Managing an event can be one of the most time-consuming things that will ever come across your desk. And if you already have a “full-time job” in addition to your event management duties, getting organized before you begin the process may be the most important thing you do.

Remember that every event is different, so while everything written here may not apply 100% to your event, it should provide you with a framework from which to begin your planning.

Build an Event Team
Who is going to help you make your event a reality? A success?

Get a piece of paper, open a WORD doc, or scribble this down in your iPad: List each person and his or her responsibilities. Make sure your “core team” is aware of all aspects of the event, not just their individual segment of responsibility. This will help to make your event more cohesive.

At the same time, you should determine what types of outside suppliers to use, based on your company’s internal ability to manage the meeting, as well as the size of your group. Consider adding your key suppliers to your core event team.

To get you started, some responsibilities are listed here:

PRE-EVENT TEAM

• Hotel Logistics / Meeting Planning
• Content Development / Speakers (internal and external)
• Attendee Registration / Travel Arrangements
• Pre-Event Marketing
• On-Site Event Collateral
• Event Staging & Audio/Visual
• Special Programs / Activities

ON-SITE TEAM

• Attendee Contact Person
• Hotel & Special Events Contact Person
• General Session & Speaker Contact Person

POST-EVENT TEAM

• Attendee Follow-Up / Evaluations
• Hotel Logistics / Prep for Next Year’s Event

Again, get a name down next to all of these areas of responsibility. Let each person flesh out their own idea of what they must do, then compare notes and make sure everyone is on the same page.

And remember, you can’t do it all by yourself, not if you’re talking about a large corporate event with a 6-18 month planning cycle. It’s always wise to have other people involved in the process in case (1) you go on vacation or take a leave of absence, (2) you get sick, (3) you get re-assigned to a different department, or (4) you leave – voluntarily or involuntarily!

Coming soon in Part Two – Venue logistics, often referred to as meeting planning.