Events have always been part of the PR practitioner’s tool kit but if you’re new to organising them or are ready for a refresh, here are some handy hints to make your management skills top draw. Just don’t forget Hiscox as your insurance provider along the way!
Hiscox is a proud supporter of The Patron’s Lunch and will play its role as the official insurance provider for this street party extraordinaire.
The event is expected to attract 10,000 people and will take place at The Mall in St James’s Park to celebrate the Queen’s patronage of over 600 charities and organisations on her 90th birthday. There’s no doubt the whole day will be planned and implemented to perfection.
Here’s how you can sharpen your event management skills so they become your very own crowning glory.
1. Be clear on your objectives
Always make sure you know exactly what your event needs to achieve and on what terms you’ll be evaluated. Only by knowing what the desired outcomes are can you design something to suit. This includes setting out who your audiences are and running through the faithful what, where, when and why checklist.
2. Plan like a pro
A pro knows exactly what can and can’t be done and will step away if there isn’t a reasonable timeframe to work within. Consider the different stages right through from ideas to budgeting and logistics and you can see why even smaller events usually require a good three months of planning from start to finish.
Add time in for all the elements you have to handle. If you’re responsible for exhibition materials, entertainment, comperes, invite list management and overseeing sub-contractors, your schedule needs to be realistic about when each of these elements can be delivered.
Always keep in mind who it is you’re targeting. For example, when organising something for the media, be thoughtful about publishing deadlines and avoid clashes with big events that might dictate editorial agendas.
3. Roles and reporting
If the event is a sizeable one, create a core planning group of people you trust. Clarify roles, actions and deadlines to avoid key tasks slipping through the net and have regular updates to ensure everything remains on track. This includes building in time for regular reporting and a debriefing session after the event to share feedback and learnings.
4. Get your governance right
Risk assessments, contracts, insurances, health and safety, permissions and licences all form part of the event management process and can easily be missed. Making sure you have covered all these things and considered issues such as transport and accessibility greatly reduces the likelihood of something going wrong on the day.
5. Publicising the event
If your role also includes publicising the event, there are additional considerations to factor in.
Media relations offers a great way to spread the word but don’t forget social media as well as self-publishing via blogs or even broadcasting via YouTube or Vimeo.
While photography is usually on every event planner’s list, apps like Periscope and Meerkat offer video streaming for during the event and are also worth taking into consideration where resource is available.
To learn more about the types of events we cover, visit Hiscox Events Insurance.