Irina Prokofieva, Operations Manager of the EU and Eastern Partnership Program “Culture and Creativity,” spoke about the key points that the event organizer should pay attention to.

When I was preparing for my first event, I was told about the funny “Duck Face” rule ( The Duck Face Rule ). This means that outwardly you should be calm and peaceful. In fact, you are actively paddling with your paws underwater to stay afloat, but no one should know about it. To this day I consider this the most valuable rule.

Organizing an event is not an easy task, but I can highlight 10 key points that you should pay attention to in order for it to be a success.

1. Define your goals and format.

It seems obvious, but this issue should be approached critically. Formulate your goal as specifically as possible: do you want to convey knowledge to participants, thank partners, raise money for a project, or give guests aesthetic pleasure? The format of the event will depend on the answer: concept, time and duration, roles in the team, hall design, food and sound.

Try not to get hung up on traditional formats. Pay attention to the “(non)conferences”, “pecha-kucha” format, TED -format, themed breakfasts, online events, outdoor events. The main thing is that the format contributes to achieving the goal of the event.

2. Focus on planning.

In your plan, consider the logistics, content and promotion of the event. Create a document that is accessible to the entire team, where everyone can see each other's tasks and the big picture. First, prepare a list of the main tasks, and then detail them as much as possible in the form of specific steps that need to be taken. It is important to indicate in the plan the time required to complete the task. It is often underestimated and preparation is slower than you expect.

For planning you can usetemplates Google , programs, for example,Asana, Trello, Podio, GanttPro, Teamweek. An ordinary document will not fail Excel.

3. Create a budget to account for unforeseen situations.

Look at your list of tasks and reflect them in your budget. It is also worth considering a reserve in case of unforeseen situations. For example, in my practice there was a case when, on the day of an open-air event, it suddenly started to rain. We had to urgently change the location and transport all the equipment and furniture. It is better to think through such situations in advance and prepare for them financially.

Alternatively you can usesuch a templatebudget, but you can adapt it or come up with your own.

4. The devil is in the details.

If you want to pleasantly surprise your guests, think through everything to the smallest detail: how registration is carried out, who greets the participants and in what form, what kind of music is played, do you have an interesting photo angle, how are your presentations designed and the team dressed, what are the breaks filled with.

For example, during registration you can give participants the opportunity to attend a short workshop, play games or watch informative videos.

Try to surprise people and create wow -effect, exceed their expectations in the most ordinary things. This is what creates the atmosphere of the event.

5. Check the location and think about plan B.

Always check the location personally at the stage of choosing it. At the most unexpected moment, it may turn out that the air conditioning in the hall does not work well, there is no toilet for people with special needs, or the width of the doorway does not allow equipment to be brought inside. Therefore, test such moments in advance.

I once held a conference for 50 participants, and an hour after the start, the owner of the room asked us to leave without explanation. As a result, we conducted an hour-long training with participants in a park nearby until we found a new premises. It seems that this situation will not happen to you, but it is better to always have a plan B.

6. Distribute areas of responsibility.

It is very important to distribute tasks among team members not only at the preparation stage, but also during the event. Distribute people's responsibilities by zone. For example, someone is responsible for the registration area, someone for the meeting of speakers, someone for equipment, someone for catering, someone for interaction with the media, etc. Everyone should have their own zone, which must be monitored throughout the event.

Distribute a document with the distribution of responsibilities to the entire team so that everyone knows who to contact with what question.

7. Tell your audience about the event.

Don't underestimate the time it takes to successfully promote an event. The type of event, its target audience, internal resources and budget will determine your marketing approach. When choosing media partners, focus on those who communicate specifically with your audience. It is better to have a few partners, but targeted ones, than to tell absolutely everyone about the event.

It is also important to create one key message that will be broadcast across all channels. Make sure it is concise and accurately conveys the message of the event to your audience.

8. Pay attention to service.

Make sure your team follows the Duck Face rule. Be friendly to all participants, speakers and partners. Try to resolve their problem or question and meet their expectations, even if you feel tired and things are not going according to plan. Ultimately, people will remember exactly how they were treated and the atmosphere created, and not what the speaker said from the stage.

9. Do a final check the day before the event.

Make sure you tell participants how to get to the location, invite all important guests, prepare printed materials, audio and video content. Check whether everyone correctly understands their tasks and areas of responsibility, and whether the premises are ready. To do this, make a checklist, for example,such.

Similar checklists can be created to check readiness on the day of the event: is everything in its place, is everything working, is everything going according to schedule.

Be sure to print out the event program so that all team members and volunteers have it. Also provide everyone with basic contact numbers to communicate with each other or in case of emergencies.

10. Ask for feedback.

Most likely, after the event you will be tired and happy, but it will be difficult for you to objectively evaluate how everything went. So ask participants to fill out printed evaluation sheets at the end of the event or an online form when they return home. Let them evaluate different aspects: logistics, speakers, venue and work of the organizers. This information will help you avoid mistakes in the future and improve the quality of your events. If possible, collect feedback through social media or record video feedback at the end of the event. This will come in handy if your event is organized again.

Whatever event you organize, be optimistic and don't be afraid of the unexpected, and your event will be a success!

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Irina Prokofieva, Operations Manager of the EU and Eastern Partnership Program “Culture and Creativity”, Certified Project Manager ( IPMA, level C ), co-author of the project Start2 Go . Worked at the global and national levels of an international organization AIESEC . We have experience in holding events of various formats: from one-day trainings to international conferences and festivals.

In any company, sooner or later the question arises about the need to organize an informal event for employees. And every HR specialist begins to think about how this should be. Based on practical experience, in this article we will consider how to correctly approach such an issue.

Firstly, before holding an event, you need to set clear goals for yourself - what is the event being held for? If the team is in the process of formation and many employees are unfamiliar with each other, if your colleagues do not communicate in person often (most of the time by email and telephone), then the following main tasks of the event can be identified:

Getting to know each other and team building;

Formation of interpersonal skills in a team;

Formation and support of a positive attitude of participants towards joint activities.

This means that holding a team-building event becomes optimal. You need to prepare for it in advance. First you need to decide on the format of the event. There are several basic formats for team building.

Training “Rope Course”

The most famous format. Participants undergo tests set at three levels of varying heights (1-5 meters, 5-8 meters and 8-15 meters). In this case, the entire set of tasks forms the rope city of your company.

The main focus of the “Rope Course” is self-overcoming and personal challenge. Team building occurs through interpersonal support for each other when passing tests. The main thing is to ensure the safety of the participants. Therefore, its organization is carried out by employees who have climber certificates with permission to work with groups. It is also very important (just in case) to provide health insurance for each participant.

Classic team building training

The company team is divided into small groups in a random game order or according to wishes. All teams undergo certain tasks and tests, working towards a single result. Tasks and tests are available to absolutely everyone and are divided into physical, logical and creative. The culmination is the achievement of a common goal.

Based on the results, a report is provided on interpersonal interaction in the team, expressed and hidden leaders, strengths and weaknesses of the team.

Scenario team building

This is the creation of an individual program based on the corporate values ​​and ideology of the company, taking into account the direction and type of activity. An individual scenario allows you to broadcast the information contained in it in a game format, which contributes to the rapid involvement of all participants in the team building process. Ready-made scripts, without adaptation to a specific company, are not effective.

Role-playing and intellectual team building

Solving riddles and finding clues in the most unusual places, interacting with the most unusual people and characters, everyone moves towards a common goal. Each has a separate role, following which it is necessary to complete certain tasks. This leads to the team achieving a common result.

Creative team building

This event will be remembered by employees for a long time. All participants are divided into teams to complete a large creative task. This could be filming a film or video, a theatrical production in any form, and much more. Each group creates only part of the overall action that will be combined in the climax. Can be implemented both outdoors and indoors. At the same time, in addition to preparing an individual script, instructors conduct a professional master class on stage and acting skills.

Team building in the Quest format

A symbiosis of classic and scenario-based team building with elements of the “Rope Course” in the form of search and adventure. Teams follow clues and checkpoints towards the same goal. At each point you must complete a task. It is possible to achieve a common goal only together.

What formats are suitable if you just need to gather employees in an informal setting? These are various types of entertainment events, the so-called EVENT. These include:

Sports entertainment and competitions;

Concert entertainment programs;

Adventures of various kinds and levels;

Motivational programs, etc.

It is possible to introduce elements of team building into any entertainment event, but it will not be complete in its essence. The following formats of corporate events can be distinguished:

Creative events

Joint activities of participants. An example of creative events can be the widespread programs “Corporate Theater”, Shooting a corporate feature film (“Oscar Award”) and “Corporate KVN”.

FamilyDay

A joint family holiday for employees and their loved ones can become an example of the company’s loyalty to maintaining family values ​​and the importance of each employee. It can be held in a variety of formats, from sports to extreme. An example of ideas for such events could be the “Ancient City of Craftsmen” program. The concept of the program is based on various master classes, accessible to any age, and a fair adventure for the whole family.

Extreme Adventure

It is often customary for some companies to introduce elements of extreme sports into their events: river rafting with elements of a quest, jeeping, hiking, rafting, canyoning, etc. Let's consider jeeping as an example. The off-road event is held in the picturesque surroundings of forest roads. This is an all-day off-road orienteering course on a specially prepared track. The content can be either according to a certain legend (participants are immersed in a certain topic - for example, searching for treasures, demining a city, etc. - with thematic surroundings and clothing), or simply for competitions between teams (passing checkpoints for speed and accuracy).

Educational format

Participants will be able to take a number of master classes and tasks that will broaden their horizons and maximize their interest. An example of such a format could be the program “Night at the Museum”, “Culinary Duel” and many others.

Social format

Social events become meaningful and a little personal for each participant. For example, washing windows in an orphanage, planting trees in a city park, performing for veterans... They allow each participant to celebrate their importance and show corporate responsibility.

As a rule, social events become traditional for the company and attract the maximum number of participants.

Evening entertainment

It can also consist of a variety of concepts. The most interesting examples are the format of several carnivals or the creative “corporate Eurovision”. You will be transported to a concert venue and organize a music and song show according to your own rules. Colleagues and management will appreciate your talents.

Sports corporate event

Sport, as a part of our life, is present, one way or another, next to any person. It is important to simply choose the right time and plan it, devoting some place to sports, because there is never too much free time. And sometimes, spending 5 days a week in the office, the desire to play sports is either great, or vice versa – very close to “zero”. Corporate sports events are not only a wonderful vacation, but also an opportunity to develop a healthy lifestyle.

If you have decided on the required format of the event, then now is the time to implement it.

Algorithm

1. It is necessary to roughly understand what you would like to organize. Approximately determine the number of participants and the day of the corporate event.
2. To understand what the content of the event should be, you need to contact 4-5 companies offering similar services and ask them to prepare a proposal. There should be a program, a possible location for the event and additional services (transfer, meals, etc.).
3. After analyzing the market, you will have an idea of ​​the offers, cost and possible creative content of the event.
4. Select the proposals you like and ask the performer to detail them. Indicate all possible expenses and taxes. If you do not understand any position, ask for a detailed answer. Please note that many companies may provide certain services free of charge or have discounts.
5. Choose the contractor you like and continue working with him. Try to make the script for the chosen event format individual, written directly for your company.
6. When trying to save money, remember that this may affect the quality of the entire event. But even if you see clearly overpriced items (for example, simple mineral water for 200 rubles), feel free to talk about a discount.
7. When choosing a venue for an event, you should pay attention to its distance from Moscow and the quality of food at the site. The optimal average bill is 4,000 rubles, including a coffee break, lunch and evening banquet. This will be a hearty, delicious menu, but without frills.
8. If you have a professional contractor, then preparation will only be a joy.

I hope this article will help you organize and hold your corporate event at the highest level and with a minimum of costs! Good luck in your endeavors!

If your project involves frequent holding of real events, and each time you encounter a lot of organizational difficulties, then this material is especially for you. Elena Sergeeva, an experienced event organizer, will talk about the main steps and main points that should be taken into account on the path to the successful holding of a small event.

My organizational morning begins not with coffee, but with the fact that I update the ticket sales page for events that are in the works. The possibilities of event marketing are not limited to the sale of tickets; with the help of this tool you can solve a variety of business problems. For example, create a flow of clients for independent specialists and freelancers, unite people around a brand, or promote a newly opened establishment.

Using an educational intensive as an example, we will look at how to organize an event and what steps need to be taken from idea to implementation.

Step 1. Developing an idea into a concept

• We come up with a name and format.
• We plan the duration taking into account the timing of performances and rest/food breaks.
• We determine the number of participants.

If you are planning to speak at an event, but the experience is new to you, you should not immediately chase big numbers. Being in two roles at the same time - speaker and organizer - is quite difficult, and there is a risk of failure.

We have a five-hour intensive format (with an hour break for lunch) “Promotion of events with and without a budget from 50 to 5,000 people.” In the title, we narrowed and specified the topic without unnecessary creativity.

• At this stage, do not forget about portraits of the target audience.

You constantly hear about the need to know your target audience, but without this you really can’t move forward. It is convenient to structure audience options in any mindmap program (I use XMind).

Travel Massive meeting in St. Petersburg
for specialists from the tourism industry

Step 2. Search for a site

Having determined the format and number of participants, you can begin to look for a suitable platform.

Where to look? First of all, ask your colleagues or leave requests in thematic groups on social networks. If there are no contacts in this area yet, we open a poster of events in our city and look at what venues they are taking place. It is useful to look into the selected places during other people's events - this way you can see the site live and in action and make the final choice.

The larger your event, the sooner you need to look for a temporary home for it.

For 50-70 people in large cities, a site can be found in 3-5 days. But it’s better not to take risks and calmly choose the appropriate option in 3-4 weeks.

To search, you need to make a list of requirements in advance: transport accessibility and location in the city, area and number of chairs, the presence of a projector, screen and sound equipment, a cooler with drinking water or the possibility of installing it, the number of toilets, the presence of windows and good ventilation or air conditioning. This is a basic set for a small lecture-style event for 50–70 people, which can be expanded with many options depending on your concept.

Experienced organizers also take into account the adequacy factor of the site administration: pay attention to how they communicate with you during the first call or meeting.

Venue rental often takes up the lion's share of the entire event budget. Therefore, you can safely involve a strong negotiator, do not be afraid to ask about discounts, or even agree on partial or full barter rental: my experience confirms that this is quite possible for both free and paid events. For example, recently opened venues need PR and an influx of guests, so they often offer very favorable conditions.

Step 3. Promote the event

Several books could be written on this topic, but I will try to briefly outline a couple of important points. If the event is free and there is no budget for promotion at all (and this is most often the case), then you can come up with special conditions for participation (for example, the participant reposts the announcement on his social network page with a mandatory comment why he wants to go to the event). Thus, going viral will help build an audience. Don’t lose sight of the option of interacting with partners: make a list of city and thematic communities and ask them to support you.

For paid events in the absence of a budget, the task becomes much more complicated. In addition to interacting with media partners, it is worth allocating a minimum budget for paid advertising (for example, from the first sales).

At our intensive for organizers for 50 people with an average ticket price of 1,000 rubles, the advertising budget for promotion on VKontakte was only 4,600 rubles. As you can see, these are quite reasonable numbers that have paid us off many times over.

Today, some VK formats have almost lost their effectiveness in promotion (for example, targeted ads on the side in the web version), but the format of promotional posts (advertising posts that appear in the feed) works great.

It is important not only to write the text and choose a picture for the promotional post, but also to choose the right audience to whom you will show this ad. Here the same mindmap with segments from the first step and special retargeting services (Cerebro, Target Hunter) will come in handy, which will help you precisely select the audience for your tasks: the most active community members, subscribers and friends of opinion leaders, participants in competing events, those who are in 3-4 communities on the topic of your event and so on.

We have outlined a plan for attraction channels. What's next? You need to post information about the event somewhere and sell tickets or collect registrations. The most budget-friendly and fastest option is to create an event meeting on a social network and connect a ticket service (for example, Timepad). During the meeting, you can post announcements and “warm up” the audience, and the Timepad page will help you conveniently and legally collect data about participants and enable online ticket sales.

Step 4. Processing applications

If you have activated the online purchase of tickets, then all you have to do is update the ticket service page and enjoy the results (or not). It often happens that some applications remain unpaid and the organizers do not work with them. But in vain! After all, you have already paid for these applications with time or money (and more often, both), and it’s a pity to give up at a stage when victory is so close.

If you ask for participants' emails when registering, send them a reminder or tell them more about yourself or the event. If you have telephone numbers, do not hesitate to call and find out what stopped the person from buying a ticket. This approach helps me get an additional 30–40% of sales from the number of unpaid applications.

Step 5. Day X. Host an event and survive

A small checklist will come in handy here:

• prepare a “morning checklist” where you write down all the actions to start the event - this way you won’t forget anything, and the unloaded brain will give signals that everything is under control and fill you with calm and confidence;
• if you are both a speaker and an organizer, then on the day of the event, take one or two people as assistants to meet guests, including those who are late (when you already start speaking);
• Discuss in advance with the site administration who will set up the equipment and whether a technician will be available throughout the event;
• for an educational event in a lecture format for 50–70 people, it makes sense to arrive at the site 1–2 hours in advance (if there are no complex decorations and installation);
• don't forget to treat your guests to tea and goodies while they wait for the start. It will cost you several hundred rubles, and the value of the event and the friendliness of the atmosphere will increase significantly;
• ask the photographer to take general photos of the hall, the emotions of people and the speaker, details that convey the spirit of the event;
• Don't forget to take breaks for rest and food. Even if you feel that you are ready to talk for four hours without stopping, remember that not everyone is ready to listen without a break, and no one has canceled basic human needs.

It is no secret that the success of any event depends primarily on the quality of its organization. Organizing an event that gives positive emotions is not an easy task. And when these emotions need to be given to a huge number of people at once, to charge more than ten thousand people with positivity?! For example, organize a large music festival in the central park of the city. And at the same time ensure their safety, comfort and good mood. Then the task becomes many times more difficult. Moreover, it becomes complicated only at the moment of planning the event and its approval. It is these agreements that we will try to talk about in this article.

All mass events can be divided into public events (meetings, rallies, demonstrations, processions and pickets) and cultural, sports, theatrical events, including private events. The organization of the first group of events is mainly a licensing procedure and is regulated by the legislation on meetings, rallies, processions and picketing (we wrote about them in detail in website issue 4-2012). The second group of activities is mainly of a notification nature.

The main city act establishing the procedure for approving mass events in Moscow is Order of the Mayor of Moscow No. 1054-RM dated October 5, 2000 “On approval of the Temporary Regulations on the procedure for organizing and conducting mass cultural, educational, theatrical, entertainment, sports and advertising events in Moscow." The organizers of these events can be legal entities or individuals who initiate the event and provide organizational, financial and other support for its implementation.

According to this document, events are divided into two groups: up to 5,000 and over 5,000 people. Notification of the intention to hold a mass event, depending on the number of participants, is sent for consideration to:

• 45 days in advance - for a mass event with more than 5,000 participants, or if the mass event is held on the territory of several administrative districts - to the Moscow City Hall;
• 30 days in advance - for a mass event of up to 5,000 people - to prefects or heads of administration (for a very small event) of the relevant administrative districts of Moscow.

The notification must contain information about the name of the event, the program indicating the place, time, conditions of organizational, financial and other support for its holding, the expected number of participants, and contact information of the organizers of the event. Notifications are reviewed within 10–15 days, and based on the results, an order is issued on consent or refusal of consent to hold a mass event.

Mass events, the holding of which is associated with certain risks (for example, when carrying out trade or organizing a fan zone) must be ensured by the presence of police, emergency medical, fire and other necessary assistance.

When planning and advertising events, you should also pay attention to the law on advertising (No. 38-FZ of March 13, 2006) and the legislation on the organization of fireworks (Moscow Government Decree of June 24, 2003 No. 494-PP “On the venues of festive artillery salutes and measures to regulate the arrangement of fireworks displays by non-governmental organizations in Moscow”).

Here are the main organizational components of success. It’s just a matter of knowledge and strict compliance with all regulatory norms and acts, coordinated work of the organizers and prompt interaction with the administration.

Key Definitions

Mass event- a one-time mass cultural, educational, theatrical, entertainment, sports or advertising event, requiring approval from the city executive authorities, held from 8:00 to 23:00.

Organizer of a mass event- legal entities or individuals who initiate a mass event and provide organizational, financial and other support for its holding.

Object for holding a mass event- a building or structure or a complex of such buildings and structures, including adjacent territory, temporarily intended or prepared for holding mass events, as well as city squares, streets, reservoirs and other territories specially designated for the period of their holding.

Administration of the mass event venue- a legal entity or individual who manages the object of the mass event.

note

1. Events where trade is carried out or other activities related to making a profit are possible must be provided with police, medical, fire and other escort (carried out on a contractual basis).

2. Cleaning the event venue and surrounding area, servicing mobile toilets - on the basis of a notification from the Department of Housing and Communal Services and Improvement of the City of Moscow (carried out on a contractual basis).

3. Administration of the event venue:

• adopts an administrative document indicating specific tasks for all facility services involved in the event;
• at least 5 days before the date of the event, draw up a report on the readiness of the facility;
• one day and 4 hours before the start of a mass event, together with representatives of law enforcement and fire-fighting agencies, executive authorities, conducts an inspection of the facility, including trade and public catering establishments;
• 1.5 hours before the start of the event, approves the arrangement of persons responsible for certain places, sets up a control and administrative service;
• informs at the end of the event the officials who accepted the order of consent to its holding.

4. Fireworks displays.

The fireworks display organizer (legal entity only) must have:

• a license for the right to conduct fireworks displays, as well as a copy of the diagram of the location of the fireworks display, approved by the Main Directorate of the Ministry of Internal Affairs for Moscow and the Main Directorate of the Ministry of Emergency Situations of Russia for Moscow, with the designation of the launch site and the boundaries of the security zone;
• specialists who have concluded employment contracts with him and meet the qualification requirements for conducting fireworks displays;
• vehicles suitable for transporting used pyrotechnic products and equipment;
• launching equipment for fireworks displays;
• technological documentation regulating the safety of work performed;
• permission to hold fireworks, issued by the Department of Regional Security of Moscow (the request is considered no less than 5 days, permission is issued no less than 4 days before the fireworks).

5. Responsibility of the organizers

Administrative or criminal - depending on the act.

Basic legislative acts for the organizer of mass events

1. Order of the Mayor of Moscow No. 1054-RM dated October 5, 2000 “On approval of the Temporary Regulations on the procedure for organizing and conducting mass cultural, educational, theatrical, entertainment, sports and advertising events in Moscow.”

2. Decree of the Moscow government of September 30, 2008 No. 869-PP “On measures to organize and conduct festive artillery salutes and fireworks displays in the city of Moscow.”

Organizing an event is a fun new experience, no matter what it is: a party, a corporate event, a get-together for friends and family, a wedding or any formal event. Proper organization is an important part of any event, and you can be sure that your efforts will not go unnoticed. In this article, you will learn how to organize an event, how to resolve conflicts and find a way out of difficult situations, and how to avoid problems through clear planning.

Steps

Main goals

Define your goals and objectives. Before planning begins, it is important to figure out what size the venue will be, what the budget will be, what will happen, how many guests there will be, what kind of people they will be, and decide what planning strategy will work for you. How do you want the event to look? What do you want to do?

• Once you determine what the event will be about (celebrating an event, raising money, education, sales, making suggestions), you will need to consider For what you are doing this. Understanding why will help you focus and get on with the job.
• You will also need to think about what your goals will be. It is impossible to achieve a goal if you do not know what it is. A goal will keep you motivated until the very end.

1. Select a date and time. This is one of the key planning points. If you choose a date and time that doesn't suit anyone, all your efforts will be in vain. If you choose a day that is not coming soon or, on the contrary, too soon, there is a risk that people will either forget about the event or plan their time differently. It is extremely important to choose a date that will be convenient for the majority.

   • It's best to let guests know about the event two weeks in advance. They probably won't have any other plans yet. Then you can remind about the event once or twice closer to the selected date. Choose a day until which you have 2-3 weeks left, but only if you manage to get everything done on time.

2. Choose a location. Now you know what you'll be doing and when, you need to decide which venue will suit you and check with several venues to see if the date you're interested in is available. What kind of space do you need? How will the space be used? Will guests sit in rows of chairs, on benches, at tables, or on blankets on the grass? Do you need a place to dance, a stage or bleachers? Make sure the seat you choose is the right size for you.

   • Visit the site in advance and sketch out a floor plan. You will be able to use this plan to arrange tables, organize catering, consider barrier-free access for the disabled and exit routes, as well as place equipment. Mark the location of the power source (if required), as well as the locations of external equipment (refrigerators, ice machine, barbecue, stove, etc.). Map out all outlets and places where cables will run (they can be hidden by carpet), and any items that require special attention from a safety standpoint.
   • Do you need special permission? Sometimes you need a special permit for the sale of alcohol, as well as for holding noisy events, organizing transport access, parking, and installing large structures (for example, pavilions).

3. Decide how many people you will invite. How many people is your budget for? Entry to the event is by ticket or invitation only, which simplifies planning, but late arrivals and additional participants (eg children, spouses, friends) are always possible. Remember that the more people there are, the more staff you will need.

   • Since the number of people can be a major issue, it is important to provide enough space for all guests.
   • Decide the maximum number of people that can attend your event.

4. Set a budget. Team up with a couple of trusted people and decide how much money you will need to host the event. Will you be hiring staff? Will you need to rent equipment and pay rent for the premises? How much money do you need for food and drinks? What about small printing? Decide how much money you will have at your disposal and make plans based on your budget. You shouldn't spend your personal money on something you don't have to spend it on.

   • You may be able to attract sponsorship or voluntary donations, but this does not always happen. If additional funds are not expected, it is important not to budget extra money. If the catering service costs a lot of money, invite everyone to bring their own food and drinks. You will not need staff services, but you will need to find a table, benches and refrigerators. To avoid spending money on a photographer, take pictures of each other yourself. Get creative!

5. Assemble your team. Distribute tasks among team members. If you are organizing an informal event, team members can include friends, family, and others. Organizing an event involves distributing areas of responsibility between people. Make sure everyone knows what to do.

   • Assign responsibilities while hiring staff and preparing invitations. Assign responsibility as early as possible and offer them a choice of tasks if possible. You should also have several people in reserve, because the possibility of overlap is not excluded.

6. Think through the sequence of events. It is impossible to make plans without knowing the order of events at the event. When will the speakers give their speeches? Will there be games, presentations, entertainment at the event? How long will it be before guests can eat? Come up with a detailed plan that takes into account all events.

   • Leave some time in reserve, as deviations from the schedule are possible. People may be late, speeches may be longer than planned, and the food line may be long. Of course, it is worth considering a schedule, but it is important to understand that not everything always goes exactly according to plan.

Start of preparation

1. Send out invitations. Without an invitation, no one will know about your event. Your invitation is the face of the event, so you need to take the design responsibly. The first impression of the event will be formed thanks to the invitation. Try to do everything at a decent level.

   • Consider the classic options: postcards, flyers and other small printed matter. Remember that invitations can also be sent digitally: via email, email newsletter, social media or invitation design websites. Alternatively, you can simply mark the event on your calendar.
     • If you want as many people as possible to attend your event, send out invitations via social media. If the event is only for a select few, give up social media.

2. Register all people who have confirmed their participation. You will need to know exactly how many people will come. Most likely, the number of guests at the event will still differ from the number of people who confirmed their participation, but you should at least have a rough idea of ​​what to expect. There are special sites that allow you to keep records, but you can use social networking tools (for example, Facebook) or record people in Excel.

   Consider all people. Will you need to find and hire photographers, builders, designers, decorators, speakers, sponsors, presenters, musicians, clergy, dancers, other entertainers, or outsource their responsibilities to someone else? Take all these people into account when planning so that there is enough space and food for everyone, if this is included in the arrangements.

   • Will there be food and drink at the event? If they do, know who will be responsible for preparing food, serving it, and cleaning it up. What food will be served? Will there be guests with allergies, vegetarians or vegans, diabetics, people with dietary restrictions for religious reasons, etc.? Will there be babies, children, elderly or disabled people who will not be able to eat solid food?
   • Consider whether there will be entertainment at the event and what is needed to organize it. You may need to order music equipment, sound stages or tents, decorations, lights, microphones, amplifiers, power supplies, projectors or slideshow screens, fog machines, stage mirrors, streamers, company name posters, and so on.
     • If you are hiring an entertainment company, find out if they can provide their own equipment, as well as what equipment will be available at the chosen location. Agree on a schedule. This way you will know what help will be needed from you.
   • Catering companies, florists, presenters and other specialists value their time, so you should negotiate with them as early as possible (the later you do this, the more expensive their services may be). Doing this early will give you time to find a replacement if they refuse.

3. Find a presenter. A presenter is needed to ensure that the event goes on schedule. The host makes speeches, invites you to the table, announces the start of dancing or other entertainment, and introduces the guests of honor. Agree with the host on the date and plan. If the presenter is smart, he will significantly help you in holding the event.

   • You may have to be the host. This will be more difficult because you will need to control the process until the very end. It's important to assign responsibilities to each of your assistant groups so you can delegate responsibilities to them.

4. Prepare your equipment. When hiring a crew, make sure they bring everything they need with them. It's possible that people will bring all the equipment with them, but chances are you'll have to look for it separately. Equipment can be rented, purchased or borrowed. Go through the entire list, from wipes to extension cords.

   • Decorations are an important part of any event. Tablecloths, flowers, gifts, candles, balloons, posters, banners, photo zones, red carpets and everything else need to be looked for in advance.

5. Consider how the room suits your needs. Inexperienced organizers often overlook the quantity and quality of things like restrooms, parking, wheelchair ramps, cloakrooms, storage areas, kitchens, trash cans, ice buckets, electrical outlets, and so on. Think through all the nuances in advance.

   • Also consider how people will get to the event. Will foreign guests require accommodation and transportation? Will you need to book a transfer for them?

6. Know who you will be working with. If the idea for the event is not yours, it is important to know how you will act in any situation. In order for the client to trust you, you should find out:

   • Who are the main guests? This is usually understandable - for example, the bride and groom. The client is not always the main guest. He may or may not attend the event.
   • Who initiates the event? Usually these people sit at their table and help guests get to know each other and communicate. As a rule, these people know how to create the right atmosphere and give new topics of conversation, invite everyone to dance, and introduce guests to each other. You can usually rely on such people because they will tell you all the important information, they can take the floor themselves or act as presenters. As a rule, events run smoothly thanks to these people.
   • Who will help restore order in case of problems. Know who can help you solve problems if needed. Most often, this role is played by heads of the family, guardians, managers or security guards.
   • Who makes the decisions? In most situations, you as a manager will make the decision, but there may be situations where you will need to explain something to the guests, and this will not be entirely convenient. Find out who you can talk to in case of an emergency. Most likely, you will need to communicate with the person who is paying for the event or your services and whom you consider to be your client.

Preparation before the event

1. Research the event location. Before the event, visit the venue and think about how everything will be organized. You may need additional equipment - extension cords, lights, and so on. If you can't find them right away, it will be even harder for your guests to find them. Take this into account.

   • If possible, decide where and what will go. If there is no room for everything, something will have to be given up. Talk to the venue manager to see if they can help you and ask if you have any special circumstances or requirements to consider.

2. Prepare gift baskets for your team members. Everyone will have to work hard. To thank people for their work and show your appreciation, prepare gifts. The set can include water bottles, granola bars, chocolate, small souvenirs and anything else you see fit. This will strengthen team spirit.

   • Prepare badges or small souvenirs that will remain as a memory of the event. Make sure everyone can eat and drink on time. Try to see your employees as a resource that you can use in the future.

3. Contact all team members ahead of the event. It's important to make sure everyone knows what to do and is willing to work. Give everyone clear instructions regarding arrival times and hand everyone your contact information. If no one has any questions, we can proceed.

   • Check if everyone is ready to go. Not everyone will be able to tell the truth, so try to draw your own conclusions. Do people appear confident and ready to work? If not, reassure them, go over all their responsibilities again and ask a couple of questions. If you doubt that someone will cope with their tasks, pair them with a more experienced employee.

4. Prepare a list of contacts and other papers if necessary. Your self-organization is also important. If you are prepared, you can save any situation, but if you are not, things will get out of control. Here are some ways to prepare:

   • Make a list of all the phone numbers and addresses you need. Did the pastry chef think that you would take the cake yourself? No problem - call Masha, who lives nearby, and ask her to pick up the cake on the way to the event.
   • Make a list of everything. Go through the lists and check what items, equipment and people are missing.
   • Prepare all invoices and contracts. The better you prepare, the fewer problems you will have later.

5. Try not to change anything at the last moment. Do you feel like the client will try to make adjustments until the very last moment? When organizing weddings, clients often ask to change something in the design at the last minute. Set a deadline for making amendments. As a rule, the maximum period is a week before the event. Before this deadline, changes can still be made without significant damage to the budget or organization.

   • If the changes are minor and do not involve additional costs, do not refuse to make these changes. Try to treat the client with understanding, since he is waiting for a very important event for him.

Activities during the event

1. Get everything ready. Arrive at the event site before everyone else. Make sure everyone arrives on time and call those who are late. Help people who need help and provide guidance where needed. Do not interfere if your presence is not needed somewhere. Make sure that no one is injured.

   • You will feel better if you make a to-do list and go through it. Give the list to each team: those you hired; those who are responsible for decoration and furniture arrangement; those in charge of the equipment. Make sure everything is in place.

2. Delegate work. Don't be afraid to delegate responsibilities. It is impossible to do everything, so you need to distribute responsibilities. If someone is bad at their job, give them another one. Your task is to distribute the work correctly. You don't command or violate personal boundaries - that's what you were hired to do.

   • Be polite, but speak firmly and confidently. For example, like this: “Maxim, I need your help with catering. Thank you.” Your team must work together. To make it easier for everyone, take on the role of the leader that you should be.

3. Know how to adapt. Try to stay on schedule and find a way out if you can’t keep up with the schedule, but the most important thing is don't worry about it. If you start to get nervous, you will lose control of yourself, and nothing good will come of it. If a speech goes on for 10 minutes and the speaker ignores your signs, relax. You'll just serve the drinks a little later and no one will notice. Nothing bad happened.

   • Any overlays are possible. It is impossible to plan for everything, and the sooner you learn to accept this, the better. A calm event manager can solve any problem, but an agitated one cannot. So don't be nervous and let things take their course. The event will end soon!

4. Keep everyone updated on what's going on. On the day of the event, check the number of guests and all other details. If something needs to change, let the people in charge know as soon as possible. You should be the first to notice any problems.

   • Ask clients how they are feeling. They may be nervous, worried, bored, happy or worried about something, and talking to you can help calm them down and motivate them to do something. Encourage guests and your team members as needed.

5. Mind your own business. Assume that each team member is able to cope with their task: if you entrust them with something, then they will cope. Offer help if needed, but everyone on your team should be experienced enough not to need that help. Remember the following:

   • Greet all guests at the entrance. Once the event begins, allow the host to engage the guests. Your task will be to solve problems and control all processes that guests cannot see (cooking and other tasks).
   • Observe the guests and talk to the host from time to time in case any plans change.
   • Keep your distance from the main guests of the evening. This is their holiday. But be prepared to check with them at appropriate moments whether they are happy with everything and whether they have any requests or wishes.

6. If the event is for promotional purposes, prepare souvenirs. Guests should remember this evening, but most likely you need not only this. You probably want guests to visit your site, make a donation, or tell others about your company. To make the event memorable, prepare souvenirs. This could be a picture, a flyer, a pen - something that will remind guests of you and your event.

7. After the event, congratulate yourself. It seems that the event takes place by itself and no one sees the preparation. Praise yourself - you deserve it! But it’s too early to relax - the work is not yet completed.

   • After the event, take time to meet with the client and thank them. Give the client a small gift in honor of this event - such little things always make meetings more enjoyable. In addition, this will make the client more willing to recommend you. Give flowers or a framed photo of the evening (such as the ribbon cutting, performance highlight, awards ceremony, bride and groom kissing, blowing out candles on the cake) or any other gift that would be appropriate for the occasion.

8. Clean up and go home. Try to leave the place in the same form as it was before you. Tell your team it's time to clean up, and don't leave until the cleaning is complete. Remember that you have to participate too.

   • This is not only polite, but will also allow you to avoid unnecessary expenses. Many places include cleaning up after the event in the bill. Try to avoid hidden costs.

9. Arrange for the return and payment of all equipment and thank everyone you worked with. You may have to do this later. Ask the client how he enjoyed the event. Even if you get paid later, thank the client for the opportunity to work with them and ask for their business card.

   • Thank your team members. Make sure everyone gets paid. Collect the checks and take care of everyone. You must be the last one to leave the room.

Problem solving

1. Know what to do if guests are late and how to deal with other problems. People are often late, and you should be prepared for this. As a rule, delays are difficult to avoid (due to the unpredictable nature of traffic jams, for example), but guests who arrive on time take them in stride. To avoid unnecessary difficulties:

   • Make sure the invitation clearly states the time. If you ask guests to confirm attendance, ask them to confirm the time as well. Contact the host, guests (usually the most important ones), entertainers and kitchen staff if you become aware of a problem that is difficult to resolve quickly. If the main guests (for example, the bride and groom) are late, you can do the following:
   • Contact latecomers yourself and ask for an approximate arrival time. Notify the kitchen of the new time so staff can slow down or speed up work.
   • Do not inform all guests that the start is delayed due to the guests being late (everyone will understand this themselves). Tell the main guests that you are aware of this. Explain what you intend to do, but give people the opportunity to decide for themselves as they know each other best and can make decisions that work for everyone.
   • Keep an eye on the clock as everyone must make their speeches. If your main guests are late, offer people snacks or drinks to keep them from getting bored.
   • If guests are very late and you cannot wait for them (for example, because some dishes cannot be served later), start the event on time, and when late guests arrive, serve them the same food that everyone is served, even if it is dessert.
   • Invite everyone to dance, play, give a speech, or arrange any other entertainment, especially if it involves music. Ask photographers to work with guests until late arrivals arrive. Come up with a backup plan the day before the event.
   • If guests specifically want to come later, treat this as the guests' choice, not as your failure. Your task is to deal with those guests who have already arrived. Act as if there is no problem.

   • Know how to solve food problems. These problems rarely happen if everything has been thought out in advance, but sometimes surprises are possible: a child may spill food or some kind of mishap may occur in the kitchen. Find out in advance what kind of guests will be at the event so you can plan the layout of food tables and guest seating.

     • If there is a spill somewhere, it should be cleaned up as soon as possible for safety reasons, even if you have to move the carpet, any decorative items or furniture. If the stain cannot be masked (for example, if it is an antique item), it is better to remove the item with the stain. If you have spare furniture, use it. If not, arrange the rest of the furniture so that the absence of one item is not noticeable.
     • The food area can be fenced off with a rope fence, curtain or screen. This can be useful if the appetizer plates barely fit on the buffet table or if you plan to display what will be served later. Some guests may assume that food is served in unlimited quantities and can be taken on their own, but this is not always the case.
     • Change the menu. If some part of the dish cannot be served (for example, a side dish is burnt), eliminate it, replace it with another, or reduce the portion so that there is enough leftover side dish for everyone. At the same time, you need to increase the portions of other foods. Communicate the decision to those responsible.
     • There shouldn't be any surprise vegetarians, teetotalers or guests with allergies if you've thought things through in advance, but it's not uncommon for people to bring relatives or close friends without telling them in advance, especially if the event doesn't have a strict invitation limit. As a rule, such problems are easy to solve. Greet guests at the entrance and ask if they have any food preferences. Communicate any preferences to the kitchen as soon as you become aware of them.
     • If more guests come than you expected, arrange to prepare more food or buy more groceries if necessary. As a rule, the kitchen has a stock of food to account for possible spoilage, and more often than not there is more food than needed, not less. You can reduce portions and serve more bread, salad or vegetables, foods that you can quickly buy at the supermarket.

   • Know how to solve problems with children. Don't make the mistake many managers make - remember that children have the same needs as adults: they want to have a good time and not be bored. Parents are often offended if there is no entertainment for children at an event. It is best to ask all guests who plan to bring children to notify you of this when sending a reply to your invitation.

     • For young children (under 10 years old), it's best to offer food or snacks early because dinner usually doesn't start until 8 p.m., which is much later than children typically eat. Food should be interesting and healthy for children, but also as thoughtful as food for adults - parents will appreciate this. Eating nutritious food for children will make things easier for parents so they can have a relaxing evening.
     • Children over 10 years of age can usually be served adult food and portion sizes the same as adults, although children most often do not eat the entire portion. With parental consent, offer children a children's menu if they don't like adult food. Teenagers often choose the same foods as children because they are simpler. For this reason, some establishments are renaming children's menus to alternative menus. Discuss children's menus and entertainment options for children and seniors in advance with the main guests.
     • Provide a private place for women with babies to feed and change them, as well as a place for small children to sleep if they get tired.

   • Know how to deal with rowdy and inebriated guests, as well as people trying to get into an event without an invitation. Ideally, this can be avoided, but not always - problems can occur at corporate and family events. Often nuances emerge that you didn’t know about and couldn’t know about, so be prepared for anything.

     • Ask the client and the main guests about possible scenarios for behavior in such cases. If it's not appropriate to discuss this with them, talk to other people in charge to avoid seating problems. Assign responsibility for these situations, monitor the situation and be ready to intervene if necessary. Strictly speaking, your responsibility is to run the event, but you are not responsible for personal issues of guests. For this reason, you should find out who you should contact if an unpleasant situation arises.
     • Since it can be difficult to refuse alcohol to a guest who has already had too much to drink, as well as interacting with a guest who is acting aggressively, it is best to let one of the guests resolve the conflict. Only call the police if the main guests approve. Even small events often involve a lot of alcohol, so it's important to always be alert.
     • Situations with people who try to get to an event without an invitation are always quite difficult. In this case, it is best to calmly ask them to leave the event, but first check with the main guests whether these people are indeed not on the invitation list. If people are acting aggressively, it is your duty to protect guests to the extent possible. Call the police or security if uninvited guests do not leave despite your requests.
     • Guests often ignore the seating chart and sit where they want or next to those they want to sit with. Ask the main guests if this is acceptable. It is best to discuss everything with clients in advance. If seating is required, do not allow anyone into the dining room until dinner begins. Guests are often in the lobby, foyer or bar until dinner. If some people should not meet due to family differences, you can divide people into groups and lead them to their respective tables separately.

   • Know what to do if the weather gets in your way. Sudden rain or snow is possible in some areas, as is extreme heat or cold. Generally, the weather is not a big deal if the event is held indoors, but with outdoor events it gets more complicated. If bad weather is expected, move the event to another location. If this is not possible, rent a large pavilion or tent (although this option can be expensive if booked at the last minute). Monitor the weather in preparation for the event. In the event of bad weather, it is extremely difficult to correct the situation, so do everything in your power to prevent problems.

     • Some countries have insurance against bad weather and other problems. If the weather in your area is unpredictable, have a bad weather plan in place. Find out the cost of insurance and moving the event to another location, as this will help you prepare your client for possible additional costs.

• Keep essentials such as tissues, fire extinguisher, first aid kit and other items in one convenient place. If all goes well you won't need them, but for larger events it's best to have them on hand just in case.
• If any of the guests or speakers are tired or jetlagged, check with them or their assistants to see if they need a spa session, a massage, or anything else that will make them feel better. If they haven't eaten in a while, you can send them lunch, and if they don't feel well, pills (for example, in the case of a headache due to stress or a stomach ache due to a flight). Tired guests or speakers are ways to ruin any event, no matter how hard you try.
• Make sure everyone can see the stage and hear the music or performances.
• Remember that it is a great honor to be involved in organizing someone else's event, even if the process itself turns out to be very nerve-wracking. Your work can make many people happy and give them unforgettable experiences. This experience will also be useful for you, as you will gain many new skills.
• You can give a speech yourself or even dance with someone if it makes the event more interesting. It is important to be able to delegate your responsibilities in case you need to participate in a dance or give a speech. It is important that there is no silence at any table.

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