8 Keys to a Successful Event

The devil is in the details. There are so many variables for most any event — whether it is an announcement, a reception, a dinner, etc. Some common challenges:

• What happens when someone arrives who is not on the registration list (are you able to replicate any name tags so they don't feel out of place, for example, and where are they going to sit)?
• What happens if you have last-minute cancellations or no-shows at key tables? Have a plan so there are no empty tables in the front rows.
• What are your backup plans if a speaker or entertainment cancels at the last minute?
• How do you plan to handle inclement weather? If it rains, can you get your volunteers armed with umbrellas to walk your guests from the parking lot? I've actually seen this done to rave reviews by guests.
• Is there sufficient staffing to ensure smooth parking — valet, parking facility staff?
• Do you have plans for special dietary needs if you are serving food?
• Entertainment — sometimes live music themed to the event sets a nice tone during the reception, as long as it's not too loud. Whatever the entertainment, try to tie it to your mission. And be sure you have screened the act.
• Do you have someone taking photographs? People secretly enjoy having their photos taken, and you can use them for follow-up communication.
• How easy is it for your guests to find their seats? Grab a name tag and number before the event and check it yourself.
• Do you have appropriate security for the event? If you have auction items you need staff or security to keep an eye on things.
• If it is a fundraising event, are there opportunities for participants to make donations to your organization — pledge cards on the table or giving kiosks or stations make it easy for attendees.

Tell your story. Each event should reflect a story to be told. It could be a story of recognition, a story of your mission or a personal story of success relating to your organization. Do this at different levels throughout the event: