First steps in event management - part I

Take a look around. Is it your first time here? No biggie! We have got a lot of tips and advice to help you quickly reach a level of expertise in event management.

First steps in event management - part I

The following text is meant to point you in the right direction. It describes the most important steps in event organization and contains links to articles expanding upon particular topics. It is a knowledge base that will help you fully comprehend the workflow of organizing events.

Where do you start? First of all, you need to answer a set of questions about the event you want to organize. If you categorize all the aspects and approach the task step-by-step, everything will become much easier. Let us begin!

1. What event are you organizing?

Do not let yourself be led astray by the simplicity of this question. It entails a number of vital aspects that you need to consider before even starting to organize the event.

Is it a one-time event or is it going to be cyclical? National or international? Is there a fee for participation? The answers to these questions dictate how you should start preparations.

An example: there is a fee for participation and it is an international event. In this case, you need to consider payments in foreign currencies. You will find more information about this in our other article: Methods of settling accounts with participants of paid events. Conversely, if you want to enable both paid and free registration, you will find useful the tips in the article Paid and free-of-charge registration of participants handled simultaneously.

2. When do you plan the registration to commence?

Do you know when you want to start and close the registration process? Have you planned a few days to test the event registration system (e.g. CONREGO), the event website, and social media profiles?

Notice! At this step, we encourage you to familiarize yourself with the article How to encourage participants of an event to register early? The registration process that was handled properly and quickly will enable you to move on to next tasks.

3. Will any accommodation sites be available for your attendees?

If you want to give your attendees the option to choose accommodation, use a tool that will facilitate it. CONREGO system lets you add an accommodation booking step into the registration process, and thus allow your attendees to book a particular day in the selected hotel. In addition, you can apply quantity limits to different kinds of rooms (singles, doubles, apartments) and ensure that no overbooking occurs.

4. How do you plan to store the data entrusted to you?

Do not forget the law that binds you to protect personal details and undertake correct measures to do so. In the registration process, you should place terms and conditions to be accepted by all attendees, together with personal data processing permissions, including the purpose and methods of processing.

How to draft terms and conditions? You will learn all this from our article How to write terms and conditions for conference registration? We have even drafted some premade templates!

5. How do you want to promote the event?

The event will not sell itself - you need to lend it a hand. To do so, you should employ some techniques that will effectively encourage the target group to register. To make things a little easier to you, we have prepared some essential advice. You can find it by clicking the links below:

We have now reached the moment your event begins. It is far from over, though! We still have to serve the guests at the event, prepare ID badges, select the right equipment for the reception desk and access control…

You can read about all that in our next entry. If you want to expand your knowledge, we invite you to download the full guide, where we take a closer look at all the aspects outlined above.

Tomasz Chrościechowski

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