Organize an event, how do you start? What tools are available to develop your event? Format organizes all kinds of events every year, from RADAR weekends to study days and a team day. We have therefore collected quite a few tools, tips & tricks that we would like to share with you.
Before we give up our tools, let's take the Peter Decuypere event tips. Peter is a founding father of, among others, I Love Techno in Ghent and the club Fuse in Brussels and has already given a few fascinating workshops at RADAR. He wrote books such as "We love events" and "Holy Trinity Events," which we can certainly recommend.
Conversation event and real-time event' and 'the event management circle' are the three essentials that are organically linked and that form the basis of successful management.” This is how Peter Recuperate puts it in his book We love events from shore. Let's take a look at these essentials before we really get started with tools to get the real-time event organized.
What must definitely be in an event to be able to speak of an event. They are eight elements that you can use to organize and analyze any type of event. The way you fill in those building blocks makes your event unique. These eight elements are:
entertainment: show and services
place
time
name
target group: your audience, participants or event providers
management: organizing team
event goal
class
Peter makes a distinction between a real-time event - 'the real event that you experience' - and the conversation event - the event that you experience online. The third essential is the event management circle. This overarching structure of an event can be divided chronologically into eight phases:
strategy
concept
budget
legislation
schedule
production of the conversation event (or marketing)
production of the real-time event
Evaluation
Let us explain the following five major 'event hooks ': concept, budget, planning & production, business management and marketing.
WORK OUT YOUR CONCEPT
WHY-HOW-WHAT (the golden circle)
According to author Simon Sinek, who introduced the Golden Circle, you can reduce the success of your event to three principles: what you do, how you do it and why you do it. And with that last question you start: the 'why' is the most important element in your communication.
By defining the why, you not only make it clear to yourself what your event is all about. It also gives you insight into why your target audience should come to your event. What's in it for them?
PROJECT PLAN
When developing your concept further, you give substance to your event idea by making a thorough analysis. To create a project design, ask the following questions:
Reason: Why are we doing this? (the 'why' of the Golden Circle)
Situation: What is the situation and what needs to change?
Target group: Who are they? What do they want?
Solution authorities: Who are they? How can they contribute to the project? What do they want
Objectives: What criteria / minima are needed for you to speak of a successful event? Formulate your objectives SMART: Specific, Measurable, Acceptable, Realistic, Time-bound.
Team composition: Who or what do you need in your team? You not only need thinkers but also doers, someone with a strong network or knowledge on theme X. Find out who you all need.
Download here a template for a project plan
BUDGET
Budgeting and budgeting are not the sexiest concepts when organizing an event, but they are absolutely necessary to bring your event to a successful conclusion. A budget that is in order gives financial peace. Drawing up a realistic budget is therefore one of the first steps you have to take. Do this together with your event team so that everyone can gain insight into the financial situation. In addition, appoint a budget manager who is responsible for the financial overview in the run-up to, during and after the event. Because a budget must also be followed: if there are changes during the process, adjustments can be made in time. This way you will not be left behind with a financial hangover after the event.
Map the income.
Can you apply for a grant? Are you going to rely on sponsorship? Do you work with entrance tickets? How many visitors do you expect and how many drinks will they consume?
Map the expenses .
Start with the insurmountable expenses: purchase of drinks, Sabam, possibly additional insurance, payment for artists, light and sound ...
You can then enter additional expenses: clothing, Facebook adds, wristbands ...
Calculate 10 percent variable expenses to have a healthy margin.
Make a breakeven balance (expenses and income are equal, no gains or losses).
How many extra resources do you need for this? How many attendees should there be, and is that realistic? On the basis of this breakeven balance you can decide with the working group to possibly look for more sponsorship, to bring in your own resources for the organization, to determine the drink price ...
Monitor the budget and adjust if necessary. The budget manager keeps an eye on the budget . Is a very large sponsor suddenly appearing? Then you could possibly invest more in a sound system, or do extra promotion , or ... A budget creates opportunities.
Download here a template for (events) budget
PLANNING & PRODUCTION
HOW DO YOU GET STARTED? SOME TOOLS.
Let's break it down: WorkBreakdownStructure (WBS)
By creating a WBS you map step-by-step all the parts that are involved in your event. In order of structure it goes as follows:
youth organisation nz
State the intended project result .
You write the (working) name of your event here.
State the most important areas of attention .
For RADAR, the most important areas of attention are , for example, substantive preparation, promotion & registration, practical & logistics , evaluation.
Name the tasks that fall under the focus areas.
You 'break up' your focus areas further into smaller tasks. For RADAR, tasks under the focus area are practical and logistical, for example material, budget management & administration , accommodation and the weekend itself.
