How to organise events without pain

Organizing meaningful discussions in the form of conferences, symposia, summits, webinars or roundtables is essential for knowledge exchange, collaboration, policy development, innovation, and addressing the multifaceted challenges that impact the health of populations worldwide.

I have personally organized tens of events in the past 4 years and have developed a no-hassle guide that guarantees a panic-free, meaningful, and smooth process.

In this article, I want to share my guide with you so that you can also apply it in your work.

1.     Scope out the details of the event.

The foundation of a successful event lies in meticulous planning. Understanding the details ensures alignment with objectives and sets the stage for a purposeful gathering.

2.     Develop themes for the event session(s).

Crafting compelling themes attracts a diverse array of participants and speakers, fostering rich discussions and a dynamic exchange of ideas.

3.     Create a list of participants/speakers.

You can draft stellar event themes and topics, but success hinges on your speaker list.

Consider inviting experts from one or more of the following categories, depending on the perspective you want to bring: private companies, governments, specialized associations, patient advocacy groups, clinician societies, and academia.

4.     Develop the event’s materials.

Curated content is key to providing value. Ensure top-notch quality for your event’s master deck, program agenda, pre-read and other related content to elevate the overall experience.

5.     Determine the format, date and location.

Strategic decisions on format (in-person, virtual or hybrid), and logistics are crucial for accommodating diverse participants, ensuring accessibility, and creating a comfortable environment for meaningful interactions.

6.     Handle the reservation of venue, logistics, and translators.

Streamlining logistics and offering language support are fundamental to a seamless event.

7.     Develop marketing collaterals to promote the event.

Effective promotion increases visibility, attracts a wider audience, and contributes to the success of the event.

8.     Prepare and send invitation letters to participants. Follow-up on invitations to ensure responses.

Proactive communication ensures a strong participant turnout, enriching the diversity and expertise present at the event.

9.     Follow up and plan briefing sessions with speakers.

Even the best speakers benefit from thorough briefings. Ensure they are well-prepared to cover the topic effectively, stay within the time, and align with the overall program.

10.  Moderate or speak at the event, and provide on-site support.

At this stage, nobody understands the event better than you. Stay actively involved by speaking or moderating, leading panel discussions, or providing insightful remarks.

11.  Prepare post-event materials to include key takeaways and next steps.

A comprehensive post-event report captures valuable insights and lessons learned, laying the groundwork for future successful events.

Conclusion

Working on an event strategy isn't rocket science, but it requires good planning and a clear vision.

Over the years, I've followed these 11 steps, which have not only provided me with clarity but also helped me sidestep unnecessary stress. (After all, stress is inevitable, but we can minimise the total amount of stress in each project by focusing on things we can control.)

Beyond the enumerated steps, one invaluable practice I consistently find beneficial is leveraging the perspectives of others.

Engaging in discussions about my event plans and strategies with someone I trust offers a fresh viewpoint, enriching the overall approach and ensuring a well-rounded event execution.