Monitor Event Progress

The Event Coordinator’s role is to monitor the team’s progress against milestones and ensure the event runs smoothly.

Regular meeting dates for progress reports are advisable, to keep members feeling connected with each other, report on progress or problems, and to map out next steps for the project and address contingencies.

The Event Coordinator may like to keep track of the event by using the project template that is available at the back of the Event Management Guide available from SWDC or in the templates section of this website.

Event Delivery

Event delivery day requires a clear understanding at the event of each member’s responsibilities.  It’s good to have ‘back up’ plans in case of changes (a replacement MC if yours is sick or unable to show, paramedics on standby in case of an accident).  Make sure the event committee are aware of what these contingency plans are and how to implement them.

A Running Sheet for the day, distributed to all involved is an excellent guide for a smooth event.  It also provides context for an individual’s tasks.  Information on this schedule should include:  person, task, timing, those involved, location and contact information to reach the relevant people.

All activities, no matter how small, should be included in the running sheet (greetings at the door, set microphone up and test, thank MC, present gifts).

  • Create Running Sheet – this should be the responsibility of the event coordinator
  • Ensure everyone involved gets a copy
  • Arrange for someone to meet and greet VIP’s
  • Arrange for someone to liaise and meet with the media
  • Do you need name tags
  • Do you need a photographer

 

Throughout the planning and event deliver stages, it is important to keep records of all activities, promotional material, media coverage, transactions and sponsorship agreements.  This is for financial, legal and event evaluation purposes.  All material should be kept in a central file that can then be accessed by new staff to help guide planning for future events and to report back to your funders/sponsors

Don’t forget to enjoy your event!

Post Event

Although the event is over, a number of ‘wrap up’ tasks still need to be done. These include:

  • Venue clean up – return of hire equipment etc
  • Obtain feedback from participants
  • Thank and recognise all involved in the event including volunteers, sponsors, media and participants
  • Hold a debriefing session with committee members
  • Send out event reports to all sponsors and key organisations, and
  • Ensure records are kept in a central  place for running the event in the future

 

Possible Trouble Spots

Experience has revealed the following to be ‘trouble spots’ for event management.  Try to ensure you address these areas in your planning

  • Not appointing an Events Coordinator
  • Not maintaining accurate written records
  • Not monitoring progress closely
  • Allowing insufficient planning time
  • Failing to communicate and coordinate fully with committee members
  • Insufficient staff / volunteers resulting in burnout
  • Insufficient food and beverages
  • No first aid
  • Poor press coverage
  • No contingency plans for bad weather
  • Programme running over time
  • Failure to inform police or local authorities
  • Insufficient waste management systems (toilets and rubbish)
  • Insufficient parking
  • Disabled facilities not available
  • Unclear direction signs
  • Emergency procedures not in place