Always leave yourself plenty of time to organise even a simple business function. At JWM we like to give ourselves a minimum of three months to organise forums and workshops, with six months or more for bigger and more complex events like major conferences.
Start by developing a strategy that sets out the purpose, objectives, key audiences, main messages and action programs. Then prepare a
step-by-step list of activities to provide a checklist for everybody working on the event.
Set out the timetable under headings like: (1) Develop focus and outline. (2) Recruit and brief speakers. (3) Design invitations. (4) Invite and follow-up participants. (5) Prepare conference materials.
(1) Develop focus and outline
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Brainstorm with colleagues to develop a general outline of the event.
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Decide what materials are necessary (eg; conference folders, programs).
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Select and book venue, including refreshments, seating, presentation equipment and refreshments.
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If a busy or awkward location, check parking availability and access details.
(2) Recruit and brief speakers
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Identify a list of potential speakers and/or guest of honour.
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Contact them to gauge their interest.
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Send a letter formally inviting the potential speaker(s), clearly outlining the event�19;s objectives and their role.
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Send speaker(s) a letter confirming details.
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Look after the transport needs of your speakers.
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Finalise date, times, venues.
(3) Design invitations
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A general rule of thumb is to invite three times as many people as you want to come.
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If you are printing invitations, it will be necessary to allow an extra month to develop suitable words, brief a graphic designer, agree to the design and have the invites printed.
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Include who�19;s, what�19;s, where�19;s, when�19;s and why�19;s; RSVP date; contact name and number; and parking facilities.
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For major events, accommodation, transport, facilities, and dress details may need to be included.
(4) Invite and follow-up participants
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Compile a guest list, making sure names, titles and addresses are checked.
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Send invitations at least eight weeks before the event.
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Send an additional reminder notice four weeks before the event.
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Make sure you brief a staff member on setting up a database to record acceptances/enrolments and declines.
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Follow-up invitees to see if they can attend or are willing to nominate a substitute around three weeks before the event.
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Prepare name tags and/or place cards.
(5) Prepare conference materials
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Write copy for folders, programs, brochures and leaflets.
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Liaise with a graphic designer once conference materials are decided.
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Develop a program detailing times and locations of activities.
(6) Organisation and administration
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Depending on the size of the event, you will have to work out in advance:
- A table for speakers.
- Staff to greet and assist invitees.
- Outside activities such as tours.
- Photography.