Yesterday, I had to give a conference about how to plan & organize an event at the Notre Dame University (NDU). That was my second conference in my life but the first one I felt more comfortable and relaxed. I started my presentation a bit distracted but then it worked well.
The presentation length was 30 minutes including the question period. Today I would like to share it with you, and soon will have the DVD posted as well. As usual I always like to share everything with you my readers.

The presentation content points were the following:

Index

• PRE-PLAN
• PLAN
• ORGANISATION
• TIPS

Pre-Plan

• What’s Your Situation?
• Setting Goals.
• Type of Events
• Set your Budget
• Sponsors List.
• Spreading the Word!

What’s Your Situation
Every campaigner is in a unique position. Your country situation, religion, culture, social and economic circumstances, aspirations and interests will determine your approach. Recognizing your situation may help you decide on the best actions to take.
Ask yourself:
Do you live in a country that has been affected by war? Do you live in a country affected by landmines? What actions are appropriate to take in your community?
Setting Goals
When planning an event it is important to define your goal. Why do you want to hold an event? What is the purpose of your event? Establishing a specific goal in the beginning stages of your planning will ensure a more focused and successful event. Also, discuss who you want to target with your event. Choosing your target audience can help narrow your mission and goal.
Spreading the Word
What is the purpose of organizing campaign events and activities? Are you hoping to raise awareness and encourage people to support children cancer? Events need to be publicized to draw an audience that can get informed and act! Using the media is crucial to spreading your message, as are developing and using your own publicity tools.
 

PLAN

• Fix the Date & Venue
• Promoting and Recruiting for Your Event
• Tickets
• Event Time Line

Fix the Date & Venue
Your event Date can affect your event success in many ways.

After pre-planning your event and defining the type of event and people attending your event, it is easier for you to choose the right Venue which will support the estimated number of attendees. When the Venue is chosen, so is the decoration theme gets ready with the sound and light people.
Promoting and Recruit

It’s time to get the word out!
Every event should be promoted in its best way, based on your goals and mission.
Here are some ways to publicize your event:

• Prints
• Radio
• TV
• Online

The key to a successful large event is getting others involved.

Recruit volunteers who knows how to apply their jobs in the event, and than split them into groups with leaders.
 
Tickets

Your tickets have to be priced, depending on your event type and audience type.

Free invitations should be given.

Point of sales.

Refund policy.

Time Line
Your event time line should be planned and prepared before the event. Have the right speaker, artist or DJ available on time.

You have to choose the best timing for each part of your event, fire breathers, fire showers, dancers, etc…

ORGANIZATION

After pre-planning and planning the event well, it will become easier for you when it comes to the day of the event.

Everything is prepared, the implementation will just start under your supervision and team. The venue decoration, sound & lights installation, etc…

Doors system should be prepared and non-negotiable for any changes.

Final tests/rehearsals for the sound & light before the time of the event.

On site meeting for all the working crew, to check out that everybody is there and ready to fill out his place, so no surprises at the end.

Doors open to the public, and expect anything that might come out the last second.

TIPS

Follow up after your event, and evaluate. Remember in every big event there is mistakes to learn from.

Ask your self and your group members, what went wrong after the event.

Get people feedbacks during and after the event.

Chose the right person to be on site decision maker if you cannot be.