Timing
100 g detailed Logistics
100 g honest Feedback and candid Evaluation
200 g warm Smile mixed with Common Sense
At the very beginning of every event is a wonderful idea that sometimes blurs the mind of an organiser. Being excited about the result is important part of the job. On the other hand great event managers stay with both feet on the ground, most of the time. Setting a clear goal of the event helps later stay on track, stay on track and overcome obstacles.
Once goal set, understood and confirmed is time to list expectations. Events have various stakeholders - companies or private persons for who are events organised; agencies who organise events; participants, visitors or guests; suppliers and artists; state or local authorities - those who are somehow involved in the event. Diverse stakeholders have numerous motivations, requirement and anticipations. Listing all stakeholders' expectations, agree on list of handful most important and consent of all who are involved makes smooth start of the project.
Goal and expectations are clear. Is time to be creative? Yes, this is the right time. Great ideas are pouring out. Everybody wants to promote own brilliant concept that often does not allow their excited authors to check whether the idea supports all features of the event, is understandable and feasible in all activities during the event. Time to be wise. Choose colourful concept flexible enough to fit to all planned activities and features as well as those not known at the moment of creation of the concept.
It is known what to do, is time to get the team together. Paying attention to proper recruitment is fundamental for any event. Well-motivated team of experienced experts who get along well is invaluable asset to any project. In case of events is this rule even more valid.
Based on concept the team shall plan resources needed for smooth, successful and efficient execution of the project. As events are living creatures provision of 10% shall be planned. Updating budget status regularly gives current picture of the project. Plan wisely and collect savings to avoid search for additional funds during the peak of the event.
Making a time plan does not mean considering only at what time to start, it also includes selecting right the season of the year, reflect time zone aspects, travel and transport times as well as time needed for construction and dismantling of the equipment. Hand in hand with timing comes the logistic plan that includes information about team, resources and time. Logistic plan shall be made only after all team, resources and time questions are resolved and accepted by authorised managers. Logistic plan is not a rigid document; it shall live with the project, be adjusted regularly according to current situation and shared with everybody.
Result of any event can be measured. However it may sound strange it is possible. Within definition of the goal define outcomes that must be reached - number of guest, product testings, satisfaction surveys etc.
Feedback and evaluation meeting after the event helps improve performance in the future as well as asses whether goals were reached or not.
Two essential for any event are very simple to implement. Two vital ingredients - smile and common sense - keep both always in the pocket. They will help you solve all situations, crises and disasters. Especially smile changes bad for good in seconds.
For today we are done. Future recipes will cover particular ingredients of a delicious event in depth; uncover specialities of particular events such as conferences, dinners, concerts etc.; and introduce several tricks and tips.
Next time we take closer look on how to cook good goal.
INSTANT HELP
1. Set a GOAL of the event;
2. List EXPECTATIONS of all stakeholders of the event at the beginning of each project, check from time to time whether reality is in accordance with the list;
3. Once you have a goal and know all expectations create a CONCEPT that appears in every aspect of the event;
4. Choose a TEAM of people you like to work with, you will spend a large amount of time together;
5. Plan enough RESOURCES including 10% of secret reserve;
6. Take time to create meaningful TIMING;
7. Prepare and keep up-to-date LOGISTICS plan including all details and consider all aspects and risks of each step;
8. Based on the goal design FEEDBACK sheets & after event organise EVALUATION meeting to discuss results and feedbacks;
9. DON'T WORRY with SMILE & COMMON SENSE is solution always at hand!
Preparing event is hard work in difficult environment, with high potential of fun and enjoyment as well as high potential of vital risks. It requires creativity, dirty handwork and if you are lucky it includes also five seconds of limelight.
This blog shall help you to get over all hitches and bumpers on your way to successful event. I will write about creating, running and evaluating an unforgettable event, reply to your questions and support you with an opinion. Without further ado let's take a look on basic ingredients of every event.
Essentials Of Any Event
For one kilogram of an excellent event you will need:
100 g simple Goal
100 g cleared Expectations
100 g creative and understandable Concept
100 g trustworthy Team
100 g reliable Resources
100 g precise Timing
100 g detailed Logistics
100 g honest Feedback and candid Evaluation
200 g warm Smile mixed with Common Sense
At the very beginning of every event is a wonderful idea that sometimes blurs the mind of an organiser. Being excited about the result is important part of the job. On the other hand great event managers stay with both feet on the ground, most of the time. Setting a clear goal of the event helps later stay on track, stay on track and overcome obstacles.
Once goal set, understood and confirmed is time to list expectations. Events have various stakeholders - companies or private persons for who are events organised; agencies who organise events; participants, visitors or guests; suppliers and artists; state or local authorities - those who are somehow involved in the event. Diverse stakeholders have numerous motivations, requirement and anticipations. Listing all stakeholders' expectations, agree on list of handful most important and consent of all who are involved makes smooth start of the project.
Goal and expectations are clear. Is time to be creative? Yes, this is the right time. Great ideas are pouring out. Everybody wants to promote own brilliant concept that often does not allow their excited authors to check whether the idea supports all features of the event, is understandable and feasible in all activities during the event. Time to be wise. Choose colourful concept flexible enough to fit to all planned activities and features as well as those not known at the moment of creation of the concept.
It is known what to do, is time to get the team together. Paying attention to proper recruitment is fundamental for any event. Well-motivated team of experienced experts who get along well is invaluable asset to any project. In case of events is this rule even more valid.
Based on concept the team shall plan resources needed for smooth, successful and efficient execution of the project. As events are living creatures provision of 10% shall be planned. Updating budget status regularly gives current picture of the project. Plan wisely and collect savings to avoid search for additional funds during the peak of the event.
Making a time plan does not mean considering only at what time to start, it also includes selecting right the season of the year, reflect time zone aspects, travel and transport times as well as time needed for construction and dismantling of the equipment. Hand in hand with timing comes the logistic plan that includes information about team, resources and time. Logistic plan shall be made only after all team, resources and time questions are resolved and accepted by authorised managers. Logistic plan is not a rigid document; it shall live with the project, be adjusted regularly according to current situation and shared with everybody.
Result of any event can be measured. However it may sound strange it is possible. Within definition of the goal define outcomes that must be reached - number of guest, product testings, satisfaction surveys etc.
Feedback and evaluation meeting after the event helps improve performance in the future as well as asses whether goals were reached or not.
Two essential for any event are very simple to implement. Two vital ingredients - smile and common sense - keep both always in the pocket. They will help you solve all situations, crises and disasters. Especially smile changes bad for good in seconds.
For today we are done. Future recipes will cover particular ingredients of a delicious event in depth; uncover specialities of particular events such as conferences, dinners, concerts etc.; and introduce several tricks and tips.
Next time we take closer look on how to cook good goal.
INSTANT HELP
1. Set a GOAL of the event;
2. List EXPECTATIONS of all stakeholders of the event at the beginning of each project, check from time to time whether reality is in accordance with the list;
3. Once you have a goal and know all expectations create a CONCEPT that appears in every aspect of the event;
4. Choose a TEAM of people you like to work with, you will spend a large amount of time together;
5. Plan enough RESOURCES including 10% of secret reserve;
6. Take time to create meaningful TIMING;
7. Prepare and keep up-to-date LOGISTICS plan including all details and consider all aspects and risks of each step;
8. Based on the goal design FEEDBACK sheets & after event organise EVALUATION meeting to discuss results and feedbacks;
9. DON'T WORRY with SMILE & COMMON SENSE is solution always at hand!
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