Want to run an event but need some prompts or guidance?
Here is our list of planning notes from some of the events that we have run....
Tips
Always allow more time to plan and prepare than anticipated.
Start things rolling well in advance (i.e. several months for an event with 50 plus people and more than 10 speakers).
Advertise and spread the word in advance (write an article for the papers).
Thank people and reward them for their help
Suggest a small charge to firm up attendance (or refund registration fee on attendance)
Allow time for networking
Protocol: arrange for someone appropriate to mihi or kakarkia to open event.
Conference/workshop task List:
Initial planning Who is the target audience?
Plan the event: number of workshops, times, date, themes, possible speakers
Find out what potential attendees want (themes, workshops, info)
Anticipate numbers attending and set maximum numbers for workshops
Set up time table (allow time for networking)
Book venue
Contact potential presenters
Ask presenters to provide brief blurb on workshops
Invite stall holders and displays from relevant organisations
Develop registration form for bookings
Stage II planning
Purchase a few spot prizes for attendees
Purchase petrol vouchers or small gift (native plant) for all of the speakers
Confirm all speakers and presenters
Allow room for speaker cancellation (arrange a back up workshop)
Book catering (allow vegetarian options too)
Set date for closing of registrations
Email presenters time table and confirm speaking order
If several different people are presenting in the same workshop, allow one to be the facilitator and introduce the session
Send reminder email to contacts to register 2 weeks before event occurs
Book tables/stalls/chairs if needed
Confirm catering numbers 3 or 4 days before the event (allow a few extra places, i.e. if there are 50 people, book food for 55 as sometimes people turn up unexpectedly)
Shop for juice, tea, coffee, milk, fruit
Put up event signs up outside and on doors on the day
Take scissors, blue tack, cellotape, pen, paper, flip chart etc
Set up registration table, print out list of attendees, tick them off list, give name labels
Have a scribe take notes in the sessions
Take worm bin or Bokashi bins for food scraps and paper
Take recycling bin and bag to take away rubbish
Volunteers to help bring in catering and set up and pack up at end of day
Media & advertising Put registration form online and email out to contacts
Put up posters in relevant places (such as Community House, CAB, library etc)
Article to relevant papers such as; Waikato Times, Hamilton Press and City News
Email your networks and ask them to distribute the info amongst their groups.
Put info on your website: Include address, contact details and directions to event
Technology: Laptop and data projectors
Post Event Develop Feedback forms for workshops and event
Email out and seek feedback, such as; were the workshop topics of use?
Will the attendees implement what they have learnt, what other topics would they have liked etc?
Debrief Send notes from presentations if requested
