Keep Calm and Remember: You’re an Event Manager
With the much anticipated 2012 Olympics almost upon us, some may feel that organising and running an employee event could be classed as an Olympic event in itself, without the gold medal to show for it. So why should we bother in the first place?
Well, beyond the hysteria of an early finish and a free lunch (if there is such a thing), research still suggests that no matter how many corporate videos, animations and newsletters that are pumped out – face to face interaction is still the most effective and preferred way to capture hearts and minds.
Summertime – British weather permitting, is the perfect opportunity to consider running an event, as it opens up more scope and flexibility. However, simply getting the logistics of organising a successful event takes a huge effort and should not be taken lightly.
Therefore, to deliver a great summer event, and pretty much any event, you should consider getting the following elements right…
Timing – The most popular (and therefore most expensive) days to hold an event at an outside venue are from 10am Tuesday – 4pm Thursday.
Location – Base your event where you have (or close to) a lot of staff. Make sure that the location is easily accessible for public transport and has parking.
Venue – This will be mostly determined by your budget, however, remember that audience expectation will be set by the style of venue that you choose – make sure you visit the venue before hand.
Ensuring attendance – Invitations should go out as early as possible along with detailed itineraries and directions to the venue.
Registration – For larger events you will need to set up a registration desk for your guests – report arrivals, absences and problems.
Audio Visual – You will undoubtedly need suitable AV equipment – make sure you know what equipment is provided by the venue and what you need to organise yourself.
Content – Make sure you have a clear structure for the day – that you are clear on what you’re trying to communicate during each part of it and that the overall event ‘flows’ nicely.
Food & drink – Whether it is just jugs of water in a meeting room or a full banquet, you need to make sure that your audience aren’t dehydrated or distracted by hunger.
Resourcing – Don’t try to manage large groups on your own. You will need plenty of help so gather as many willing volunteers as you can.
Pre and post-event communication – To get the most out of the event, continuing dialogue with your audience with well planned pre-event, on-site and follow-up communication is needed.
Finally, be careful not to get too caught up in the logistical haze by losing sight of why you’re running the event in the first place, relax and have fun.
PS – if you do need some extra help with your live events and want to ensure you deliver something that works without breaking the bank, don’t hesitate to give the Gasp! team a buzz on 0207 033 8712.