Events 101

Here are some helpful hints to assist you in the planning of your successful event !

The Event Planners Checklist

Pre-Event

Select Your Location and Venue

When choosing the date for your event, check if there are no other scheduled events for the same date and location that could conflict with your event.

It is important to consider the following when choosing your location and venue,

  • Remember to book and CONFIRM the venue before you send out your invitations
  • Organise a site inspection of your venue if you have not used the space prior to assist you in the planning of your event
  • Consider the location for catering, exhibitors and on- site registration procedures including ushers
  • How will participants get to your event?  Is there public transport or parking available?

Don't forget to assess,

  • Toilets
  • Parking
  • Waste Removal
  • Cleaning
  • Accessibility for delegates and suppliers
  • Lighting
  • Power
  • Emergency Procedures
  • Security contact details for safety and security assistance
 

Risk Management and Local Government and Monash University Requirements

  1. Make sure you complete a risk assessment involving all key stakeholders prior to your event.
    • Audio Visual Equipment

      Organise an equipment famil so you are comfortable and confident on how to operate all AV equipment

    • Catering

      Don't forget to ask your delegates if they have any special dietary requirements and advise the Caterer.
      Consider "eating fads" may incur additional fees.
      Healthy and fresh food options are a good alternative to keep delegates minds awake and agile

  2. Remember to include contingency plans to account for all eventualities such as
    • bad weather
    • accidents
    • last minute cancellations
    • illness
  3. If your event is an outdoor event, you will need to comply with security and health and safety requirements.
    • Remember to apply for any permits or licenses that you may require for your event

      You may need the following depending on the type of event you are planning,

      • Food Permits
      • Liquor Licence
      • Contractor Inductions
      • Vehicles on Campus
 

Budget

Prepare an event budget in advance ensuring that you have an allowance for miscellaneous costs and expenses.

Remember to check to see what is or isn't included in the price of the venue. 

 

Event Agenda

Create a comprehensive event agenda outlining your event goals and develop a realistic timeline.

It is also a good idea to design a plan of your venue or event site in advance.

Remember to obtain written confirmation from all your event contributors.

Make sure you prepare scripts or run sheets for your speakers in advance and arrange rehearsals if required. 

 

Sponsorship

Obtaining sponsorship deals that are relevant to your event can be a great way of building and promoting your brand awareness to a wider and targeted audience.  Identify potential sponsors and create a sponsorship proposal that is concise and outlines the benefits to your potential sponsors.

Remember to follow up potential sponsors within a week of sending out your sponsorship packages.  Once you have your sponsorship deals in place, ensure that you acknowledge your sponsors and use sponsor testimonials to maintain a good working relationship. 

 

Marketing and Promotion

Your event marketing should create a buzz around your event, get your registrants engaged and talking about it long before it takes place and maintain that momentum after it finishes.

When developing your marketing plan, do your research and outline the appropriate channels where you'd like to concentrate the majority of your marketing efforts.

Your event website is your biggest promotional tool.  Ensure event information and content are kept up to date at all times on your website.  Remember to post the event schedule, session highlights, sponsors' and contact information on your site.

Don't forget to integrate your social media channels within your event website so that people can like and share your posts.

Maintain consistency across your event promotions and marketing to build brand awareness throughout the event journey.

 

Participant Registration and Invitations

When creating your registration form remember to note what is or isn't included in the cost of registration.

Alternatively, determine your guest list and consider if you have any VIPs or Dignitaries attending your event and determine their needs together with speaker and special guests. 

 

Contractors

Remember to organise your event suppliers in advance for,

  • Caterer
  • AV Company
  • Staging
  • Guest Speakers
  • Facilitator and Trainer
  • Entertainment
  • Florist
  • Photographer
  • Marquee
  • Delegate Gift/Collateral

Ensure you comply with Monash University policy and have all contractors complete the Contractor Induction and any electrical equipment brought onto Campus has a current testing and tag.

Remember to check your insurance to ensure you have adequate public liability cover for staff, volunteers and participants.

On The Day

On the day of your event, conduct a full briefing including the chain of command and responsibilities in case of an emergency

to all staff and volunteers.  Ensure all staff have a copy of the event agenda, site plan and circulate a contact list with mobile numbers for all staff members.

Once your event has begun, don't forget to tweet about the event and share updates on your mobile apps to enhance the participant experience.

Throughout the day, manage your contractors and co-ordinate the delivery of your event. 

After The Event

After the event is over, organise the removal of all equipment and waste from the venue.

Prepare a close off budget so you can evaluate the success of your event and share results with key stakeholders.

Organise a de-brief session to identify key areas that worked well and areas for improvement for your next event.