Tips for Successful Events
- Know exactly what you want to accomplish with your event.
- Events can consume a lot of energy and money, so before you jump in, determine if it makes sense to hold the event.
- Begin planning for your event EARLY.
- The sooner you begin planning, the better it will be for you. Large and complex events can take a year or more to plan effectively. It is especially important to reserve your space and notify Dining Services as soon as you have your date set.
- If you are not detail oriented or able to multi-task – Get Help!
- Planning events involves an unbelievable amount of details and the ability to juggle many things at once. It also requires problem solving abilities since there are so many things that can go wrong. Fortunately, UNCG has event managers that can assist you, contact Events Management & Conference Services in DCL (256-CALL) for details.
- Create a realistic budget.
- If you have never planned an event before, you will find out quickly that fees and incidentals can quickly add up. Find out if there are additional costs or fees involved that you might not have considered.
- Know what is going on at the University and near the space for your event.
- Look at calendars to find out if there are events already scheduled that could interfere with the success of your event. If there are several large events being planned, convenient parking could be an issue. Also, if you have an event that needs a quiet, serene atmosphere, make sure that those holding events next to yours are not planning on being loud. How do you find out? Ask the reserving office, or get in touch directly with the group and ask.
- Make sure that the space you want is appropriate for the event.
- Check out the space and talk to the Reserving Office.
- Be positive about being negative - think of things that can go wrong and have a plan just in case.
- Things can and do go wrong. By running through likely scenarios, you will be well prepared to handle most problems. From knowing where to get an extra data projector to having extra batteries on hand, you'll be glad that you thought of backup plans for your event.
- Get into the habit of double checking everything.
- You have a picture in your mind of the "perfect" event. Unfortunately, sometimes it is hard to transfer that image to someone else. Don't assume anything. Make sure that what you have attempted to communicate has been received. Be available before your event to walk through and make sure that everything is correct.
- Test equipment before the event.
- Is everything is in working order? Make sure that you have a contact name and number for special equipment such as sound, lighting, and teleconferencing. Have backup plans for common items such as laptop, data projectors, microphones, and laser pointers.
- Find out if the speakers know how to turn on and adjust the microphone.
- We have all seen people struggle with too high or too low microphones. Try to adjust the microphone before the event. If there are multiple speakers, you will want to make sure that the microphones don't become a distraction to the speaker or the audience.
- If the event is to be held outdoors, have a backup plan for bad weather.
- Don’t forget to evaluate the event right away.
- Documenting the things that were effective as well as what needed improvement can help you or others with future events.
- Show your appreciation and give thanks to those that have provided above-and-beyond service in helping you have a successful event.
Send your event planning tip suggestions to Barbara_Tookey@uncg.edu.
More tips coming soon – please check back.
