There are certain golden rules that you can follow to ensure your event is a success.

Use this checklist to make sure that you have covered all your bases and that your organisation is airtight. This way, no matter how small your event, you’ll be sure that it makes a big impression.

In the last blog of this three-part article, we look at how to manage the team that will make the event happen, what to do on the day of the event and what you should include in your contingency plan.

The team

Delegate responsibilities

Regardless the size of the event, always try to delegate responsibilities as much as possible. You cannot steer the ship if your attention is monopolised by some small detail that someone else could easily have handled. Give team members responsibilities of areas which they enjoy – the more someone likes what they are doing, the greater the chances they will do it well.

Follow up 

Check in early and often. While no one likes to be micromanaged, make sure that team members and service providers are on track with their responsibilities. If they know to expect you to follow up and ask for updates, they will be prepared and won’t feel micromanaged.

Treat sponsors like royalty

If you have sponsors – treat them like kings. They fund your event and enable you to do it (if that’s your business model). Be very clear before the event what they will get as sponsors.

Always underestimate turnout

When pitching for sponsorship, always lower the estimate number of attendees. It’s better to give sponsors a pleasant surprise than a disappointing one.

Ask for feedback

Ask your attendees if they are enjoying the event and what they especially love or dislike. Thank them either way. Any criticism will help you to refine your organisational skills and improve with the next event.

Let a skilled social media team cover the event

Don’t forget a social media team. While not imperative for every event or industry, more and more events are focusing on harnessing the viral power of their audience. If your audience is tweeting, Facebooking and taking pictures on Instagram – you should be doing the same and you will need a trained team to execute.

On the big day of the event

Deliver on expectations

It’s not enough that the audience have a good experience – it must be a great experience. Ensure that you give them what they expect and more.

Attitude is contagious

Your guests in large part will play off your attitude and dynamics during the event. Lead by example and have a good time.

Let crowd reaction be your barometer

Read the audience during the event. Ask people how they are doing. If things are going great, and if they are not, you’ll know.

Practise what you speech

If you are going to deliver a speech or act as the MC, practise beforehand. You might know what you are doing and have years of experience, but you should nonetheless practise giving your presentation, answering questions and handling difficult and confrontational members of the audience. The more prepared you are, the better.

Look your best

If you look good, you’ll feel good … and confident. Dress smartly but comfortably.

Contingency plan – what to do when things turn sideways

Create a worst-case scenario list

Create a list with two columns. In the first column, write down something that could potentially go wrong and in the right-hand columns, write down how you can solve this. Always be prepared for the unexpected.

Be ready to lend a hand

Regardless how thorough the organisation, something usually doesn’t go according to plan. Something unexpected always comes up. Be ready to jump in and lend a hand to resolve the situation.

If you need assistance in organising an event, however big or small, contact UP A TONE EVENTS today for a one-stop solution.