annual fun
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How to Organise an EventEdited byAbdur Rahman and30 others
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How to manage an event, school program, corporate function, get-together, culturals,wedding.
Organizing a Successfully Event requires lot of planning and coordination
Edit StepsPlanning
1. 1
Good team members with different skills are a necessity. They can help witheverything from preparing schedules and budgets, to making invites and posters.They can help you get things done.
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1. 1Make sure to gather volunteers. If they have good connections, the job offinding important guests is easier.
2. 2
Prepare a Budget. All possible expenses, incomes, sponsors, and contingentexpenses should be included.
1. 1
Prepare a draft poster. The draft should include the tentative date, time, venue(place), chief guest, name of the event, and a theme or tag-line for the event.
2. 2
Prepare a draft schedule of the activities in the event.
3. 3
Prepare a time line (with deadlines) for each activity.
4. 4
Make sure to keep team members and supervisors 'up to speed' with yourplans. Collaboration can make your job easier.
Take Action
1. 1
Fix the date, venue, (chief guest), name of the event and tag-line.
1. 1
Get approval for your budget, schedule, and etc. from team members as well assupervisors.
2. 2
Once again, meet with team members and volunteers to brain storm anyproblems that might arise. This is also the perfect time to create an action plan.
1. 1Delegate work to different people and let an experienced person coordinateall activities. If the event is a mega-event, let different people coordinate differentactivities, under the supervision of one person. The team leader should be trustedby the team members.
1. 1
Make sure to update any websites connected to the event.
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2. 2
Collect sponsors and other sources of money from delegates.
3. 3
Market the event. Prepare brochure, release advertisement, inform the media,
send mailings, make phone calls, send messages to e-groups, and visit potentialparticipants or sponsors.
4. 4
It is important to make sure administrative actions are being taken care of aswell. Things like poor accounting, and lack of correspondence can create problemsfor any event.
5. 5
Make sure the team does not have any internal problems. Stay in touch withall team leaders as well as team members and volunteers.
1. 1
Gather items needed for the event. These items might include medals, games,mementos, prizes, or certificates.
2. 2
Make arrangements for Photos, videos etc.
3. 3
Make arrangements for food and refreshments. This is also a good time toprepare for special accommodation such as for those who have disabilities etc
4. 4Make arrangements for chairs, tables, backdrops, microphones, speakers,computers, LCD projectors, podiums to be set up at the venue.
5. 5
Prepare a list with all relevant mobile, phone numbers, emails ids of teammembers. Also, make a similar contact list for VIP, and supplier of any goods orservices.
6. 6
Visit the venue with your team members, look around the place including
parking, toilets, green rooms, contact person, arrangements, variousentrances and exits. Look for nearby places where you can take photocopy, makephone calls, buy any things in case of emergency.
7. 7
Give proper instructions to the team members on how to handle everysituation.
8. 8
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Make sure you communicate with every one on how to reach the venue andthe time.
Work to be done 24 hours to 36 hours before the event
1. 1
Check whether all invitations have been sent and responded to. Create a list ofinvitees.
2. 2
Remind VIPs about the events.
3. 3
Check whether all activities are going on schedule.
4. 4
Check travel arrangements/maps/directions for participants.
5. 5Go to the venue and check whether all things are ready.
6. 6
Collect enough money/cash for the event expenses from concerned persons.
7. 7
Check whether participants kit is ready. This kit might include a bottle ofwater, snack bar, note paper, pen, brochure and any information they may need. Itis also a good idea to include small mementos.
8. 8
Prepare minute to minute agenda for important activities.
9. 9
Make a checklist of the things to be taken to the venue.
10.10
Check whether enough people are there for the event, otherwise make sureyou get some more people to help you.
On the Day of Event
1. 1
Arrive early to the venue with your team members and volunteers. Check forthe electric reading and that all electronic equipment is in working order.
2. 2
Make sure the organisers are wearing a distinct badge or some othernoticeable implement so that participants can find help if needed.
3. 3
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Put the Welcome Banners and other info in front of the building.
4. 4
Make a reception and registration counter.
5. 5
Inform the sponsors on where to put the stalls. (Make allocation of spaceearlier).
6. 6
Keep the microphones, and speakers ready. Put on music for an informal event.
7. 7
Make sure the host speaker has the schedule and resume of the chief guestready. He/She should be well prepared. Make sure the host/anchor/Master ofCeremony is aware of the purpose of the event as well as the people who areorganising it.
8. 8
Make sure that speakers are aware of any time constraints.
9. 9
Welcome the delegates and others.
10.10
Take care of any special requests, especially those of the outstations and chiefguest.
11.11
Have a separate person to look after the needs of General Delegates (Non-VIPs) and for PR (Public Relations).
12.12
Give directions to those who need them.
13.13
Take photos of all important things especially sponsors banners, your banner,entrance, receptions etc.
14.14
Ensure all resources (food, water etc) are sufficient, otherwise work out yourcontingency plan.
15.15
Thank the delegates after the event.
16.16
Take the feedback from participants.
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17.17
Clean up the place, check the electric meter etc, remove the banners, Placebold text heretables, etc. Check to make sure nothing valuable has been leftbehind, and then, leave the venue.
After the Event1. 1
Thank the all team members, especially sponsors and volunteers.
2. 2
Finalize and settle the accounts.
3. 3
Have a Thank You party for those who helped.
4. 4
Distribute any souvenirs or other publications to relevant people.5. 5
Deliver the receipts to sponsors and others.
6. 6
Distribute the photos to those who require it (after developing the photos) andpost the photos in your event website.
7. 7
Evaluate the feedback forms (or feedback from your website)
8. 8Have a post-review meeting to perform better next time.
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EditTips
Co-ordination
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1. Before the event have person/committee -in-charge of
Sponsors
Local Participants
Outstation Participants
International Participants
Chief Guest, Speakers,
Accounts
Special Events, Host Show
Documentation, Correspondence
Designing, Printing, Collection of Articles and evaluation the same
Prizes, Mementos, Gifts, Banners, Certificates, Souvenirs
Transportation, Caterers, Venue Arrangement, Decorations, Backdrop,Parking
Media, PR, Marketing
2. On the Day of Event have person(s) in charge of
Overall Coordination
Local Participants
Outstation Participants
Pick up and down at Airport, Stations, Hotels,
Green Room
Food
On Stage Activities
Master of Ceremony
Special Events
Computer, LCD projector,
Photographer
Reception
Crowd Management and PR with Crowd
Parking Area
Security
Distribution of Various things (Gifts, Certificates to selected people as well
as all the Participants)
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Documents
1. List of Documents (etc) to be prepared
Budget
Event Schedule (Timing of each program in the Event)
Invitations
List of people to be invited
Action Plan
Time-line (Work completion schedule)
Accounts
Communication Letters
Work Register
Designing Brochures etc Preparing various articles for Souvenir
Materials for Press Conference
Speech
Participants List
Comparing Notes (along with Resume of Speakers)
Agenda
Minute to Minute Schedule
List of Prize Winning
Work Allocation List
Networking List (Mobile numbers of organisers)
Checklist of Things to be Taken
Checklist of Work to be Done
Report of the Event (for media and others)
Final statements of Accounts
Venue1. Factors to be considered while selecting a venue and negotiating the price
Capacity of the Hall (No. of Delegates --excluding floating delegates)
Provision for Food (if meals are served)
Provision for stalls, demo, Games, mini-conference etc
Flexibility (if case of informal event)
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Timing (When does the event can start and end at the venue)
Lighting arrangement (in case for night events)
Air-conditioned or not
Required Equipment are provided (Mikes, Speakers, etc)
Furniture for dais (Tables, Chairs, Table Clothes)
Whether Music, Entertainment is allowed or not (for informal programs)
Power Backup
Accessibility -- whether the venue is center of city (Whether Delegates can
arrive without any difficulty)
Penalty, in case of cancellation of venue
Provision for people with disability
Special Rooms for Organizers, Dressing up etc Total Cost
Date
1. Factors to be considered while deciding the date
Whether the Chief Guest and other VIPs are available on the particular
date(s)
Venue is free on a particular date(s)
Most of the Delegates do not have any other engagement on those date(s)
Holidays -- Whether the program should be held on weekdays, weekends orother holiday
Whether any major exams, strike, other special event is taking place in the
city or around it
Time need to prepared for the event
Time required for the outstation delegates to make arrangement and come
the event
Instructions
1. Some instructions for working in a team successfully
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"There is not limit what a team can do, if no one care who gets the credit"
Do not criticize anyone, unless you have a suggestion or solution.
Do not sub-delegate the work and responsibilities given to you at any time.
Be punctual in all your work. If you are late, give prompt proper info to theperson you report to.
Smile a lot. Have courtesy for everyone, in and out of your team.
When someone offer help (including money), respond immediately, and
thank them sincerely.
When there is a problem, do not blame others neither put it on your head
and create tension but try to solve it...
Do not panic/get tensed. A cool mind will produce better results at the right
time.
If you borrow anything, take responsibility to return it at the said time.
Do not repeat any mistakes.
Planning is necessary. Planning what to do (important things) is done in
team meetings. Stick to it.
But planning in smaller groups how to do, how it should be done etc., is
also equally important.
Proper Implementation is critical for an idea, Plan to be successful till the
last...
Be slow and steady. Do not make haste while communicating. It wouldonly waste time.
Always have a good morale & positive attitude with everyone. Please do
not beg to anyone.
Be responsible for your work.
Report back voluntarily to the person, who had given you the task, whether
the task is successful or not. But at the said time.
2. Instructions (given to team members especially to first time volunteers oryoung people) for work to be done before the event.
Also, try to be in formals and behave professionally
Keep a scribing pad and a pen always besides/with you.
Be firm in what you speak. Maintain eye contact with everyone you see. Be
self-confident.
Ensure the receipts are delivered on time
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Keep proper/correct record of all things that you handle, including cheques,
banners, bills, expenses etc.,
After the program, thank everyone, including individual sponsors and the
participants
3. General Instructions to given for the Event. One(Two) organizer(s) will be coordinating the Event for the day.
Co-operate with him/her. No announcements should be made without
his/her knowledge.
Have Good formal & informal Interaction with the crowd (when ever
possible)
Note Down all important details.
Making Notes will make sure that you to not miss out any important thing
1.
Follow the exact instructions given by the coordinator(s)
Be in full formals for the full day, especially at inauguration and
valediction. Be responsible for your work.
Do not sit with the audience or your friends in the hall. Lots of work will be
pending...
Be ready to do any type of work[Be it picking up papers on floor or
sitting on the dais with the chief guest]
Take initiative, walk around and find pending jobs that can be done by you,
complete it on seeing it. Do not delegate to others
Be very cheerful, especially when you are amongst the crowd.
Do not leave the counter/seat where you are seated/assigned.
Last but not the least, ENJOY THE SHOW.
Other Tips
Decide which things should be outsourced and which work should be done byteam member. Outsourcing depends on Budget, Time, Quality, Importance of jobetc.
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Different work for organizing is like various functions. Budget and accounts islike Finance, informing the delegates and making them participate is likeMarketing Job, Team Management is Like HR, transportation is like logistics,Event is like Operations, having good relations with media and others is like PR.
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Be prepared for any situation. Sometimes, things go out of control. If you are ateam member don't get angry if someone shouts at you, (the person may be tense).If you are a coordinator, do not get tense or panic. Do things coolly. Try to figureout what situation will happen, and what you can do when it happened.
Edit Related wikiHows
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How to Get a Paper Route in Your Local CommunityHow to manage an event, school program, corporate function, get-together,culturals, wedding.
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Organizing a Successfully Event requires lot of planning and coordination
Edit Steps
Planning
1. Good team members with different skills are a necessity. They can help witheverything from preparing schedules and budgets, to making agendas andinvitations. They can help you get things done.
Each Team Members should do his/her job
2. Make sure to gather volunteers. If they have good connections, the job of findingimportant guests is easier.
3. Prepare a Budget. All possible expenses, incomes, sponsors, and contingentexpenses should be included.
Preparing Budget is an important activity
4. Prepare a draft invitation. The draft should include the tentative date, time, venue(place), chief guest, name of the event, and a theme or tag-line for the event.
5. Prepare a draft schedule of the programs in the event.
6. Prepare a time line (with deadlines) for each activity.
7. Make sure to keep team members and supervisors 'up to speed' with your plans.Collaboration can make your job easier.
Take Action
1. Fix the date, venue, chief guest, name of the event and tag-line. (See tips forfinding the perfect venue and date.)
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2. Get approval for your budget, schedule, and etc. from team members as well assupervisors.
3. Once again, meet with team members and volunteers to brain storm any problemsthat might arise. This is also the perfect time to create an action plan.
Brainstorming will solve all of issue and bring clarity in the action to be taken
4. Delegate work to different people and let an experienced person coordinate allactivities. If the event is a mega-event, let different people coordinate differentactivities, under the supervision of one person. The team leader should be trustedby the team members.
Team Leader should Discuss with Team Members
1. Make sure to update any websites connected to the event.
2. Collect sponsors and other sources of money from delegates.
3. Market the event. Prepare brochure, release advertisement, inform the media, sendmailings, make phone calls, send messages to e-groups, and visit potentialparticipants or sponsors.
4. It is important to make sure administrative actions are being taken care of as well.Things like poor accounting, and lack of correspondence can create problems forany event.
5. Make sure the team does not have any internal problems. Stay in touch with allteam leaders as well as team members and volunteers.
Team Work Matters
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6. Gather items needed for the event. These items might include medals, games,mementos, prizes, or certificates.
7. Make arrangements for Photos, videos etc.
8. Make arrangements for food and refreshments. This is also a good time to prepare
for special accommodation such as for those who are physically challenged,nursing mothers, prayer rooms, etc.
9. Make arrangements for chairs, tables, backdrops, microphones, speakers,computers, LCD projectors, podiums, name board of VIP, to be set up at thevenue.
10. Make transportation and traveling arrangements for participants and organizers.Prepare an itinerary for all outstation participants. Make a written schedule andinclude directions along with contact information at the venue.
11. Make accommodation bookings and pick-up and drop back facility.
12. Prepare the list with all relevant mobile, phone numbers, emails ids of teammembers. Also, make a similar contact list for VIP, and supplier of any goods orservices.
13.Visit the venue with your team members, look around the place including parking,toilets, green rooms, contact person, arrangements, various entrances and exits.Look for nearby places where you can take photocopy, make phone calls, buy anythings in case of emergency.
14. Give proper instructions to the team members on how to handle every situation.
15.Make sure you communicate with every one on how to reach the venue and thetime.
Work to be done 24 hours to 36 hours before the event
1. Check whether all invitations have been sent and responded to. Create a list ofinvitees.
2. Remind VIPs about the events.
3. Check whether all activities are going on schedule.
4. Re-check with the hotels that accommodation is in order for team leaders,volunteers, and VIP.
5. See the traveling schedule of outstation participants.
6. Go to the venue and check whether all things are ready.7. Collect enough money/cash for the event expenses from concern persons.
8. Check whether participants kit is ready. This kit might include a bottle of water,snack bar, note paper, pen, brochure and any information they may need. It is alsoa good idea to include small trinkets and mementos.
9. Prepare minute to minute agenda for important programs.
10. Make a checklist of the things to be taken to the venue.
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11.Check whether enough people are there for the event, otherwise make sure you getsome more people to help you.
On the Day of Event
1. Arrive early to the venue with your team members and volunteers. Check for the
electric reading and that all electronic equipment is in working order.2. Make sure the organizers are wearing a distinct badge or some other noticeable
implement so that participants can find help if needed.
3. For any transportation, check the car reading and note down the time and thereading.
4. Put the Welcome Banners and other info in front of the building.
5. Make a beautiful reception and registration counter.
6. Inform the sponsors on where to put the stalls. (Make allocation of space earlier).
7. Keep the dais, microphones, and speakers ready. Put on music for an informal
event.
8. Make sure the host speaker has the schedule and resume of the chief guest ready.He/She should be well prepared. Make sure the host/anchor/Master of Ceremonyis aware of the purpose of the program as well as the people who are organizing it.
9. Make sure that speakers are aware of any time constraints.
10. Welcome the delegates and others.
11. Take care of any special requests, especially those of the outstations and chiefguest.
12. Have a separate person to look after the needs of General Delegates (Non-VIPs)
and for PR (Public Relations).
13. Give directions to those who need them.
14. Take photos of all important things especially sponsors banners, your banner,entrance, receptions etc.
15. Ensure all resources (food, water etc) are sufficient, otherwise work out yourcontingency plan.
16. Thank the delegates after the event.
17. Take the feedback from participants.
18. Clean up the place, check the electric meter etc, remove the banners, tables, etc.Check to make sure nothing valuable has been left behind, and then, leave thevenue.
After the Event
1. Thank the all team members, especially sponsors and volunteers.
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"Winners don't do different things, they do things differently"1. Finalize and settle the accounts.
2. Have a Thanks Giving party for those who helped.
3. Distribute any souvenirs or other publications to relevant people.
4. Deliver the receipts to sponsors and others.
5. Distribute the photos to those who require it (after developing the photos) and postthe photos in your event website.
6. Evaluate the feedback forms (or feedback from your website)
7. Have a post-review meeting to perform better next time.EditTips
Co-ordination
1. Before the event have person/committee -in-charge of
Sponsors
Local Participants
Outstation Participants
International Participants
Chief Guest, Speakers,
Accounts
Special Events, Host Show
Documentation, Correspondence
Designing, Printing, Collection of Articles and evaluation the same
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Prizes, Mementos, Gifts, Banners, Certificates, Souvenirs
Transportation, Caterers, Venue Arrangement, Decorations, Backdrop,
Parking
Media, PR, Marketing
2. On the Day of Event have person(s) in charge of
Overall Coordination
Local Participants
Outstation Participants
Pick up and down at Airport, Stations, Hotels,
Green Room
Food
On Stage Activities
Master of Ceremony
Special Events
Computer, LCD projector,
Photographer
Reception
Crowd Management and PR with Crowd
Parking Area
Security
Distribution of Various things (Gifts, Certificates to selected people as well
as all the Participants)
Documents
1. List of Documents (etc) to be prepared
Budget
Event Schedule (Timing of each program in the Event)
Invitations
List of people to be invited
Action Plan
Time-line (Work completion schedule)
Accounts
Communication Letters
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Work Register
Designing Brochures etc
Preparing various articles for Souvenir
Materials for Press Conference
Speech
Participants List
Comparing Notes (along with Resume of Speakers)
Agenda
Minute to Minute Schedule
List of Prize Winning
Work Allocation List
Networking L[[Link title]]ist (Mobile numbers of organisers) Checklist of Things to be Taken
Checklist of Work to be Done
Report of the Event (for media and others)
Final statements of Accounts
Venue
1. Factors to be considered while selecting a venue and negotiating the price
Capacity of the Hall (No. of Delegates --excluding floating delegates)
Provision for Food (if meals are served)
Provision for stalls, demo, Games, mini-conference etc
Flexibility (if case of informal event)
Timing (When does the event can start and end at the venue)
Lighting arrangement (in case for night events)
Air-conditioned or not
Required Equipment are provided (Mikes, Speakers, etc)
Furniture for dais (Tables, Chairs, Table Clothes) Whether Music, Entertainment is allowed or not (for informal programs)
Power Backup
Accessibility -- whether the venue is center of city (Whether Delegates can
arrive without any difficulty)
Penalty, in case of cancellation of venue
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Provision for people with disability
Special Rooms for Organizers, Dressing up etc
Total Cost
Date
1. Factors to be considered while deciding the date
Whether the Chief Guest and other VIPs are available on the particular
date(s)
Venue is free on a particular date(s)
Most of the Delegates do not have any other engagement on those date(s)
Holidays -- Whether the program should be held on weekdays, weekends or
other holiday
Whether any major exams, strike, other special event is taking place in the
city or around it
Time need to prepared for the event
Time required for the outstation delegates to make arrangement and come
the event
Instructions
1. Some instructions for working in a team successfully
"There is not limit what a team can do, if no one care who gets the credit"
Do not criticize anyone, unless you have a suggestion or solution.
Do not sub-delegate the work and responsibilities given to you at any time.
Be punctual in all your work. If you are late, give prompt proper info to the
person you report to.
Smile a lot. Have courtesy for everyone, in and out of your team.
When someone offer help (including money), respond immediately, and
thank them sincerely.
When there is a problem, do not blame others neither put it on your head
and create tension but try to solve it...
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Do not panic/get tensed. A cool mind will produce better results at the right
time.
If you borrow anything, take responsibility to return it at the said time.
Do not repeat any mistakes.
Planning is necessary. Planning what to do (important things) is done inteam meetings. Stick to it.
But planning in smaller groups how to do, how it should be done etc., is
also equally important.
Proper Implementation is critical for an idea, Plan to be successful till the
last...
Be slow and steady. Do not make haste while communicating. It would
only waste time.
Always have a good morale & positive attitude with everyone. Please do
not beg to anyone.
Be responsible for your work.
Report back voluntarily to the person, who had given you the task, whether
the task is successful or not. But at the said time.
2. Instructions (given to team members especially to first time volunteers oryoung people) for work to be done before the event.
Also, try to be in formals and behave professionally
Keep a scribing pad and a pen always besides/with you.
Be firm in what you speak. Maintain eye contact with everyone you see. Beself-confident.
Ensure the receipts are delivered on time
Keep proper/correct record of all things that you handle, including cheques,banners, bills, expenses etc.,
After the program, thank everyone, including individual sponsors and the
participants
3. General Instructions to given for the Event.
One(Two) organizer(s) will be coordinating the Event for the day.
Co-operate with him/her. No announcements should be made without
his/her knowledge.
Have Good formal & informal Interaction with the crowd (when ever
possible)
Note Down all important details.
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Making Notes will make sure that you to not miss out any important thing
1.
Follow the exact instructions given by the coordinator(s)
Be in full formals for the full day, especially at inauguration and
valediction.
Be responsible for your work.
Do not sit with the audience or your friends in the hall. Lots of work will be
pending...
Be ready to do any type of work[Be it picking up papers on floor or
sitting on the dais with the chief guest]
Take initiative, walk around and find pending jobs that can be done by you,
complete it on seeing it. Do not delegate to others
Be very cheerful, especially when you are amongst the crowd.
Do not leave the counter/seat where you are seated/assigned.
Last but not the least, ENJOY THE SHOW.
Other Tips
Decide which things should be outsourced and which work should be done byteam member. Outsourcing depends on Budget, Time, Quality, Importance of jobetc.
Different work for organizing is like various functions. Budget and accounts islike Finance, informing the delegates and making them participate is likeMarketing Job, Team Management is Like HR, transportation is like logistics,Event is like Operations, having good relations with media and others is like PR.
Edit Warnings
Be prepared for any situation. Sometimes, things go out of control. If you are ateam member don't get angry if someone shouts at you, (the person may be tense).If you are a coordinator, do not get tense or panic. Do things coolly. Try to figureout what situation will happen, and what you can do when it happened.
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Article InfoLast edited:September 5, 2011 by Tiagoroth
Categories:Event and Party Planning
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