How to organize a cool event on their own

I want to organize an event yourself. Where to begin?

Think about the idea of ​​the event. It should not be an abstract idea, but a very specific goal. Clearly answer three questions:

What I want to organize?

So you define the format of the event. It may be a party, festival, Lecture or film screening. Think, for what audience do you do it and how many people you want to attract.

Where is the event?

Based on the size, decide what you need a place. For example, a closed room for 200 people, an auditorium for 500 people and outdoor area for 70 people.

When the event will take place?

Select exact date in advance to have time to do everything on time. A small event for 100 people can be prepared for the month, and music festival 1000 people - not less than six months. The sooner you decide, the easier it will be to find a place.

Finished the idea would be: "I want to make a techno party at the beach on August 31 in honor of the last day of summer. To the party must be at least 200 people and two guest DJ. "

I can do everything by yourself?

Unlikely. Many cases, and in the day only 24 hours. Therefore, to gather like-minded team better, between which you divide all the tasks. Well, if the posters will draw the designer, to promote the project - an experienced SMM-specialist, and set up equipment - zvukach.

Do not be afraid to delegate some of the duties to others. The main thing that they were interested in the result and they could rely on. You seriously make your life easier by assigning the producer of the event. His task - to solve all issues and disputes, supervise a team and take responsibility for what is happening.

If you do not know where to look for the right people to help online services:

• EventCatalog.ru - largest database of sites and contractors.
• theGIFTED - Instant search of workers and interesting characters.
• YouDo - searching for volunteers or employees for a small fee.

The team is, what to do next?

Make a list of all cases. You will certainly need to consider the concept of the event, define the budget, find and prepare the room, invite musicians to rent equipment to make banners, organize the catering (food delivery and supply and drinks). Do not stop until the next to each item will not be checked.

Get together as a team, discuss the action plan and assign responsibilities. Everyone needs to understand what he says. For all tasks set deadline.

use Trello or "Google Spreadsheets"To work with the tasks. Conveniently, when there is access to the document in the whole team.

Be sure to write down all the new number to your contacts. Better to do it on a "Imya_Dolzhnost_Data event." For example, "Vlad Photographer 15.07." So you will not get confused.

I'm afraid to forget something. Can I have a rough plan?

Can. The standard plan is as follows:

1. Arrange meetings with volunteers, teams and sponsors.
2. Prepare tickets, hotel and transfer to the invited guests.
3. Order design and print leaflets, posters, branded T-shirts and everything else you need in advance to paint and print.
4. Lease and prepare the site. Think about places for visitors, personnel, equipment and parking. Harmonize the lists of guests and organizers from the site owners.
5. Prescribe the timing of the event - that at some time will occur. You need to know the exact minute when the food is served, and when said lead.
6. Rent equipment. The minimum set of: laptop, speakers, mixer, two microphones, a screen and a projector. At large events is useful for communicating with the radio team with a headset.
7. To negotiate with the photographer and videographer. Prescribe the terms of reference, to agree on the terms and sign a contract.
8. Hire staff: security, cloakroom, waiters, cleaning service. The number of people dependent on the event. It is possible that you will not need additional staff or volunteers can be found.
9. Find the leader. It is important. From it will depend on the mood of the guests and the general atmosphere of the event.
10. Think through the logistics of how to deliver the people, equipment and food to the place of the event and back.

Abnormality - the norm rather than the exception. Provide a plan B for each point: what to do if you suddenly give up in court? And if there are problems with the sound? And if it starts to rain?

I'm not sure I can find the money for the project. What are the options?

First calculate the approximate budget for the event and make a budget. Heed all costs: Premises, equipment, invited guests, advertising, printing, logistics, catering, team. For example, the cost of the invited guests include ticketing, accommodation, meals, transfers and fees. Expenditure on command: paying phone bills, food, buying props.

When you understand exactly how much you need, start to collect money. Where to find them - it depends on the format of the event.

If you arrange something socially significant (festival of graffiti, popular science lectures for schoolchildren), you can apply for a grant to start fundraising for Planeta.ru or attract volunteers.

If you are doing a commercial event - look for a sponsor interested in PR. Make a beautiful presentation and clearly describe what benefit the sponsor will get to participate in your project and what is required of him. Just be honest and do not promise what can not do. You will have a better chance of success if the target audience of your event to coincide with the target audience of the sponsoring company.

If you organize a wedding best friend - connect friends and acquaintances. They can provide you with a suitable site, technology and driving.

A good way to reduce the budget of commercial activities - to bargain with contractors and work on a barter basis. Most expensive contractors - catering and alcoholic bar. Put your conditions, prescribe clear terms of reference and do not hesitate to ask for a discount.

What to look for, to everything was at the height?

Important every detail, even the number of toilets and presence veloparkovki. But there are five main elements that determine the success of any event:

• Shine. Good light - this is when the scene is clearly seen, the spotlight is not blind, and guests will not fall ugly shadows.
• Sound. Check the technique a few times, adjust the microphone and agree with the owner of the room noise regulations at the site.
• Purity. No garbage, dirty floors and uncleared toilets.
• Security. Learn the evacuation plan and conduct training for teams and volunteers. Everyone should know where the emergency exits, fire extinguishers and first aid kit.
• Temperature. No one should not be too hot or too cold - it is necessary to check the air circulation and serviceability conditioners. Comfortable temperature indoors in the warm season - 23-25 ​​° C, in the cold - 22-24 ° C. If you spend a music festival, the temperature should be lower (20-22 ° C), because after the dance scene at all will definitely be hot.

Who needs to be coordinated action to avoid being kicked out the police?

You need to prepare two notifications: the administration of the city and to the police department (if the event is less than 2 000 people). They can be sent by mail or courier, two copies of every organ. If you're planning an event, which will be more than 2 000 people, you need to additionally send a notification to the government of the region and the regional police department.

The notice is written in free form: it is necessary to specify that you want to apply, what name and purpose of the event, where and when it will take place, how much is expected of participants, who the organizers. Examples updates search the Internet.

To enter into contracts with all contractors who supply you a technique, catering or provide rental space. Negotiate clearly all the details and make sure that they are in agreement. For example, if agreed that the final cleaning of the premises by the owner, the item should be in the contract.

How to announce the event to about it as many people as possible?

Give it a name and a logo. Let the designer will draw posters and develop a corporate identity. Make a simple site with information about the event - for example, Tilda.

Send out a press release with information about the event, what, when and where you spend, who the organizers, partners and stakeholders. Try to interest journalists. Do not write too dry and submit press releases to specialized media - those who have the same target audience as your event. Contact editorial on most sites can be found in the public domain.

Do not forget about the promotion in social networks. Create an appointment in Facebook, «VKontakte" and the events page in Instagram. Run targeted advertising and displays set up correctly: it should only show your target audience to the advertising budget did not go to waste. Ask the large urban communities and bloggers to talk about your event on their pages. If you are not good at SMM, read blog "Netologii" - there are many useful materials about promotion in social networks.

All is ready. Something else you need to provide?

Be fully prepared. At the organizer should always be loaded with telephone and internet connection, battery charger, laptop replacement, extension cable, HDMI adapters for all possible connectors, stickers, tape, several lighters, stationery knife, adhesive tape and painkillers in case ache head.