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Jenny Eaton

Tom Kitten

How to keep control of your event ...

Posted on: 18/10/2012   By: Jenny Eaton


Like most of us,I suspect, I have had quite a few jobs over the years, including a short spell as an Outplacement Resource Centre Manager. A large part of that job was running events. In the last month I have helped to run two events that have made me reminisce about my time in the Resource Centre ...

sometimes organising delegates at an event is like herding cats

sometimes organising delegates at an event is like herding cats

We ran two types of events mostly - either courses or talks. The courses were on things like how to write a CV and how to conduct a job search. The talks were from various companies either those trying to recruit, offering recruitment services or from government schemes like business link and the local training and development schemes.

My job included timetabling the courses, finding the trainers, inviting people in to talk, putting up posters to invite the soon to be made redundant employees to attend, keeping note of those signing up for the events and courses, making sure there were delegate packs ready and then following up with both speakers and delegates after the talks.


These days I don't get involved with setting the timetable for courses/events, nor with the promotion of them. But running a great event hasn't changed, it's all in the preparation. There are tasks to be done beforehand, tasks to be done on the day and, yes you've guessed it, tasks to be done afterwards:-

Preparation:

  • Keeping track of the Invitees

  • Ensure that delegates know what to expect on the day

  • Ensure that delegates have paid for their place and send receipts

  • Find a suitable venue for the event - maybe negotiate room/ accommodation rates

  • Confirm numbers/ layout and equipment/ refreshment and dietary requirements to the venue

  • Prepare materials for the delegates

On the Day:

  • Make sure there are name badges for each delegate

  • Have the Sign in sheets ready so we can confirm who attends

  • Set up the room, layout the welcome and information desks

  • Have Receipts prepared to hand out

  • Follow up with the delegate, whilst they are in the room, to see what further information they would be interested in.

After the Event:

  • Send out the Attendance list

  • Co-ordinate the follow up tasks

  • Handle any feedback forms

  • Make sure the venue are paid


How does all this relate to Tom Kitten? Well it doesn't really, it relates more to his mother Tabitha. She spent a lot of time preparing for her tea party, but having gotten the children ready too far in advance she shoo-ed them out into the garden whilst she finished preparing for her guests. They managed to get into all sorts of scrapes and finally arrived home having lost their beautiful clothes. The result was that her tea party was disrupted by the children banging about upstairs.

So if you would like help in running an event or course, without having to keep track of the attendees or prepare the materials, then why not call me on +44 (0) 845 901 1803 or click here to ping over an email and we can talk through your requirements.

Until next time ...

JENNY EATON



More about Jenny Eaton ...

I love playing with words and I have dreamed of being a writer since I was a child. With a romantic idea of scribbling away in a cold attic room with my trusty fountain pen. I have always dabbled, but until now it’s not come to much.

When I started with The Office Genie it was to provide me with a part time income to support my writing. Over time though I have developed into the Marketing Genie on a full time basis. I love it, I get to play with words all day as I try to share the dream and the passion that Jacqui has turned into The Office Genie. My work involves blogging, letter writing, email writing, web copy writing, e-book writing, campaign planning, strategy planning, social media interactions – it’s like I write and talk all day every day, my parent would say it’s the ideal job for me!

My first blog posts were about my day to day life as a Genie but they are growing into sharing my view of the business world. I am passionate about helping small businesses be the best that they can be, standing out from their competition in the small things that come together to give an impression of great service – to find out how we can help you should call me on the number below.

Telephone:

+44 (0) 1604 529170

Website:

http://www.theofficegenie.co.uk


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