Event Planning

Effective event planning doesn't have to be hard; these suggestions will make planning easier and will ensure a successful event.

Why have an event?

This is the first question that you should ask yourselves. Prior to planning it is important to determine who you will attract to the event and whether the audience would be interested in the event. Group members should share this common vision. They will form an overarching conception of the path your group will take. Every group member should be aware of this path.

What do you want to achieve with this event?

Goals should be endorsed by all members
The event should offer tangible benefits to group members and participants
What will members of your group take away from planning the event?

Backwards Planning

Backwards planning is a strategy to law the groundwork for your event. Begin with an assessment of what needs to be accomplished following the event, during the event and before the event.

Take time constraints into account in your planning. How much time will you have to invest create and carry out a successful event? Do you have enough time? Are you over committed?

Meetings should create a vision, set goals, and delineate individual roles. Plan 1-hour meetings, each with a clear focus.

Planning Checklist

Assess your target audience before planning begins
Set specific goals for your event
Think about working with another group
Plan the event logistics (budget, room booking, sponsorship, and finalizing contracts) and make a backwards plan
Have a well planned and thought out promotional strategy (use all sorts of avenues - social media, posters etc.)
Don't forget the day details and make a checklist to ensure no detail is missed

The Details

Here are suggestions to set your event apart:

Provide clear directions to participants and presenters; for example, location details, public transit, and parking information
Create an inviting atmosphere by greeting presenters upon their arrival and helping them carry materials
Ensure accessibility for guests and attendees with special needs
Test all A/V equipment at least an hour beforehand
Have a moderator put a formal close to the event through some final words
In order to improve your next event, use feedback sheets and write self-evaluations. Evaluations should include whether the goal of the event was achieved, what can be improved upon, and a final financial account of the expenditures for the event.
Immediately following the event it is important to register your appreciation with those who attended it. Thank you emails should be sent out within 48 hours.

University of Toronto