Event Management Training

Delivered to student society leaders at Goldsmiths

Transcript

1. Event Management Training Event Management | Kevin Lewis | @_phzn
2. Hi, I'm Kevin • President of Hacksmiths - 50+ events a year • Event organiser of 6 years • Meetups/socials • Workshops • Conferences • Hackathons Event Management | Kevin Lewis | @_phzn
3. The difference between an okay organiser and a great organiser is how you deal with ! Event Management | Kevin Lewis | @_phzn
4. Why we run events • Warm fuzzy feeling • What are your aims/goals? • Who are the stakeholders • Attendees, partners, sponsors • Their aims/goals How can decisions you make aid these goals? Event Management | Kevin Lewis | @_phzn
5. Event lifecycle Pre event On the day Post event Event Management | Kevin Lewis | @_phzn
6. Pre event: Finance • A detailed budget with: • Descriptive items (specific items with a designated vendor versus a general "idea") • Exact unit price, quantity required and totals • Clearly identified required items versus wanted items • A plan on how to raise money Event Management | Kevin Lewis | @_phzn
7. Pre event: Comms • How will you get the word out? How long before? • Between 2 and 4 weeks • What platforms will reach your audience? • Opportunities for cross-pollination • Will the event be ticketed? • SU site vs Eventbrite vs FB Events Event Management | Kevin Lewis | @_phzn
8. Pre event: Logistics • Identify barebones vs ideal event • Venue, Security, Food, Materials, Branding • What do you need to buy? (vs borrowing) • Team - very few events can be run alone • Schedule & rota - build in buffer time • Publish ahead of time Event Management | Kevin Lewis | @_phzn
9. Pre event: Logistics • Set expectations • Organisers ➡ attendees • Attendees ➡ organisers • Code of conduct • Incident response procedure Event Management | Kevin Lewis | @_phzn
10. Event Management | Kevin Lewis | @_phzn
11. On the day Don't panic, shit happens Event Management | Kevin Lewis | @_phzn
12. On the day: Team • If it's a long event, create shifts • When people are off-shift, they should rest • Make sure people who to defer to if things go wrong • People should know the expectations of them • There is almost always something to do Event Management | Kevin Lewis | @_phzn
13. On the day: Setup • Take note of how you are given the space • AV, chairs, tables, visibility of event • Registration? Check in? • Consider accessibility Event Management | Kevin Lewis | @_phzn
14. On the day: Kicking off • Greet guests and introduce the event • Clear expectations of all parties Event Management | Kevin Lewis | @_phzn
15. On the day: Mid flow • "Hacker happiness" • Mood (vibe, sentiment), wellbeing, support • Take photos and share online! • Be cleaning up as you go • Delegate to your team Event Management | Kevin Lewis | @_phzn
16. If things go wrong Stay calm Your guests may never know Event Management | Kevin Lewis | @_phzn
17. On the day: Wrap up • Thank attendees and explain next steps • Bin your shit • Return the space to normal • Remember when I said you should note of how you are given the space? This is why. Event Management | Kevin Lewis | @_phzn
18. Post event: People • Thank your attendees • Post collateral you created during the event • Understand stats • Demographics & attrition (% dropout) • How can you do better? • Reporting Event Management | Kevin Lewis | @_phzn
19. Post event: Team • Thank your team • Retrospective: • What worked well and should continue? • What didn't work and how can you improve on it? • There are always things to improve on Event Management | Kevin Lewis | @_phzn
20. Post event: Financial tidy-up • Make sure you send out invoices • Anvil Hack still needs £1200 of invoices sent • Make sure you submit expenses to be paid back • Update your proposed budget with a realised budget • Note differences and bare them in mind next time Event Management | Kevin Lewis | @_phzn
21. Recap: Pre event • Finance: budget, want vs need, raising money • Comms: tickets, platforms, cross-pollination • Logistics: venue, security, food, materials, branding • Team: people, schedule, rota Event Management | Kevin Lewis | @_phzn
22. Recap: On the day • Stay calm under pressure • Team: shifts, breaks, managers, don't stop working • Setup: AV, space, registration, accessibility • Kick off: Welcome people, introduce event, expectations • Mid flow: "Hacker happiness", photos, clean up, delegate • Wrap up: Thank people, bin shit, return to normality Event Management | Kevin Lewis | @_phzn
23. Recap: Post event • People: thank them, post collateral, stats & reporting • Team: thank them, do a retrospective to find improvements • Finances: invoice, expense, update and close budget Event Management | Kevin Lewis | @_phzn
24. The difference between an okay organiser and a great organiser is how you deal with ! Event Management | Kevin Lewis | @_phzn
25. Thank you Event Management | Kevin Lewis | @_phzn