#Practical #guide #organizing #event #step #step
Organizing an event involves numerous steps, meticulous coordination and special attention to detail. I still remember the first event I organized and all the emotions I went through.
I was worried about how I speak, how I look and how I present my topic. I was thinking if I wasn’t good enough and people were judging me. I repeated several times what I had to say, I asked my husband to listen to me, to correct me. Then other worries: if I don’t receive invitations, we consider all options to popularize the event, confirmation phone calls, posters and posts on Facebook.
At the first events, we didn’t have enough people and I saw that long topics, more than 30 minutes, are tiring. The short topics accompanied by personal testimonies about the results obtained with the presented products combined with product tastings were successful. In the beginning, the main concern was to provide a lot of information about the products we want to promote. Over time, I noticed that the participants preferred themes about affection and especially testimonials, personal examples of success in which to find themselves.
We were successful with the events in which we celebrated the experience in years of activity Calivitawhen people from the management of the company or guests from other cities came among us. I can’t forget the excitement of the Olympics Gummy Kids who trained a lot of collaborators to organize meetings with children in different locations.
I have never started organizing an event with the doubt that it will not go well. On the contrary, the thought that I will gather people who will learn useful things about health, that they will receive motivating examples of success, that my team will be reinvigorated and new people will come filled me with hope and joy. All I was experiencing was a state of positive vibration, a good energy that I tried to convey with passion to those I was talking to about the event. I strongly believe that only what you feel, you can transmit.
Besides, I was never alone. I always had with me the team made up of dedicated members, ready to get involved where needed. My guide was often by my side or encouraged me from a distance. I had a special support from the company Calivita which mattered a lot.
Work in a team
Organizing an event is like an exciting journey where every detail and every step counts. For me, this process involves not only planning and coordination, but also a healthy dose of passion and dedication. To see how each element comes together harmoniously to create a memorable experience is truly fascinating.
We saw the chances of success of an event based on the interest of the participants in the weekly group meetings where we agreed on topics, speakers and shared the topics. It is a team work where the contribution of each member counts.
I can say that before the pandemic there was a greater enthusiasm to meet, a greater capacity for communication between people.
When I think of organizing an event, I prepare 2 months in advance. I start from topics of interest and speakers I can rely on. There were situations when a person was no longer available on the scheduled day and we redistributed the topic.
Then I have to estimate how many people will come, the necessary budget to allocate, which room is available on the scheduled date in a location that will also offer me good technical conditions.
Situations encountered at organized events
I had a situation at an event organized in Buzau when the video projector provided was not compatible with the laptop in which I had the materials to present. I won’t tell you what emotions I had when people came and we couldn’t project what we had prepared. We found solutions and it mattered that we went 2 hours earlier to prepare the hall.
At the event in December 2023, there was no chance that there would be more than 30 people. I estimated that a maximum of 60 people would come, and more than 80 came. Luckily, the hall was roomy, extra chairs were brought and it was very good. It didn’t matter that it was cold and the wind was blowing, that many were preparing for the holidays or you could find all kinds of reasons, but the participation proved attractive.
At the Medical Conference on March 16 in Constanta, I expected to have many participants and in fact there were around 90. Here I encountered other difficulties. Mrs. Dr. Selaru Dana wanted us to organize this conference and we rely on the participation of dedicated local forces. After I started things, I found out that three of the speakers with medical training are not available during that period. I did not abandon the idea, I chose other doctors from my team to make presentations and invited colleagues with medical experience from other teams. They came with love, with very interesting topics and brought value to the conference.
It is very important to have more members from different teams participate in the organization of the events and to support the initiative of the person in charge of coordination. I participated in events organized by colleagues from other cities. Thus, for my part, I was also supported when I needed it and it was a great help. Each of us has a different personal story, a different experience, and the diversity of topics increases the attractiveness for participants.
Promotion of the event
The promotion of each event is the part that matters a lot and must be done ahead of time. After determining the topic, the place, the date of the event, the speakers, I start the promotion activity. I build a suggestive poster and prepare an event on Facebook where I invite my acquaintances. I also make other dedicated posts and update them with new information.
I post invitations on WhatsApp to which I add details along the way, announce the action on Zoom and send emails to my team. I call the people in my team and urge them to make invitations as well. I call back to confirm participation and to clarify everyone’s contribution to the event.
Before the day of the start, in advance, I make sure that all the necessary materials for the conference are prepared. That the speakers have sent me the topics, where the projections are made, that the maps for the participants are in order and I have determined who will transport them to the event. I choose people who are in charge of welcoming the guests, the coffee break and the photos.
Preparations on the day of the event
On the day of the event, I made sure to arrive 2 hours earlier and check that everything is in order. If the seats are too cramped and there is room, we open them up so that people feel relaxed. The technical desk with a laptop and video projector must be arranged, the microphone’s sound and battery must be checked, a table with bottles and product promotion testers must be placed Calivita. The roll-ups are fixed, a place to welcome the guests is arranged where the welcome cards are placed.
You don’t even realize how quickly time passes, some participants arrive 30 minutes before, you meet them and looking at the schedule you realize that you already have to start the event.
At the beginning we put a video about the company Calivitaeveryone took their seats and the event is taking place in a pleasant atmosphere.
Long after the event, I keep in mind the joy of the beautiful moments, of the people who surprised me with their presence, of the appreciation of the speakers or the topics developed. I look fondly at the pictures and choose what I can share. We discuss in the team and learn about what worked very well and what we can improve.
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