Organizing an event requires a variety of essential skills. Being punctual, organized, multitasking, logical, and resourceful are all crucial. Why? Because in addition to securing a venue, sending invitations, and managing external vendors, you must also be proactive and creative before, during, and after the event.
One of the organizer's most important tasks is to prepare an engaging program in advance for the attendees. This program should spark their interest in the event and provide them with a memorable experience.
But why is this so crucial? And how can you ensure you excel at this key aspect of event planning? Here are our expert tips to guide you.
Before diving into specifics, let’s cover the basics. Your event program acts as a schedule. It should include all details about the planned activities, their timings, themes, and the names of speakers. It provides an overview of everything happening during your event.
Having a program is essential to inform attendees about what to expect, even before they have questions. Anticipation is key! You can share your program digitally by publishing it on your event website, your mobile app, or even sending it via email alongside your invitation.
However, always have a few printed copies on hand to display at the venue or distribute as needed. While we strive to reduce our ecological footprint, printed copies can be a backup in case of technical issues.
Creating an event program isn’t overly complex, but attention to detail is vital. Missing key information could lead to confusion or frustration. Don’t worry—Eventdrive is here to guide you!
Listing the timings for each session is the cornerstone of a well-structured program. Include the start and end times for every activity and account for logistical considerations.
When planning, allow buffer time between activities. For instance, a session scheduled for 9:00 AM might not start exactly on time due to latecomers or networking over coffee. Don’t forget to include breaks, which are crucial for maintaining energy and focus throughout the day.
Our tip: Avoid scheduling events before 9:00 AM. A slightly later start time can help maximize attendance.
Introducing the speakers in your program is important for several reasons:
Include a short biography and a photo of each speaker to help attendees feel more familiar and engaged.
As mentioned earlier, breaks should not be overlooked. Clearly indicate all scheduled breaks in the program, even short ones like a morning coffee break.
If your event spans a full day or multiple days, longer breaks are likely planned. If activities are scheduled during these breaks, such as networking sessions or entertainment, mention them to pique attendees' interest and curiosity.
Session transitions are another critical detail. For logistical reasons or venue constraints, consecutive sessions may not occur in the same room. If this is the case, clearly indicate it in the program to avoid confusion or delays.
Now that you have the essential elements, here are a few additional tips to ensure your program stands out.
You don’t need to provide exhaustive details for every activity. Strike a balance by including enough information to spark attendees' interest while leaving some room for discovery.
Do you believe “a picture is worth a thousand words”? If so, add high-quality visuals to your program, such as speaker portraits, photos of meals or refreshments, and images of the event venue. These can make your program more engaging and visually appealing.
Before printing multiple copies or publishing your program online, have at least two or three people review it. Ideally, involve colleagues working on the event as well as external individuals unfamiliar with the content. A fresh perspective can help catch errors or inconsistencies.
With these guidelines, you’re ready to craft a program that impresses attendees and enhances your event's success. Ensure all essential elements are included, review it thoroughly, and choose the best method to distribute it.
Remember, the program is the backbone of your event—a guide that keeps everything on track. Producing a high-quality program is critical because the success of your event depends on it!