Make Your Events a Success
Plan your contests and conferences like an expert
Beyond each Toastmasters club’s weekly meetings, there are gatherings just as essential to the success of your area, division, district and club(s). These special events, which include district conferences, speech contests and others, can be demanding to plan and coordinate. Follow these tips as you prepare for your next event to help make it a success!
Step 1: Create a plan
The first thing you should do before you begin planning is form a committee and work together to outline what you hope to accomplish. It’s also important to determine your budget and see if any fundraising will be necessary to cover the event costs. Be sure to create a project calendar highlighting the tasks and milestones you will need to accomplish before and during the event.
Step 2: Choose the right location
Book your venue as soon as the event dates are set to help guarantee site availability. Consider these factors as you narrow your list of locations: the size of your group, the length of the event, the event budget, where most attendees will be traveling from and the time of year the event will take place. For medium to large events, consider downtown or airport hotels, university lecture halls or convention centers. Smaller events can be hosted at civic auditoriums, libraries, banquet halls or apartment club houses.
Step 3: Keep it safe
Protect yourself, your attendees and the organization from any harm or liability by carefully considering safety logistics as you plan your event. Designate a safety officer to evaluate the venue before and after attendees enter and leave the premises. Examples of safety items to consider include making sure aisles and walkways are clear of obstructions and wide enough for foot traffic, electrical cords and audio/video cables are securely taped to the floor and that stairs are adequately illuminated.
Step 4: Organize accordingly
After you book your venue, work with the facility staff to arrange the meeting space in the optimal way based on the type of event you are hosting. Make sure the audio/visual capabilities are adequate for your needs; ensure the lighting, acoustics and soundproofing are appropriate for the meetings and presentations you envision. Remember to allow for enough time to setup and tear down equipment before and after your event.
As you plan for your upcoming event, rely on the help of veteran leaders who have planned or attended similar events before. Above all, always consider how your plans and decisions will affect your attendees’ experience. Good luck!
Put on a Good Show: Meeting Planner Handbook
Let the World Know
District Leadership Handbook
Club Leadership Handbook