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OLIVIA WILLIAMS – ORGANISING A LARGE SCALE EVENT

Home / News & Opportunities / Blog / OLIVIA WILLIAMS – ORGANISING A LARGE SCALE EVENT

Date: 31/03/2016

Hello readers,

One of the Chamber Events Team’s favourite sayings is “If you fail to plan, you are planning to fail” - Benjamin Franklin. I guess everyone needs to plan for some aspects of their life like holidays and children, but when you need to deliver a large scale event, organisation and planning are absolutely essential for good delivery.

We have just successfully run another Business Expo which took place in March at the Three Counties Showground and we are now focussing on planning for our Annual Business Awards Ceremony in June. I thought this would be a good time to share with you some useful tips and tricks when planning a big event:

TIPS FOR EVENT ORGANISING

1. Identify your objectives
First things first, ask yourself why. Why are you running the event? Is it to raise money for charity? To raise your company profile? To gain sales leads? There could be a number of reasons, but make sure your objectives for putting on the event are crystal clear to you and your strategic and operational teams.

2. Create a budget 
Sounds simple, but yes, creating a budget is also very important. Basically, estimating income and expenditure. Once you start spending, monitor spend against your budget. 

3. Set aside time for planning
Now you have your objectives and budget in place, you can start the planning process. Start with the bigger bits, for example the sponsors, date, venue, theme and key note speaker, then work your way down to the smaller details, including catering, dress code, booking forms, event materials (badges etc). Every aspect of planning is important and the earlier you can start, the better.

4. Target Marketing
This should start at around the same time as you’re planning as the two go hand in hand really – whether you outsource your marketing or do it yourself, you need to have in mind who your target market is and how you will reach them. Most large events will have some sort of marketing plan and timeline in place.

5. On the day delivery
It’s finally here, after months of planning – delivery day! Often, event organisers will run off adrenaline for a few days including the big event – it can be stressful and nerve racking but if you are confident you have planned well, all will go well! Try to sit back and enjoy the event unfold, but always be on hand and ready for any last minute changes or failures!

6. Post event review
Personally, I think the post event review is one of the best things you can do. Book in a meeting with your team a few days after the event, no longer than a week, to discuss how it went and future improvements. You will have started to receive feedback from sponsors, customers, visitors and staff and these should all be fed into the review (good and bad!), ready for improving next time.

I hope you have found my tips beneficial, before you know it, you will be planning for the next big event – and as we say, on to the next one!

Happy Easter to you all!

Liv

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Olivia Williams

Events and Training Manager

Olivia began working in the Events and Training department at Herefordshire & Worcestershire Chamber of Commerce in 2011, after studying at Worcester Sixth Form College. During her time at the Chamber, she has learnt the ins and outs of all 150 Networking Events and over 70 Public Training Courses. In 2015, she was appointed as Events and Training Manager. She now leads both departments and looks forward to continuing to provide fantastic events and training for Chamber members.
 

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