It’s all coming together. You’ve organised an event: you’ve got your dates and venue booked. Maybe you’ve started publicising it or perhaps you’re about to. Here’s a checklist to help you think through some of the key steps in the run-up to your event.
1. Confirm your date/timing/venue logistics
Make sure you know exactly what dates and times – get in and get out – you’re booked in for. Have you paid a deposit, and when do other payments need to be made? Check in with your venue organisers and make sure you’re on the same page so there’s no (or not many) surprises come event time. Have you got a speaker lined up, do they know what they need to know?
2. Announce and promote your event
It sounds obvious but for people to come to your event they need to know about it! So how are they going to find out? Think about using multiple channels according to who you’re trying to reach. For example, a flyer might work well to give to some people in person, but it will have its limits. Social media advertising could be great, which platform is best and what format – a promotional video, or some written text with a link, a digital flyer/image with all the key details?
You might be reaching out to people you already know, but what about people outside of your network, how can you engage them? Word of mouth promotion can be powerful, how can you encourage people to tell their friends in-person and online? You could visit the centre you’re staying at and make a short video to show people what the event will look like – that could be shared online and shown at church. You could ask people who are interested to then share the event with their own networks, newsletter audiences, etc.
3. Share your vision
You should have some reason you’re running this event, why not share it and get people on board with your vision? This is also a great way to promote it – you’re not just selling a couple of nights away for the sake of it, you want to get people thinking about an idea or an activity, things like faith, community, or engaging with the Bible. Share the ‘why’ of your event and others can get inspired too. Engaging people ahead of the event, once they’re booked on, can allow you to go deeper and prepare them for the time you’re going to have together. Are there things you’d like them to read or think about?
4. Call for volunteers
You’ll probably need volunteers to help make this event happen. These individuals might be coming as delegates but also helping with things like:
- Transport
- Welcoming
- Facilitating discussion groups
- Worship team
- PA team
- Organising/leading activities like sport and group games.
For the right people these can be exciting and empowering responsibilities to have. Let people know well in advance what you’re looking for and see if they’re interested. Make sure they’re certified with anything role-specific, such as DBS checks for those working with young people, first aid etc. Keep checking in ahead of the event to make sure you’re all happy and prepared.
5. Confirm schedule, kit-list, last minute items
As you get even closer to the event happening, make sure people know what’s coming. Have you got an itinerary you can share, maybe a list of talks and seminars that are happening? Let people know what they need to bring, like if they need to bring specific footwear or clothing depending on your activities? If you’re staying with us, you could share a link to our website and FAQ pages so people know what’s in their room and what facilities they can expect.
6. Run the event!
Eventually there will be no time left to plan because the event will be happening! Your hard work will be paid off as people step into their roles and enjoy the event you’ve planned. Not everything will go as intended, some things might turn out different or better than expected – this is all part of the experience. Focus on helping people while you’re there, enjoying the event itself and everything you learn by doing this event can feed into making the next one even better.
Event planning can be challenging! Lots to think about. Christian Conference Trust exists to help Christians run fantastic, life-giving events that bring people together. We offer all-inclusive packages that can take the load off you when it comes to the logistics of food and accommodation. As seasoned event hosts, we can help you think about how to make your event as enjoyable for your guests as possible. Learn more and explore running a conference at one of our venues here.
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