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All Articles [22] NHS/PCT [4] Government [1] Online Business [4] Corporate [2] Small Business [4] Web Site [10] Urls [2] SEO [6] Marketing [10] Photography [1] Print [2]A Step-by-Step Guide to Event Planning
See all articles by: John Gilbert
Last updated: [ 18.03.2009 ]
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NHS/PCT
This guide is shaped around best practice for NHS related events, where a variety of stakeholders are brought together to learn, provide feedback, network and/or to achieve buy-in to a vision.
Many of the principles can also be applied to discussion groups and ongoing programmes of meetings or seminars.
Step One:
Objectives and Expectations - e.g. what are the primary aims? Who are the key stakeholders? What success looks like, tones to be set, quantified targets, qualified targets, etc?
Top tip: managing expectations at an early stage is essential. You should establish what a good result looks like from a variety of aspects, even producing a list of elements you need to tick off.
Step Two:
Where, Who, When & How - e.g. securing the best venue, securing and developing the speaker programme, agreeing the timeframes, media to be used, programme of activities, etc.
Top tip: setting a date and working timeframes backwards, with milestone targets, makes the event seem much more real. It creates a sense of urgency, even months before an event.
Step Three:
Actions and Allocations – e.g. agreeing the project timeline and milestones, running through the event management model and allocating responsibilities, agreeing contingencies, etc.
Top tip: putting names against actions creates accountability. Avoiding looking foolish or lax or letting the side down, can be a huge motivator!
Step Four:
Preparation and Communication – e.g. fulfilling actions, promotion of event, team communication via telephone, email, meeting, web based project management tool, engage with speakers, venue and other key participants, etc.
Top tip: never mistake awareness of an event for desire, and certainly don’t mistake it for action.
You need to compel people to act. Time is precious and few people attend events purely on a whim.
Step Five:
Delivery – In terms of attention to detail, the approach to hands-on event management should be based on a set of predetermined principals:
- Contingency – in the world of events sometimes things happen that are out of your control. However, it is within your control to have contingency plans and as such, ensure that there are back-ups in place should any key element of the event not go as planned.
- Timekeeping – it is essential that any event achieves its objectives within its allocated time. An overrunning event can leave a negative feeling with attendees. Therefore build in buffers to ensure that delegates leave in an upbeat frame of mind.
- Interest – in order to ensure that delegates maintain interest in the event, offer multiple media formats and a combination of speakers where appropriate.
- Accountability – if possible, use an event management model. This identifies all areas of the event that need attention and ensures that a clearly named individual or team is responsible for delivering each aspect.
Step Six:
Follow-up and Evaluation – e.g. web-based questionnaire, paper surveys, reporting back feedback, evaluate performance, evaluate achievement against agreed objectives and expectations, recommendations for future events etc.
Top tip: gathering evidence is vitally importance if you ever want to hold an event again. This is specifically valuable if a funding decision is required. Statistical evidence can be your ally in getting decisions to go your way.
T Media’s Event Experience
Within the T Media team we have extensive experience in larger events including, trade shows, street entertainment and festival management. This has helped us develop our management processes and prepare for almost every eventuality; contingencies are the most important element of any event process!
Clients who have gained value from our event services in the past include, Business Link Yorkshire, NHS Stoke, Chartered Institute of Marketing, Hull Business Improvement District, St. Stephen’s Shopping Centre, Hull Trains, Fife Council and East Riding of Yorkshire Council.
Contact us now, to find out more.