Local Event Leader Event Planning Tips and Timeline

You don’t need to be a professional event planner to develop a successful event. However, there are some great “tips of the trade” that can help make the process smooth and not too stressful!

Remember, the World Usability Day 2007 Planning Committee is here to help you. Just call or email us – we have many resources to share with you. The earlier you register yourself as an Event Leader, the sooner we will be sending you materials, updates and important registration processes, dates and deadlines.

Planning Tips for Assembling and Managing Your Team

This is not a task for one person. You need a team. Depending on the size of your event it can vary from a few additional volunteers to many more.

Tip 1: Always have a few more helpers than you think you need. You can never have too many backups and everyone can make a contribution. Don’t hesitate to ask for help. Develop an overall event plan with as many event details as you know. Continue to refine the plan as you go. Create a checklist for each committee with an event timeline.

Tip 2: TRIPLE CHECK all the details and communicate any issues upfront, when solutions can easily be found! Communication is the key to a successful event. Weekly or bi-weekly team meetings of committee members are important. Conference calls work best, however, it will be important for certain team members to experience the venue prior to the event. Committees need to interact with any additional event volunteers and sponsors so they are part of the process and understand expectations.

Tip 3: Make sure your sponsors and vendors are part of the process and understand the plan. Review and Refine. An event is a moving target. Constantly review all aspects and refine as necessary.

Tip 4: “You don’t Ask, You don’t Get!" You will be amazed by how many folks will help and provide pro bono and in-kind venues, products and services. All you have to do is ask. Make sure to create a strong “win win” situation for them as well.

Don't forget to have fun and thank your team! The more fun you have with the event, the more fulfilled you will feel. The adrenalin rush of an event is strong and the team’s feelings of accomplishment and gratification will be tremendous. Make sure to thank your team and celebrate the success. Have a post event wrap up and celebration. Share your observations and record them as you begin to plan for 2008!

Event Planning Timeline

3-4 months prior to World Usability Day (July, August)
•   Committee and leader selection
•   Event concept development
•   Venue selection
•   Contact with World Usability Planning Committee
•   Identify target audience
•   Develop event goals with metrics
•   Budget creation
•   Checklist development
•   Target Sponsors – cash and in-kind (if applicable)

2-3 months prior to World Usability Day (August - September)
•   Refine program plan
•   Creation of logistics plan
•   Development and implementation of marketing plan
•   Selection of caterers, photographer, audio visual and all other vendors
•   Development of an attendee registration (this may not apply to all events)

1-2 months prior to World Usability Day (September - October)
•   Schedule a walk-thru of the venue (identify event set up needs, electrical outlets, registration and layout restrictions)
•   Review all contracts
•   Confirm all equipment and audio visual needs (cables, extension cords, screens, projectors, computer setups and internet access)
•   Develop a venue map
•   Review all menus and food commitments
•   Submit event description for posting on the World Usability Day website by September 21, 2007. (The earlier the better: even if you don’t know all the details, you will be able to edit as you go!)
1 month to go to World Usability Day (October - November 8, 2007)
•   Communicate with all speakers, presenters, sponsors, confirming their arrival and participation
•   Ensure PR contacts have been notified
•   Train all volunteers on registration or assigned tasks
•   Update guest/attendee lists on a daily basis
•   Ensure enough badge inserts and holders are available (great source is Pcnametags.com)

o Tip: Use a DYMO badge/label maker, available for $99, to facilitate onsite badge creation on badge stock for last minute arrivals or attendee changes.

• Create a supply box with pens, pads, glue, scissors, tape, Velcro, etc...
• Identify and communicate the point people for the event (refer to your logistics plan):

o   Go to person for any issue
o   Spokesperson for the media
o   Registration issues
o   Sponsor support
o   Photographer support (who do you want photos of?)
o   Audio Visual issues
o   Speaker support
o   Food or venue issues
o   Timekeeper-keep the program on schedule and moving
o   VIP attendee support

• Triple-check to ensure all items have been covered. HAVE FUN and ENJOY YOUR EVENT!

If you have any questions or need event planning or execution help, please contact Caryn Saitz at caryn@worldusabilityday.org or 617.905.5691.