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HOW TO ORGANISE A SHINING EVENTBy S. Magombedze,
[email protected]
IntroductionAn event is any activity that requires you to make
arrangements before the program can
actually take place. It may be anything from an introductory
meeting to a conference. Nomatter how small or easy an event may
seem some forethought is required. Asuccessful event is the result
of a major investment of time and sound planning. Sincemany
dynamics and factors are involved working with assumptions has to
be avoided.As such this article recommends intense thought,
rigorous and proper planning in theperiod before an event
starts.
Have good event pre-planning processes
1. Have a clear vision for the eventThere is need to create a
vision for what the event will look like. In pre-planning
(planning that is done before the event commences) one should:a.
Declare the events purpose. In other words be clear about why you
arehaving the event. The event purpose will help you from drifting
off.
b. Identify the key driver of the event and stick to it. [It can
be to wed to people,or get people save, etc.]
2. Have a clear picture of the People, Resources and Activities
in the eventa. Decide who will be involved and assign specific
responsibilities to each
volunteer in the committee. All key areas of responsibility have
to bemonitored and supervised regularly. There might be a need to
havesubcommittees for different areas
b. Determine the amount of available funds and the amount you
are willing tospend. Consider and contact potential co-sponsors for
your event and decideeach co-sponsors responsibilities
c. Know who your intended audience is and determine a realistic
expectation ofevent attendance in terms of numbers and the type of
people
d. Identify potential locations where the event could be held.
Apply for and besure to receive a written confirmation that the
event spaces you want areavailable for you to use
e. Begin developing an effective advertising campaign
3. Have means of measuring and monitoring event progressa.
Develop a realistic timeline for beginning and completing the
various
components of the planning processb. The 7 questions: What, why,
how much, who, how, when, where must be
asked at all times in the planning process to ensure that all
areas are coveredand justified for.
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c. The three key factors of an excellent event: Time factor,
Quality factor andCost factor have to be closely monitored and
controlled effectively throughoutthe event planning process.
The Event Planning Iceberg Theory
Fig 1. Diagram showing the Iceberg Event Theory
The Iceberg Event Theory states that the final event, what
people see is only the tip ofthe iceberg. A lot of planning,
processes, systems and resources go into theorganization process of
the event. The event that people will see is only the result of
allthe major inputs that went into the organization of the event.
As such, the planning
phase is the real iceberg. If done with the necessary rigor and
diligence, the event is amasterpiece.
In other words events do not fail on the day of the event, but
in the planning process.The navigator who sees the tip of the
iceberg, if he ignores the bulk of the mass underwater will sink
the ship. A successful event is evidence of the quality planning
that theevent process went through.
Actual Event
Pre-Planning
Skill
Workmanship
Every thing that
people will see
Every thing that
people will not see
Excellence
Quality
Attitudes
Knowledge
Finances
Systems
Processes
Procedures
Resources
Plans
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Conclusion
In conclusion, a good event is a result of proper pre-planning
and it is easy to run andcontrol. Proper monitoring and evaluation
of an event will distinguish a successful froman unsuccessful
event. An event with properly monitored processes will always
shineout. Having monitoring and evaluation tools will aid you in
identifying the iceberg issuesand help you respond to them urgently
thereby producing an excellent event. Finally,investing quality
time in pre-planning, avoiding making assumption and dealing with
theiceberg areas will guarantee that you will have a successful,
shining event.
ReferenceMIT, 2004-6, Guidebook to Planning Events
