Arranging
a group of individuals is not easy. Individuals are hard to pin down,
even harder when you have to pin them down twice, like validate
participation and pay cash. The troubles organisers deal with are mainly
the exact same. Contacting everyone, getting their responses,
collecting money if it is due, tracking all of this, and sending out
tips.
Even
for the most organised of people, this is a chore. It would be much
better if might all be performed in 1 location, but at the very least it
is 2 or 3 different locations. Email client, online banking, and
spreadsheet. You are then left processing and collating all this
information between locations in your extra time.
Facebook has a feature to organise events (evenementen organisator),
but it only allows you to invite people on FB. This also only really
solves the interaction and response tracking problems. It also only
solves them if everyone you wish to invite is active on Facebook. If
they are not it just includes to the problem.
The
key to stress totally free organisation of an event is making it as
basic as possible. This means easy for both those that you want to
attend, however likewise for yourself.
Secret Points
Have
a good tracking sheet, this can be a note pad, a spreadsheet, whatever
works best for you. Track who you invited, have they responded, when
they reacted, and if suitable how they responded (do they want to go to
the movie theater but no meal after). Keep in mind when you last chased
after any individual that has actually not responded.
Keep
the communication simple, both method and content. Try to just use
email or text message. If you start using email, text message, Facebook,
and phone calls, it gets harder to keep track of. Make the content
quick and easy to read so it all gets read and understood.
Set
aside time each day to procedure responses, send suggestions, collect
money and update the tracking sheet. Do not try to do this ad hoc, you
will certainly get puzzled and may make errors.
If
money needs collecting, force the attendees to all use the very same
method. As with communication, you do not want to be handling cash, back
transfers and cheques.
Do not be too keen to fit in with all demands that you get. You can not please everybody.
On
the day of your event, take all correspondence with you relating to the
day. Any booking confirmations or references etc. Also take your
tracking sheet in case there is any confusion with regards to guest
numbers or who is doing what.
Event Organisers - They're Not All the Same
Nearly
anyone can set themselves up as event organisers. In practice there's a
huge difference between the many 'organising companies' who wish to run
your conference or corporate event.
Whilst
a one-person organiser may have the ability to handle simple tasks, the
intricacy of major business events provides itself to multi-skilled
professional occasions teams.
Association with a devoted event venue
As
well as experience of occasion organising at various places, some
leading event organisers are associated with dedicated venues. If a team
is accomplished at events organising at their own 10 or 11 room
facility, there's a good likelihood that they can transfer those skills
to another venue. And of course, their 'home' venue could be perfect for
your event.
A highly trained event management team
Event
organisation is only as good as the organisational skills of the team
that handles it. When choosing an organiser look for depth and breadth
of resource. As well as useful experience, look for a group that's
formally trained in arranging occasions;
Also
look for a passion and hunger to do a good task for you too. But beware
of enthusiasm that isn't backed by substance. A one-person organiser
may be passionate, but will they have the resource needed to deal with
all elements of your event planning and shipment? Quite possibly not,
this is why a multi-person event organisation team is likely to be a
better choice.
How to find the best organisers?
As with any competent specialists, discovering your ideal events supervisor is often a matter of undertaking a logical search. Personal referral is a great way to find a supplier, but for many businesses the search for occasions managers begins on the internet, followed by shortlisting, meetings and site visits with different suppliers.
As with any competent specialists, discovering your ideal events supervisor is often a matter of undertaking a logical search. Personal referral is a great way to find a supplier, but for many businesses the search for occasions managers begins on the internet, followed by shortlisting, meetings and site visits with different suppliers.
