Behind every event is a network of individuals making the magic happen. From email blasts to phone calls, there are many specific tasks one has to complete to make an event successful.
What comes before an event is as important, if not more so, than the actual day of. You should think through all of the marketing, outreach, and logistical details so that you can focus on the inevitable day-of mishaps and, of course, enjoy the event itself!
Running an event can be daunting, so it’s important to break up the steps and delegate tasks between you, and your team.
Three main categories you can use to divide tasks are:
Outreach: Responsible for marketing to your intended audience, connecting with professionals, and drafting emails to your attendees.
Marketing: This is all about spreading the word! You want as many people as possible to show up to and benefit from your event! This may include creating flyers, or managing a social media account for individuals to easily keep up with event details.
Logistics: Where will your event take place? Logistics makes sure the day runs smoothly from food, to scheduling, to speaker need and setup.
An important skill that we’ve learned from organizing SWIB events is to delegate. Dividing up tasks will not only help ensure you’ve covered every base, but it will also assure that you don’t become overwhelmed. Delegating tasks for yourself - or a team - allows for easy communication and time management, in order to ensure a successful event!
On the Business Leadership team, we have two co-directors of one of our biggest events, the Young Women’s Leadership Summit. Every January, this conference brings together over 200 high school girls who learn about business and connect with leaders of industry. Planning for this event, however, began months before the January date. The two co-directors oversee three teams (content, logistics/outreach, and marketing). These teams each have their own leader, who works with a team of SWIB interns. This structure ensures that the sometimes overwhelming proportions and to-do lists that come with running an event are more manageable. Events are never easy, but everything is better and easier when you are working with a team!
To effectively keep up with tasks and information, there are a few things you can do to stay organized.
Create a Google Drive to keep up with all documents.
Use Excel sheets to keep track of all contact information, and email outreach.
If communicating through email, consistently check messages to ensure a consistent response time.
Create a budget.
These are some hints and tips to putting on a successful event. Remember to manage your time, and effectively communicate with your team if you have one!
There is no one key to putting on a great event, but as long as you put in the necessary work to stay organized and remain professional, you can put on a great and memorable event!