Handout

in
PE 221 Recreational Leadership
Second Semester 2021-2022

Chapter IV

Organizing Special Events

Organizing an event is not a simple task. There are 10 key points that you should keep in mind for everything to go well.

1. Define the purpose and format

It seems pretty obvious but it’s worth having a critical approach to this issue. Formulate your goal as specifically as
possible: do you want to convey knowledge to participants; express gratitude to partners; raise funds for a project or offer
guests aesthetic pleasure? The format of the event will depend on the answer: its concept, timing and duration, role
distribution within the team, the layout of the hall, catering and sound.

Try not to get stuck in traditional formats. Take a look at “unconference”, PechaKucha, TED format, thematic brunches,
online events, open-air events. What counts is that your format helps to achieve the goal of the event.

2. Pay sufficient attention to planning

The plan should include logistics, content and the promotion of the event. Create a document available to the entire team
where each member would be able to see the tasks of the others and the big picture. First, prepare a list of the main
tasks, and then flesh them out in as much detail as possible in the form of specific steps that must be completed. It is
important to designate the timeframe in the plan: the time required for completing a task. It is often underestimated and
preparation goes slower than you expected.

3. Draft your budget taking into account unforeseeable situations

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Look at the list of tasks and reflect them in your budget. It is also worth thinking about a reserve in case of unforeseeable
situations. For example, there was an incident in my work when it rained on the day of an open-air event. We had to
immediately change the location and transport all the equipment and furniture. It is better to think about such things in
advance and be prepared for them financially.

4. The devil is in the detail

If you want to pleasantly surprise your guests, think about everything down to the smallest detail: how they register, who
will greet participants and how, what music will be playing, do you have an interesting photo corner, how do your
presentations look and how is your team dressed, what to do during breaks.

If you want to pleasantly surprise your guests, think about everything down to the smallest detail: how they register, who
will greet participants and how, what music will be playing, do you have an interesting photo corner, how do your
presentations look and how is your team dressed, what to do during breaks.

Try to surprise people and create the wow effect, exceed their expectations in the most ordinary things. This is exactly
what creates the feel of an event.

5. Check the location and have a plan B

Always check the location in person as early as the selection stage. At the most unexpected moment it could turn out the
air conditioning doesn’t work properly in the hall, there are no toilets for the disabled or the equipment won’t get through
the door. Therefore, check such issues in advance.

Once I held a conference for 50 people and an hour into the event, the owner of the space asked to vacate the place
without giving any explanation. Eventually, we spent an hour-long training session with the participants in a nearby park,
until we found a new space. You may think that such a situation won’t happen to you, but it’s always best to have a plan
B.

6. Allocate responsibilities
It is very important to distribute tasks among the team members not only at the preparation stage but also during the
event. Allocate responsibilities by zone. For example, someone is responsible for the registration zone, someone else for

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greeting the speakers, a different person for the equipment, for catering, communication with the press, etc. Every person
needs to have his or her zone, which he or she should be responsible for throughout the entire duration of the event.
Give each member of the team a document with the assigned responsibilities, so that every person knows who to contact
for any specific issue.

7. Tell your audience about the event

Do not underestimate the time required for the successful promotion of an event. The type of event, its target audience,
internal resources and the budget all determine your marketing approach. When choosing your media partners, focus on
those who target your audience. It’s better to have a few partners but targeted ones, rather than talk about the event to
just about everyone.

It is also important to create one key message that will be broadcast on all channels. Make sure it is brief and that it
accurately conveys the idea of the event to your audience.

8. Pay attention to service

Make sure that your team follows The Duck Face Rule. Be friendly to participants, speakers and partners. Try to address
their problems or questions and meet their expectations, even if you feel tired and not everything runs to plan. At the end
of the day, what people remember is how they were treated and the atmosphere not what the speaker was saying on the
stage.

9. Carry out a final check 24 hours before the event

Make sure that you’ve informed the participants of how to get to the location, invited all the important guests, and
prepared the printed materials, audio and video content. Check whether everyone understands his or her tasks and
responsibilities and whether the space is ready. A similar checklist can be drafted for the checking preparation on the day
of the event: whether everything is in place, working, being done on time.
Be sure to print out the event programme, let each member of the team and volunteers have a copy. In addition, give
everyone the main contact phone number for communication with one another in the event of an emergency.

10. Ask for feedback

You’re probably going to be tired and happy after the event, but it will be difficult for you to give an objective assessment
of how it all went. That is why ask participants to complete a printed evaluation form at the end of the event or an online
form when they get home. Ask them to assess various aspects of the event: logistics, speakers, locations, and the work of

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the organizers. This information will help you to avoid mistakes in the future and improve the quality of your events. If
possible, get feedback through social networks or record video reviews at the end of an event. This will come in handy if
your event is held again.

Whatever event you organise, be optimistic and don’t be afraid of surprises and your event will be a success!

Event Committees: 5 Types and Their Duties

Committees are appointed for a specific function and can help your daunting task list become more segmented and task-
specific. Planning an event goes much more smoothly with a proper team in place and this basic framework can be
applied to any kind of event, no matter the size or budget.

1. Administration committee. This team will handle the logistical and larger details such as budget, venue, catering,
attendance, etc. These will be the go-to’s for all of the smaller committees that are about to be formed and will be
making most of the big decisions. They will set up the sub-committee meetings and make sure that at least one of
them attends each meeting to ensure the conference or event is heading in the right direction.

A few committee duties:

 Maintaining event budget

 Managing food and beverage (if needed)
 Overseeing each committee and their meetings
 Securing entertainment, speakers, papers, etc.
 Building out a detailed agenda and run-of-show

2. Next, you’re going to need a marketing and promotions committee whose goal is to sell, sell, and sell that
amazing event you’re planning. How are they going to get those attendees to register? We suggest making their
involvement fun and creative.

A few committee duties:

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  Creating a promotion schedule
 Setting up and managing online event registration
 Curating an internal employee “push program” and incentives
 Mentioning the event to customers or prospects face-to-face
 Creating social media “sales pitches” for event

3. You’ll want a separate sponsorship committee dedicated to finding strategic partners for your event. Their focus
should be organizations attendees value and that are willing to add some personality to the event.

A few committee duties:

 Researching potential sponsors

 Developing sponsorship levels
 Securing sponsorships
 Communicating with sponsor reps
 Managing sponsors on-site

4. Nowadays, you’ll definitely want a technology committee. Whether you’ll be all on-site, all online, or a combination
of the two, events are starting to become a little more technical than one person can handle.

A few committee duties:

 Sourcing all equipment and systems

 Liaison with tech vendors
 Managing logistics and setup
 Scheduling and managing test runs
 Day-of production and troubleshooting

5. Attendee engagement committee. The sole purpose of hosting your event? For the attendees, of course! This
committee will be solely responsible for designing the attendee experience — and that’s a huge responsibility!

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A few committee duties:

 Developing networking opportunities

 Planning a kick-off or other celebration event for attendees to meet and mingle
 Curating unique ice-breakers
 Designing sponsor engagement with attendees through pop-up activities
 Brainstorming ways to surprise and delight attendees along the way

All this to say, event planning is not a joke! There is a lot that goes into the event as a whole. When you begin to dissect
every piece that goes into planning, you’ll soon see that committees are a necessity. You can’t do it alone! Which is why
an event planning software can help.

o Event Risk Management

From corporate sales conferences to holiday parties, from educational seminars to fundraising activities, most events
require extensive planning to effectively manage risk.

Organizing events can lead to a number of uncertainties — and uncertainties can quickly result in harm to people, property,
and reputation.

According to The Insurance Bureau of Canada (Bureau), the risks associated with special events can include:

 The risk of an employee, volunteer, participant or persons becoming injured.

 The risk of damaging the organization’s reputation if situations are not handled well.
 The risk of financial challenges from unforeseen circumstances, such as inclement weather.

Not-for-profit organizations rely heavily on special events for fundraising. As such, it is important to note that the event
organizers are responsible for the safety of event attendees — and that short-term liability coverage exists to protect
organizers — even when the event is a small one.

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It should also be noted that extra precaution should be taken:

 If children or minors attend.

 If hazardous activities are involved.
 If gambling takes place.
 If large crowds are anticipated.
 If alcohol will be served.

Event organizers should focus on developing a customized event risk solution, as appropriate planning will demonstrate
accountability and due diligence when hosting an event. The approach should be comprehensive and flexible, a scalable
framework that can be applied to a variety of events and activities.
The event risk management process

As part of any successful event planning process, hazards should be identified and risks assessed and controlled to
minimize the potential for injury or harm to persons or property.

Key components to a formalized event risk management framework include:

 Formal process to event management — from inception to close.

 Policy and procedures outlining the “dos and don’ts” of planning an event (this may include a checklist or an outline of
a series of steps which must take place before the event can take place).
 Decision makers to assist in facilitating the process and field inquiries.
 Commitment from management to support process.

An effective event risk management process can yield significant benefits, such as:

 Reduced uncertainties associated with events.

 Greater transparency to all stakeholders.
 Better communication and coordination between stakeholders.
 Better preparation for possible adverse events.
 Process continuity.

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  Decreased cost of risk (e.g., financial, health and safety, insurance).
 Meeting of all contractual, legal, and insurance requirements.
 Adequate protection of the brand from significant risk exposures and reputational damage.

General Tips:

If the event is to be held outdoors, consider extreme weather. For example, prolonged exposure to heat can lead to heat
stroke, dehydration, and in extreme cases fatality. It is important to have a contingency plan, however it is also imperative to
also assess the risks of the new location.

If serving food, be sure the take the appropriate steps to mitigate injury or liability. Risks may include: allergic reactions, food
poisoning, and injury from burns. Risk may also exist from food borne pathogens and improper food handling.

 If the event will be held at an unfamiliar offsite location, make certain the proper steps are taken to ensure
participants are safe (evaluate unique risks).
 If travel is required, ensure that the proper steps are taken to ensure participants are transported safely to and from
the event. Review insurance requirements, contingency plans, etc.
 If alcohol will be served, take extra precaution to safeguard the organization and keep participants safe. Review
permits, train servers, comply with legislation, etc.

Other risk control strategies:

Checklists — a checklist can serve as an assessment aid in making key decisions in hosting an event. This will help the
organization adequately prepare and understand associated risks and make informed risk management and event
decisions.

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Waivers and/or Informed Consent — a well-developed waiver can help an organization defend against legal action and
liability. The waivers should be in compliance with the organization’s legal requirements and include the input of in-house
legal counsel.

Event Risk Committee — A committee can assist with the identification of risks and develop a streamlined approach to
event management and safety in compliance with bylaws, rules, and regulations. This committee can also ensure that these
events are consistent and align with the organization’s values and objectives.
MRC Services

With a comprehensive list of services and industry experts, Marsh Risk Consulting (MRC) can help clients manage their
(event) risk exposures through the use of best practice guidelines and framework development.

Our collaborative approach leverages a combination of knowledge, internal processes and infrastructure already in place.
This may include, but is not limited to:

 Event Risk Assessment and Framework Development.

 Training and Education Programs.
 Exposure Review.
 Risk Management Policies and Guidelines (checklists, context development, etc.).

Our approach enables you to consistently and objectively identify event-specific risk issues, evaluate risk management
alternatives and effectively plan events with minimal uncertainty. Our innovative solutions, integrated services, and strategic
thinking mean that we understand there is no “one size fits all” solution.

o 10 Easy Steps To Holding a Successful Event

1. Decide what type of event is right for you.

 Talk to friends, family and others you trust to get ideas. Take a look at our list of event suggestions or contact us to
discuss.

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  Think about who you would like to have participate/attend your event – your target audience.
 Keep it simple – hosting an event can be very time consuming.
 Start small and keep it manageable – small successes are a great place to start.

2. Set your fund raising goal!

 Setting a realistic financial goal– whether it is a small or large amount – gives you something to work towards.
 Set a budget – thinking about all the costs that could be associated with running your event – remember that these
expenses reduce your total donation.
 Use our Third Party Event Agreement Form to formulate your financial plan.

3. Choose a date!

 Think about how much time you need to plan your event
 Consider the time of year and weather conditions if it is an outdoor event
 Think about other community events or major holidays that may impact attendance at your event
 Remember your target audience when deciding on the event and time.

4. Tell us about your event!

 Give us a call and tell us about your plans at 1-800-463-1119

 We want to know all about your event and help to support you to be successful.
 Complete the Third Party Event Agreement Form and send it to us by fax/mail/email before initiating your event.

5. Recruit help

 Look to friends, family, school mates and co-workers to help with the planning and rollout of the event.
 Think about your volunteers’ strengths and how they can contribute to your goals when assigning tasks/duties.
 Assign duties to individuals to make sure everyone knows what is expected of them
 Create a planning committee and follow up with them regularly.

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6. Promote your Event

 Think about how you want people to know about your event
 Flyers, posters, brochures, tickets, email, twitter and Facebook are all great ways to tell your contacts about your
event.
 Please contact us to arrange for the best way to use our Logo and other copyright material and to let us know who
your sponsors are to avoid any conflicts of interest.
 We can suggest ways our name and logo can be used and other helpful hints to get the best exposure for your
event.

7. Plan the event logistics!

 Whether big or small, some planning will be needed to run a successful event
 Event day is always hectic – making sure you have enough people on hand to help and clearly defined jobs will
make the day run smoother.
 It is always helpful to have a timeline that shows all the items of the event, when they happen and what you need
for it to run successfully.
 We would be happy to offer insights – we are just a phone call away.

8. Thank Everyone

 This is THE KEY to making your event successful.

 Acknowledge everyone who participated in your event, let them know how much their support meant to you and
how much you have appreciated their help.
 As soon as possible – let people know how much you raised.
 We can help here too – contact us for details on how we can help.

9. Make your Donation

 Please submit all funds to Epilepsy Ontario no later than 30 days after your event so we can put your fundraising
efforts to use as soon as possible.

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  Ensure you enclose your Follow-up Report so we can complete the donation receipts as soon as possible to your
supporters.

10. Congratulate yourself

 Taking on the challenge of hosting your own fundraising event has its challenges and we recognize the effort and
time commitment you make.
THANK YOU!
 Every donation helps us reach our goals to build a VOICE for Epilepsy.
 Your commitment to being creative, having fun while supporting an important cause makes you an amazing
person!
 Share your photos and story with us – so we can share your success with the Epilepsy Ontario community!
Thousands of people will be grateful!

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