Event programme: details not to be forgotten

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.

The Event Program: A Crucial Element

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.

What to Include in Your Event Program

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!

Timings

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.

Speakers

Introducing the speakers in your program is important for several reasons:

• Showcase expertise: It allows attendees to understand the speaker's qualifications and encourages them to attend the session.
• Build credibility: Knowing the event features qualified speakers reassures participants about the event’s quality.
• Promote the event: Sharing details about speakers and their topics can attract potential attendees and boost interest.

Include a short biography and a photo of each speaker to help attendees feel more familiar and engaged.

Breaks

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

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.

Tips for Crafting a Winning Event Program

Now that you have the essential elements, here are a few additional tips to ensure your program stands out.

Be Clear and Concise

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.

Incorporate Visuals

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.

Test and Review

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.