Seven fundamental steps for every event

1. Who am I and Who can benefit from that class: Hello, my name is Georgia. This is my second class here in Skillshare, set of fundamental steps for every fan. I have more than ten years experience as a manager. I've organized countless number of corporate events, conferences, team buildings, education events, government events, and music festival. I hope that my experience in what I shared here will help you save time and just make your work easier. Who can benefit from that class? That class is for everyone, for managers, assistance coordinators, injures, or just people who are not experienced in event management, don't know the steps or just have a clue that, yes, we need to welcome the cast. We need to feed them. We need to provide a place to sleep. But don't know exactly how that gonna be altogether in how to make the process easier to get the most value of their time. This class is beginners to MET level because it gives that strong base that people can use to execute successfully. 2. Type of events for this class: For our class, I will split the events into two types. External events are organized by people with more experience in main job to organize events. Let's say conference. It's Congress's fashion shows, music festivals, government events, education events, movie premieres, that kind of shows. We will leave aside. And we'll jumping into the corporate world where we can find all kinds of meetings like strategy meetings, shareholders meetings, team meetings in your office or somewhere, somewhere outside the city, or even in another country. There is organization process behind that. Let's say you want to invite your clients, present something new. You invented. The other types of meetings in accompany could be team buildings, trainings, incentive programs, networking events, dinner's lunches, cocktails. Everything that you can expect from a company. Of course behind that is organization process and someone needs to do the job. And most of the companies that doesn't have someone carrying specifically for events because sometimes they're rare. You just don't have enough work for that person. So when that event comes up, you just put together a team. You execute it. But people with no experience can spend a lot of time. It can be very stressful. So that's kind of structure. Those steps will give you the confidence to execute a successful event. 3. Step 1 Information: What is the first step? The first step is the information. And for me, this was one of the most important steps you can do. If you neglect it or you don't get enough details that will make your work much harder. Stressful. We often got into a situation where your balls decides to organize an event, invite, let's say your clients, he or she is thinking more of the goal and the result they want to get. But about the process. Here, you will have the leading role. Let's see what kind of information do we need? Updates? What is the period? Is it one day, two days, three days, where people will be accommodated? How are we going to cover that accommodation? How many people we will you buy will be the registration process. How long will be the conference Spark? What food and beverages we'll cover? Are we going to organize a incentives or entertainment for them? What will be the general agenda? Day one, day two, day three. We're going to cover, accompany people. Peer for our attendees. Everything you can think of, the easiest way I can think is to imagine every hour from that event. You need to know where your guests are and what they can do. Everything. 4. Step 2 Create a plan: Second step is to create a plan that will save you a lot of time. I would recommend to have one event manager who gathers all the information. I also recommend to have a team where you can break up all the tasks and just split it. You can have person responsible for communication with a guess and the registration process on the other one for a foundation. Third, for food and beverages, for, for conference bar and technical equipment. For entertainment program, incentive programs. That is a lot of work. If you decide to do it alone, It probably will take you a lot of time. And by the time cuvette gums you will be very stretched and tire. Ask for how. Another thing you need to plan is the deadlines at a task you will have. If you gather your team, sit down and discuss what kind of task will appear and what kind of tasks they have for their role. For example, accommodation manager will be responsible to know how many rooms you have in the hotel. Is there Shingo rooms with big beds or twin rooms? What kind of views and perform? 1.5th floor, third floor. You might have people who are preferred to be on the lower level. Honest small rooms, studios support all that information will be in one person in when the time come. He will provide you with everything in details. She also will be responsible for the accommodation when they then comes. Often there are changes. People wanted to switch from rooms or they're coming with their wise without telling you, that requires attention and managing the hip with the hotel. It's gonna be much more easy. You blink that people in those responsibilities. And of course, the communication plan is very important. You need to communicate internally in the team and externally. You need to know every member responsibilities. And they need to know that. 5. Step 3 Budget: Another step. The budget situation, one you can get into is having no limits. How that one from feeling that you can spend as much as needed. Second situation is to have unrealistic budget, which doesn't allow you to do much. In that case, you need to do hard conversation with your boss. Just present in details why the van he or she wants can be held as needed. In order to fight that battle. I recommend putting everything into an Excel table. Present in details Were you can save some money inward, you can union to include the foundation, the conference for the tinkle VD, foods and beverages, including lunches, dinners, cocktails, coffee breaks, all the additional orders that you might cover. Incentive programs, entertainment programs, dedicate packages, VIP presence, decoration, all the neural things, all the necessary things for executing your event. You might save some money here and there. But don't forget, what is the goal of the event, what is expected as a result. In the end. You want to have quantity for quality trainings. You want to have a nice hotel where people would feel comfortable. You want to have impressive Entertainment program. If you're a budget is unrealistic. Put it altogether and presented to your boss. Tell him or her why the limited finance won't serve the golden want to do. They'll know where or you can save money and where. That is not a good idea. After all, they have a goal for that event. Saving money and ruin that, jeopardize that. Indians, your ball school. Now that you're finding their battle. 6. Step 4 F&B: The next step is food and beverages. This one is very important because you don't want to do with being pulled out that hungry or thirsty. Here, we're including breakfast, lunch, dinner, coffee breaks, cocktails, and additional drinks. Breakfast is easy. Most of the gates is you have block table, lunch and dinner. You need to decide if that's gonna be set menu, block table or our car. If you have a conference or before lunch and you have planned activities after lunch, I would recommend to do the lunge on block table and that Dina onset menu. Unique also to peer, if you are going to cover the cost for the drinks of drinks he will offer. Don't forget, you need to have war in the conference room. Or your conference part shouldn't be longer than one hour and a half. Coffee breaks can be Blaine just drains or width finger foods. But if you have more than one coffee break, the food must be different. Each break. You need to know all you going to cover additional orders from the lobby, let's say coffee, soft trainings, cocktails. You can have limit just to cover coffee sit and soft drinks and all the alcoholic beverages will be on their own costs. You need to know if there are any allergies among yogas, if there are any vegan or vegetarian. If you don't have that information, make sure you plan in advance a few vegetarian or vegan meals. 7. Step 5 Communication: Step five, it's communication. Communication, as in all parts of our word, is very important, but I wanted to include that because here it's still very essential. First, I'm gonna talk about the communication in the team. Imagine a situation where ten or 20 people are canceling their participation. You have 20 guests, less. The person who is managing their accommodation needs to inform the person increase managing foods and beverages that 20 people are not coming to. Lunch, dinner, cocktails, coffee breaks, wherever there is. There is a chance to save money from that. And also to rearrange the tables. It is very important to synchronize the information. So a half often meetings and update your recordings for your progress or changes. The communication with the guess is also crucial. You need to inform them, to give them your information of what is coming, what are the steps, and what are the deadlines. They also need to have point of contact so they can reach you if they have any questions. And that's going to happen. I assure you. On the other end forth and the communication is the defenders. You need to be going negation when the hotel with the team for the technical equipment from the kitchen, food and beverages manager. That reception is everyone involved in executing of the events. Creating that strong bond will help you structure better your event and execute it smarter. Irrigation with your ballsy faltering for him because he needs to report. Report often for the milestones. That will help half realistic image of what is going on and what is going wrong or right. Communication is important in all aspects of our lives. They don't think like that staff as well. 8. Step 6 Execution: That sucks. That's the day, the day of the event execution. I will start with the day before. Create an internal agenda for your team and everyone who is involved in the organization and execution healthy event. Make sure you present that agenda and everything step-by-step. Talk with the VM manager, the hotel, with the reception, with the food and beverages manager, with the servants, with the people who will serve the coffee in the lobby. Make yourself available for them. With that agenda, you will corners Nate, step-by-step and hour by hour, your event. So everyone will know what, where and house happening. You might provide even unnecessary information with that agenda to people. But still, there might be situation where something is changing and that information will help them. It is very important when changes of fear to coordinate that be through our team in with the staff on the hotel. Make yourself available for them, for questions, for changes, for problems. If you organize everything well and then sounds, those little changes in problem we'll solve quickly because you will have the time, you know, that everyone knows that the responsibilities and roles. 9. Step 7 Feedback: Last step. Last step is feedback. I include a knapsack because for such a dynamic job is very important to how other points of view and how they see your work. Where you can do better and where you did well. Next song, you will spend less time where you did well because you know, we have the skills and you will build up where you didn't. The worry. Feedback is something good. You can get feedback internally from your team. Awesome. They won't problems, they have what they will do differently next time. What was challenging and what, what took too much time, what they expected and what they didn't collect feedback from your vendors, staff, hotel, and everyone that you work with? Awesome them. Do you think that was well-made, well-organized? Did you have a problems during our organization? Should we consider something that we can improve in the future? Collect feedback from your guests. Use the feedback as a base to improve and develop. 10. The Project: The class project, I think is very, requires a bit creativity and it's very fun because you were at digging into the details. Create an agenda hour per hour. How he would organize a three-day to nicely bent for a 100 people with main goal teambuilding. Let's say we have 2.5 hours conference room. It's up to you to decide if you're going to have coffee breaks or not. Describe what I'm gonna be, lunch, but drinks you will offer dinner. Is there a gonna mean to, to entertain them program, you need to have either free time or some kind of incentive firm. What kind of team building games he will include? What kind of kids you will have to be creative. The while you don't have budget, you have all the money, you make, something that people will remember. 11. Thank you: Thank you for watching that class. I hope you got enough useful information so it will make your work easier. You will avoid stress in Indiana and you will get the moles of value from the award for me on time. I wish you a successful event. If you happen to use those steps, I would love to hear your feedback. Thank you.