Next, ask yourself what it is you want to accomplish? Not how many people do you want to show up, not the actual fact that the event is even happening -- what do you want to come out of this? 5 people to walk away a new part of your organization? 100 people signed up for an Israel trip? Minds changed? People excited? Think of the top three things you wish would happen as a result of this event and concentrate on them becoming a reality.
2. Gather volunteers - Good team members with different skills are a necessity. They can help with everything from preparing schedules and budgets, to making invites and posters, to welcoming in guests and doing the dirty work of cleaning up afterward. In other words, they can help you get things done. Asking people for help is also empowering for them. You will actually find that people's motivation usually increases as they do more to help!
3. Prepare a budget - All possible expenses, incomes, sponsors, and contingent expenses should be included. If you don't budget, you'll end up with a wad of receipts, an empty pocketbook, and no idea what the heck just happened. Be realistic from day one so no surprises are seen the day of! Try & find ways to keep costs low. Using volunteers for as many things as you can is a good start! & remember: a small, simple gathering that goes well is always more impressive than a party thrown to the nines that's a flop.
4. Decide on a time and place - You want a time when everyone will be free and a place that's a convenient location. And something you can afford to book! Check your community's calendar and consider your audience – ask around which venues are hot, and which are not!
5. Prepare a committee and start planning the event -Empower your students, Birthright graduate and interns by really including them in the planning early on. Next open up an excel doc & prepare a draft schedule of the activities in the event. Jot down each thing that needs to be organised and try and assign responsibility. People will be drawn towards things which match their skills, all the more reason to have people involved wth different skills!
6. Market the event- Use all of your resources to gte the word out. This includes fliers, adverts, media releases, a social media campaign and of course word of mouth! Try and give students around 3 to 4 weeks notice and then a week before the event crank up the advertising in a big way.
7. Prepare a contact list - You'll need all relevant phone numbers, addresses and emails of team members. Also, make a similar contact list for VIPs and suppliers of any goods or services. When someone doesn't show up or is running late, this will be what you refer to.
8. Visit the venue with your team members - Look around the place and evaluate parking, toilets, various entrances and exits. Look for nearby places where you can buy any things in case of emergency - basically, get to know your terrain like the back of your hand.
9. Make a running sheet & checklist - Your running sheet is a list of all the necessary information sorted by time. Prepare a minute-to-minute agenda for important activities. The format for this is up to you. Just try to keep the amount of information on it to a minimum so it's easy to read. You also want a reliable checklist of things you are taking to the event...How terrible would it be if you got to the venue and you realize the only thing that's not are the 12000 cups you forgot at your house? Bummer. Now you've just ruined everything. So make your checklist, check it twice, and bring everything that needs to be brought!
10. Early set up - Get to the venue a good few hours early to set up & prepare and make the place look great. Have as many of volunteers on hand to help as possible & designate jobs giving clear instructions to get things done as quick and simply as possible. Event day is usually very stressful, so the more organised you are the less everyone around you will stress out!
11. Take photos! - You may want something to remember of your own. And seeing someone walking around with a camera can get people excited.
12. Give a takeaway - You probably planted something in your guests' heads and want them walking away either thinking something, wondering something, or looking to take action. So have a Birthright flier or news about your upcoming events on hand – or something they can take with them that they can personally do after the event.
13. Clean up the place! - You want to leave the place as good as when you found it -- especially if you paid for the venue and want to ever come back. They may charge fees that could otherwise be avoided. Divvy up the jobs so it all goes as quick and painlessly as possible.
14. Have a post-review meeting to perform better next time - After all is said and done, what would you have done differently? What worked and what didn't? Would you ever choose to organize an event like this again? What have you learned?
15. Thank your team!! - Reward your committed team and celebrate your work together, the feel good factor of peer leadership and doing things for others is worth its weight in gold – and make sure when publicly thanking people you don't miss anyone out!
Thanks to WikiHow for use of some content in this article.
15 Tips for Organising an Event
Check out these 15 top tips for running an event.
1. Define the event's purpose & Set some goals - Having a sentence or two in your head will help you lead the event in the right direction. Get as narrow as possible. Whatever you're doing why are you doing it?