24 hours before Event Day:
1. Stay calm.
You got this. It's crucial to keep a level head and not get caught up in a mental sweat. You've been preparing for months! Everything will be fine. The calmer you are, the calmer your team will be, and the more smoothly the event will go. Besides, it'll all be over shortly.
2. Do one last check-in with your team.
Make sure you communicate with everyone on how to reach the venue and the time. The last thing you want is your entire team calling you at once the day of the event wondering where the heck the back door is.
3. Check all invitations and responses.
Create a list of invitees in a spreadsheet and get a tally for heads.
4. Go to the venue and check if everything is ready.
Is the room clean and available? Is all the electronic equipment set up and does it seems to be working? Can you pre-load any equipment, if need be? Do all the team member are reasonably prepared?
5. Make participants' kits.
This kit might include a bottle of water, a snack bar, note paper, a pen, a brochure and any information they may need. It is also a good idea to include small program schedule. This is a nice touch that really convinces people that this is a well thought-out, organized event. And it makes them feel appreciated.
6. Make a running sheet.
This is a list of all the necessary information sorted by time and/or room. Prepare a minute-to-minute agenda for important activities. The format for this is up to you. Just try to keep the amount of information on it to a minimum so it's easy to read.
7. Make a checklist of the things to be taken to the venue.
How terrible would it be if you got there, everything's there, everyone is there, and you realize the only thing that's not are the 12000 cups you forgot at your house? Bummer. Now you've just ruined everything. So make your checklist, check it twice, and bring everything that needs to be brought.
This is the day you will wake up very early by yourself may be 2:00 am or 3:00 am and will be feeling very happy, free and will just imagine how wonderful it is going to be. It is the moment you will feel awesome as your plan is coming true and under your flawless execution.
On this day being a manager you need to check frequently that, is everything going very well or not. Frequently meet with sub committees’ leader and check weather it is in track or not.
“Is everything going well?”
On this day you have some things to be done...
1. Arrive early to the venue with your team members and volunteers.
Check that everyone is there and all electronic equipment is in working order. Any last minute questions? If there's time, pass out the Mountain Dew, give a pep talk, and break! You got this. You're so prepared.
Make sure the organizers are wearing a distinct badge or some other noticeable implement so that participants can find help if needed. Sometimes khakis just aren't enough.
2. Set everything up. Inside and outside.
Do you need balloons on the mailbox? A poster board on the corner? What about on the doors and through the hallway? If your guests have to wander through a veritable labyrinth, the more signs, the better.
Welcome banners and other info in front of the building will be especially useful. You want people to be able to see from the street that that's the place they should be. No questions about it!
Make a reception and registration counter. When guests walk in the door, they should see exactly what they need to do. Otherwise they'll be floating around unsure and ill at ease. And remember that reception committee we talked about? Have someone at the door to welcome them in and answer their questions.
3. Make sure the people who matter know what's going on.
If a speaker is running late, there needs to be stalling. If eating is taking longer than accounted for, they need to be alerted to the schedule changes. Very rarely do events go completely as planned -- so as you deviate from your course, make sure the lines of communication are open.
4. Take photos!
You may want something to remember of your own. And seeing someone walking around with a camera can get people excited. Take note of the sponsor banners, your banner, the entrance, receptions, etc. Maybe you can use it for next year!
Have a friend or a professional photographer take care of this, if at all possible. You have enough on your plate! You'll need to be schmoozing and boozing your guests, so have someone else takes care of the photo stuff.
“This shot is going to be perfect.”
5. Update about event in website/ social media/ media:
You need to let other people who couldn’t participate to know what’s going on with your event through different means like website, social media or media.
6. Give a takeaway.
You probably planted something in your guests' heads and want them walking away either thinking something, wondering something, or looking to take action. So have a pamphlet or something they can take with them that they can personally do after the event.
Part of this could be a forum for feedback. Offer them a way to follow up and say what they thought, how would they might make improvements, and what they'd like to see next time. And, of course, how they can get involved.
7. Clean up the place!
Check the electric meter, remove the banners, tables, etc. You want to leave the place as good as when you found it -- especially if you paid for the venue and want to ever come back. They may charge fees that could otherwise be avoided. Divvy up the jobs so it all goes as quick and painlessly as possible.
Check to make sure nothing valuable has been left behind, and if so, form a lost and found.
If you have damaged something, let the venue's contact person know. It's best to be honest and forthright.
Take care of the trash to the best of your ability. Maintenance will take care of everything from there.
Post Event Duties:
”Cheer’s Up! Finally, we made it.”
While you need to conduct a thorough evaluation and update your budget, there are post-event publicity, fundraising and member development opportunities that you can take advantage of
with just a little pre-event planning. Here are some of the activities you might consider once the event is over:
1. Financial status:
Gather all receipts, documentation, final registration data, etc. and update budget
2. Say thank you or send thank-you’s and acknowledgement letters to:
In your thank-you notes, be sure to remind the recipients of the event’s success – and how they contributed (e.g., dollars raised, awareness - number of participants, etc.).
Depending upon your event you may also organize thank you party to make sponsors to feel appreciated for making a difference in a good cause.
3. Post-event publicity.
It includes fundraising event, awareness event, educational event, networking event, etc.
For more details have a look at:
4. Conduct a Post-Event Survey
to learn what people enjoyed about your event, and where you have room to improve.
5. Follow-up Communication with Event Participants
6. Reach out to event participants
Thank them for participating and promote your ongoing programs and how they can support you throughout the year by joining, volunteering or making a sustaining donation.
7. Conduct a thorough evaluation
Post-review meeting to perform better next time
After all is said and done, what would you have done differently? What worked and what didn't? Would you ever choose to organize an event like this again? What have you learned?
If you receive feedback, go over it. And if you're not getting it from your guests, ask your crew! What did they think? Did they at least enjoy themselves? It was the free granola bar and pen, wasn't it?
“So, how was our event?”
Cheers Up! We did it.
I hope now you have been able to coordinate any event that you have set up in your mind since long time. I hope to participate in your event.
Have a good time!
Mentor for Social Event Management and Coordination with local and national agencies.