I recently read this article by Rob Alcraft from Pressure Works - I think it is well written and poses some of the major questions you need to ask yourself when organising an event.
What can an event do for you? It can get your campaign...
* noticed.
* Give momentum.
* Give focus.
1. Know what it is you want your event to achieve.
2. Spend time on your idea, and think it through. Be prepared to modify or abandon all or parts of your original idea.
3. Start with modest ambitions.
4. Know how you will judge your success - have a target.
5. Give your event a clear and manageable focus that will work.
6. Don't reject traditional events just because they seem old-fashioned.- People still hold things like fetes and jumble sales for a good reason: they still work. Public meetings can be dull, but yours doesn't have to be.
7. Find something quirky to make your event stand out.
8. Write down what makes your event special. Don't lose this focus.
9. Make sure your event will work locally, with the people that live locally.
10. Go to similar events. Decide why these work, or why they don't.
11. Get a team together
12. To organise an event you will need people who can share the effort. Choose people you can work with - and enlist people who have the expertise you need.
* Make it clear who does what, and who decides what.
* Get people to do that they're good at, and what they know about.
* Write responsibilities down, with contact details and planning deadlines. Give everyone a copy.
* Make sure the people on your team have what they need to do their jobs, and then let them get on with it.
* Meet up regularly with you team to check progress, but don't bore people unconscious, or try and take over their lives. Keep meetings brief and to the point. Perhaps lighten them up by holding them in a pub or cafe.
* Help each other out, back each other up.
Why is anyone going to come you your event? How much will they pay? Are you aiming at local shoppers, or a hip crowd? You need to decide before you start.
* Design your event for the people you want to turn up.
* Don't be ashamed of bullying your friends into turning up. If they bring three people each you're already on the way to success.
* Be pessimistic about attendance, try to make your event work on a worst-case basis, then everything else is extra.
* Ask around, do your research. How do similar events succeed?
* If you have a publicity stunt in mind. Test it first - give the local press a call to find out whether they will cover it.
* How many people do you need to make your event work? Are there really enough of the right sort of people in your area?
Make a budget
Your event will hinge on money. Draw up a careful list that includes all your event costs, and all the money you think you'll take. Tempting though it is, don't just guess, find out what realistic figures will be - investigate, ask around.
* Your budget will tell you if your event is worth doing, or just too much work for the expected return.
* Use contacts to get goods and services donated.
* If your event has tickets, get your organising team to commit themselves to selling a minimum number.
* Where will deposits come from, and who will cover losses?
* Can you insure your event against catastrophe?
* Is there a cheaper or more straightforward way of achieving your aim?
Make a plan
Even a fairtrade coffee tasting takes planning. Allow time. You need time to gather volunteers, time to publicise the event, time to have posters printed and get tickets sold.
* Write your plan down, and involve your team in seeing it through.
* Book and confirm all important details in writing before spending money on printing and publicity.
* Plan who's doing what, and when they're doing it. Make sure they have the support and help they need.
* Check on the progress of important items in your plan.
Make a date
Choose your date carefully. You may be so excited about your fridge lifting competition that you're not interested in the World Cup Final, but others may think differently.
* Avoid clashes with televised finals and competing local events.
* Is there a festival or calendar date with which you could link your event?
* If on the day publicity is important, plan your event to dovetail with local media deadlines.
Your venue
Visit your venue, and check it has the facilities you need for your event. And don't spend out more than you have to. A humble church hall will cost a few dollars to hire, and can be transformed with the right decorator's instinct. Judge your market carefully and choose the venue accordingly.
* Is your venue happy with your planned event?
* How many people will your venue hold?
* Check your venue insurance covers your event.
* Make sure of all names and venue contacts.
* Have your booking confirmed in writing.
* Will your venue work whatever the weather?
* Is there enough parking?
* Is there a bus? Will you need to lay on transport?
* Who's paying for security?
* Who's paying for cleaning?
* Book a venue that's too small - rather than one that's too big. Events - especially meetings - feel more successful if people are little squeezed.
* Don't expect to be overwhelmed. As a rule of thumb judge success as half filling a venue, and treat everything else as extra.
* Find out from the local authorities, the police and your venue what you're allowed to do.
* Notify the local authorities and the police of your event. Do it in writing and get a contact name and phone number you can use on the day of your event.
* Make sure you're covered by some kind of insurance, and that you are not making yourself liable for some giant cost.
* Even if your event is a guerrilla protest, make sure you, and the people taking part, know the relevant law. Only in this way can you avoid being arrested or just moved on.
Get freebies
Wheel, deal and scrounge as many freebies as possible. If you have a programme sell advertising space. If you need a prize, get one donated.
* Tell people why your event matters.
* Ask local businesses to support you.
* Ask local groups to support you.
* Use contacts and friends to help get freebies.
Get publicity
Your event will live or die by its publicity. So make sure people know your event is happening. Get free publicity if you can, but the larger your event, the less you can rely on freebies. Be prepared to pay to place ads in local papers, and pay to print posters and flyers.
* Write down why your event is unique, and why people should come. Use this information to help you focus and hone your publicity.
* Target publicity at the people you want at your event.
* Tell everyone you know - word of mouth is one of the most valuable forms of publicity.
* Contact local radio stations, which often have slots for local events.
* Get posters up in as many shops and newsagents as possible.
* Consider a door drop or town centre leafleting campaign.
* Use a celebrity if you can get one.
* Use or add something unusual, quirky or newsworthy to your event to attract attention.
* Make sure your ads and posters include the basic details like dates, times, places and directions.
* Be imaginative with your posters. For example, try using staggered roadside signs, spaced so drivers' absorb dates and attractions as they drive by.
* Use flyers and leaflets that are bright, striking and clear.
* Use any memberships you have on your team, from the gym to the local church, to get your event publicised and supported. Get announcements made, and posters up.
On the day
For any event there are endless things to remember. Here's our checklist - but don't use it! Make your own. Be sure all aspects of your event are covered, that someone is responsible for that item, and that they have a deadline to get it done by:
* Who's booked the printers?
* Who's put a poster in their window?
* Who's put a poster in your Granny's window?
* Make sure everyone knows who's doing what!
* Who's meeting your speakers?
* Is all the equipment sorted - including the extension cables?
* Have you tested it?
* Can you turn the lights off? Where are the light switches?
* Do your speakers now how long they've got? Who will hurry them up?
* Have they got everything they need?
* Do the speakers represent a wide community of backgrounds and ages?
* Are you allowing time for questions?
* Who's taking them out afterwards?
* Who's introducing guests, seating them, thanking them?
* Will people be given something to take away?
* Are you expecting people to sit in a chair for four hours without moving? Does your event have variety - will people have a chance to do, as well as listen?
* Who's supervising parking?
* Who's doing the food?
* Who's got the change?
* Who's talking to the police?
* Will your mobile get a signal?
* Who's talking to the media, and what will they say?
* What will you do if the band doesn't turn up?
* What will you do if it rains?
* Who holds the keys for your event?
* Who holds the spare keys? Who has their phone number?
* Who collecting and banking the money?
* Do you need to say thank you to someone?
* Who is going to clean up?
* Can you roll your event out again next year?
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