The Ultimate Basics to Planning Any Event

Finalise event concept: Be clear on the vision and who your target audience is. This sets the tone for all other decisions.
Date and time: Check for clashes with other major events, or local happenings. Consider your audience’s availability (weekdays vs. weekends, evenings vs. afternoons).
Venue booking and permissions: Confirm location, accessibility (wheelchair access, parking, public transport), and any necessary permits or insurance.
Speaker or guest confirmed (if applicable): Secure commitments early and double-check requirements (travel, accommodation, AV needs, honorariums).

Assign roles: Clearly delegate responsibilities—setup, registration, tech support, catering, photography, cleanup, etc.
Backup helpers: Identify people who can step in if someone cancels. Keep contact details handy.
Communication channel: Set up a communication channel e.g. WhatsApp group to keep in touch with the organising team.

Finalise event schedule: Draft a run sheet with start/end times, speaker slots, breaks, and buffer time. Share it with the whole team.
Create and share resources/shopping list: Track everything you need—from food and decorations to name badges, and extension cords. Assign who’s bringing what.
Confirm AV requirements (Event dependent): Test microphones, projectors, screens, Wi-Fi, and backup options (extra cables, spare batteries). Arrange training for those operating equipment.

Send details to your Communications/ Marketing team: Provide key info early (who, what, when, where, why) so they can prepare materials.
Schedule social media posts: Use a timeline—early teasers, reminder posts, and a final “today’s the day” push.
Arrange physical promotion: Posters, flyers, info stalls, or word-of-mouth. Match the style of promotion to your target audience (students, professionals, families, etc.).

Arrive early for setup: Allow extra time for unexpected issues, organise resources and set up tables/ chairs/ decorations etc.
Brief the team before starting: Quick check-in to confirm roles and the plan for the day.
Keep the event running smoothly and on time: Have a designated timekeeper and point person for troubleshooting.
Capture photos and short videos: Assign someone to document highlights for future promotion and memory-keeping.

Thank all volunteers and speakers: Send a message of appreciation—it builds goodwill for future events.
Clean up the venue: Leave the space as you found it (or better). Return rented equipment.
Upload photos and videos: Store in a shared drive, label clearly, and circulate to the team. This keeps momentum and ensures nothing gets lost.

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