This document provides guidance on organizing successful events. It outlines various types of events that an organization may hold, including annual graduations, receptions, conferences, and visits. Detailed event planning is important, including establishing timelines, allocating tasks, and managing databases for invitation lists, RSVPs, seating charts. Invitations should be personalized, printed, and clearly indicate event details. Health and safety, risk management, and positive public relations should also be considered. Overall, planning, flexibility, and customer service are keys to ensuring events run smoothly and achieve their objectives.

1. Organising a
Successful Event

2. What is an Event?

3. Annual Events at Queen’s
• Summer Graduation
• Winter Graduation
• Remembrance Day
• 25 Years’ Service Awards
• New Staff Receptions
• City and Guilds Awards
• Queen’s Carol Service
• Head Teachers’ Dinner
• Scholarships Reception
• 3 Roadshows per year
• Queen’s Open Days

4. Other Types of Events
• Official openings
• Special conferences
• VIP visits
• Lectures
• Dinners

5. Summer Graduation
• 12 Ceremonies 1,200 guests per ceremony
• 7 Garden Parties 3,000 guests per day
• 5 Lunches
• 2 Dinners

6. Any fool can organise an event?
• What makes a good event?
• The key to successful event management is
attention to detail

7. What things do you need to
consider when organising an
event?

8. Before organising an event it is
important to answer some
fundamental questions
• Why are we having this event?
• What do we want to achieve?
• Who is the target audience?

9. Preparing a Critical Path
• Set the timetable
In an ideal world allow 12 weeks from
commencement to completion
• Allocate tasks to dates
• Prepare database
• Review progress on a week by week, then day
by day basis

10. Database Management
• Plan database carefully
• Use a dedicated database for every event
• Data Protection

11. What will you use your
database for?
• Invitation List
• RSVP’s
• Place Cards
• Table Plans
• Recording guests’ special needs
• Briefing Relevant people

12. Invitations
• Printed invitations
• A letter of invitation

13. Printed Invitations
• Should carry branding
• Should be personalised
• Date, time and place should be clearly indicated
• Should carry advice on how to reply

14. Letters of Invitation
• Should be personalised and carry a signature
from the inviting party
• Should be as concise as possible
• The time, date and location should be in the
opening paragraph
• Advice on how to reply should be clear and
obvious

15. Health and Safety Considerations

16. What is Risk?
• Any event that impacts on the achievement of
your objectives
What is Risk Management?
• Managing threats and opportunities so that you
are in a stronger position to deliver your
objectives

17. Risk Management Cycle
Identify risks
Evaluate risksReview risks
Assess risks
Implement
actions
Plan appropriate
mitigation actions
Allocate
responsibility

18. LIKELIHOOD
• Consider financial, service delivery, reputation
• High / medium / low
• Subjective
• Focus on high likelihood, high impact
• Monitor other risks
Risk Evaluation
IMPACT

19. Creating a Corporate Feel
• Badging
• Place cards
• Table plans
• Menus

20. Positive Public Relations
• What do we mean by public relations value?

21. Publicising your event
• Prepare a press release
• Book a photographer
• Brief the relevant media
• Seek professional assistance

22. Customer Care
• Is the customer always right?
• Think of all your guests as customers
• Put yourself in the customer’s shoes
• Put the customer first

23. Things to Remember
• Planning is the most important thing
• Be realistic about what you can achieve
• Expect the unexpected
• Enjoy the event yourself
• Keep your sense of humour!

24. For Details and Appointment contact:-
Parveen Kumar Chadha… THINK TANK
(Founder and C.E.O of Saxbee Consultants & Other-Mother
marketingandcommunicationconsultants.com)
Email :-saxbeeconsultants@gmail.com
Mobile No. +91-9818308353
Address:-First Floor G-20(A), Kirti Nagar, New Delhi India Postal
Code-110015