Imagine being congratulated for your superb management of the launch of maybe your new training initiative or new corporate mission statement, or international meeting. Imagine having a complete compendium of ready-made checklists and advice to pass on to others who come to you with requests for help with events.
Successful Events is your complete guide to planning and running corporate events. Everything you need is here - in one, easy-to-use pack. The dozens of tools, frameworks and checklists anticipate every issue - it's as if you're guided by a highly skilled consultant who really knows the secrets of successful events! (And Tony Bray, the author, really does).
Tools includes:
---------------------
* Checklists
* Planning techniques
* Questioning methods
* Frameworks
* Step-by-step approaches
* Action plans
* Flowcharts
* Briefing materials
* Practical examples
* Case studies
List of Activities:
----------------------
1 First contact
This unit takes the facilitator through the first contact with the new client, and proposes a series of discussion points to clarify exactly what the Event is required to produce and ensure that it gets off to a good start.
2 How to measure success How will the sponsor or organiser know if the Event has been successful? It may be useful to discuss and agree in advance a number of critical success criteria which can be used to assess the overall effectiveness of the Event. These may also be used subsequently to measure the effectiveness of the approach or initiative the Event was used to promote.
3 An eye-catching title
Never underestimate the importance of having a high-impact title for an Event. Whilst it would be easy to adopt a fairly standard or traditional title, this unit will encourage facilitators to explore other options to capture the interest of potential delegates.
4 Gaining key player support
This unit will encourage the facilitator to identify and secure the visible support of specific senior managers and other possible 'champions' who can make appropriate contributions at key moments throughout the Event. Their involvement needs to be planned for maximum impact and this will need to happen well in advance as their diaries will be booked well ahead.
5 Identify the key topics
A unit to lead the facilitator through the key elements of identifying the variety of sessions or inputs the delegates will need to experience for them to sign up to the stated objective. More specifically, it will give the facilitator a practical and flexible technique for identifying the key sessions.
6 Striking the right balance
Exploring the balance of input and participation to achieve the optimum level of commitment. This relates directly back to the objective of the Event and will have a critical impact on the overall success of the programme. Putting across a specific message will need a punch, logical and convincing style, whilst if the Event is a balance of 'tell' and 'sell' then a different approach will be required to gain the delegates' full commitment.
7 Go with the flow
Ensuring the flow of the input and practical sessions exploit the natural dynamics of a group of people. This unit will help the facilitator to 'massage' the flow in order to capture the natural rhythms of human beings to ensure their greatest level of interest.
8 Guest speakers
This unit focuses on the need to identify the most appropriate speakers to project the desired level of knowledge, commitment or credibility to motivate the delegates. The choice may include: internal speakers with recognised expertise or organisational 'clout'; external speakers who can bring an industry-wide or global perspective; or consultants who may be hired to research a specific aspect of the market, technology or industry trends.
9 Workshop sessions
Introducing workshop sessions can help to build closer working relationships, consolidate key learning points, or simply change the rhythm or pace of the Event. This unit gives the facilitator two best practice methods to design and manage effective workshop sessions.
10 Energising team projects
Nothing cements people more effectively than working together on a specific task. Energising team projects can be used outside the main stream of events to focus on a specific task to build operational teams or simply to have some fun!
11 Briefing facilitators
This unit highlights the possible need to give specific training sessions to facilitators who may support the Event and outlines how these briefing sessions might be conducted. It introduces a detailed briefing package which can be used for a wide variety of pre-session training.
12 A creative working environment
A unit that explores the key issues involved in planning the working environment to achieve the optimum level of interest, motivation or commitment. The number of delegates, the timings and levels of activity will all have an impact on how people sit, move and work.
13 Selecting the right venue
As the facilitator and sponsor work through the earlier sessions they will be accumulating a variety of detailed, and at times conflicting, requirements for possible venues. This unit brings together the key issues involved in selecting the optimum venue, which includes a detailed written specification of requirements.
14 The personal touch
This unit invites participants to consider the delegates from the human perspective. Making them feel welcome and relaxed as they arrive and throughout the Event, and scheduling social activities to build rapport and break down barriers. Also recognising the natural rhythms of delegates during the Event, and arranging appropriate activities to make them feel valued as human beings.
15 When do minutes last for hours?
A unit to help the organisers ensure that delegates to their Event receive a concise summary of what was discussed, and also that the key elements are shared with those who were unable to attend. Careful advance planning will be required to make sure that the elements that would be most suitable for this use are captured and processed in an effective and timely manner.
16 Lights! Camera! Action!
There are benefits in using video before, during and after an event. This unit will create awareness of the full range of issues surrounding the effective use of video, and lead to a focused action plan.
17 Supporting exhibitions
Depending on the topics and timings it may be appropriate to organise supporting exhibitions. This unit explores the key issues including the range and variety of materials exhibited, the type of suppliers who should be involved and the practical issues.
18 Potential problem analysis
The most detailed and thorough planning cannot take account of every eventuality, so some time must be devoted to preventing potential problems. This unit will outline an approach that can be adopted, and raise the awareness of organisers to potential disaster areas.
19 The project plan
This unit explores the sheer volume of practical issues which must go well for any event to be seen as successful and encourages the client to develop a project plan. It is based around a detailed checklist which prompts discussion on a wide range of practical planning and managing challenges.
20 Managing the venue
Based around an exhaustive checklist, this unit explores the practical issues associated with managing the venue to ensure that what you get is what you want. It will help organisers to work in partnership with venue managers to create a stimulating, professional working area.
21 Run the event
No matter how long the Event lasts careful thought will need to be given to the basic issue of managing the site and the overall process. Challenges will arise on day-to-day matters which could distract delegates to the main Event and someone will have to attend to them. Use this unit to confirm roles and responsibilities; a last-minute check that everything is in place.
