An agenda for the event can help you significantly in terms of planning and organizing. It’s a great way to know whether you have the required resources to conduct the entire event without any disruptions.
Aside from this, a comprehensive agenda may also include instructions as to what should be done if some aspect of the event goes wrong. This is perhaps a form of contingency planning which is vital for any event.
Also, an agenda may be shared with other staff members so that they know what needs to be done when and how everything is to be managed so that all the sessions in the event run on time.
Hence, an agenda of an event ensures that everything runs smoothly. Nevertheless, coming up with an event agenda can be a difficult task. This is because of the sheer number of factors involved in organizing an event. Here you will find some great tips on how to prepare an agenda for an event.
How to create an agenda for an event
Creating an event agenda may seem like a daunting task at first. This is because you may not know where to start. As such, it’s recommended to always begin with a rough outline in mind before coming up with an agenda.
You may start off by writing the important details first. This may include writing down the starting time of the event. You may then write down the details of what needs to be done once the event starts.
That is, you may write down the necessary arrangements that are to be completed before the event begins. You can write such things in the form of a list. This will ensure that you don’t miss out on some important details.
Such details may include the number of attendees, the venue of the first session, the refreshments that will be given out and what is the purpose of the overall session that needs to be delivered.
This can be followed by other relevant details, which may relate to the sessions that will be conducted during the event. Remember, an agenda is no different from creating an event schedule wherein you make sure that everything is happening on time. As such, you simply need to list down the essentials one by one to create a perfect event agenda.
Now that you have a general idea as to how to write an agenda for an event, it’s time that we reveal some important tips.
First and foremost, you need to make sure that you know the precise number of presenters who will be presenting at the event, and how long each presentation should or will last.
In order to accomplish this task, you’ll need to directly reach out to the presenters asking them regarding the estimated time that their presentation will take. This will ensure that you can schedule more effectively, and let the attendees know exactly what will be going on.
Furthermore, attendees may request from you a detailed agenda. This may be because they don’t want to attend a specific session since it doesn’t interest them.
It goes without saying, that while you write the schedule for each presentation, also mention the purpose or goal of the presentation, along with the specific topic that will be discussed.
In addition, make sure that you send a confirmation email to participants who will be attending and let them know that they should inform you in advance if they do not wish to come. This will help you plan accordingly as you will know the exact the number of people who will be attending.
Lastly, make sure that you space out each session so that the attendees have some time to relax and mingle between sessions. This will ensure that no one gets anxious due to constant activity and that everything can be managed much more effectively.
It’s not uncommon for event planners to make mistakes while creating an agenda. Here are some of those mistakes that are to be avoided at all costs, if you want your event to be a great success.
Not following up with the presenters
Presenters are an important part of your event. In fact, it’s the presenters that are going to drive the event until the end. As such, it becomes essential that you keep following up with them so as to confirm their attendance.
Often times, event planners fail to carry out such tasks and therefore cause the entire event to go off the rails.
Also, ensure that you have a plan B if the presenter does not show up at the last minute.
Such contingency planning should be a vital part of the event since it’s only during the actual sessions that you get to find out what has gone wrong. You need to plan ahead and see to it that alternative arrangements are made and in place.
Doing everything by yourself
This is one of the most common mistakes that event planners make. Instead of delegating the various tasks of the event to staff members, event planners sometimes take everything upon themselves in order to make the event successful.
This should be avoided at all costs and proper delegation should be carried out. This will ensure that the event runs smoothly and that everyone is available to help if something goes wrong.
Furthermore, event schedule planners sometimes fail to assign leadership roles to different team members. This is a big mistake since doing so can lead to poor coordination and communication which can then result in a broken down event.
As such, make sure that you have assigned the necessary tasks to the relevant teams and have selected the individuals who will be leading their respective teams.
5 Event Agenda Templates
Here are some event agenda templates that you can use as a guide to help you prepare a great agenda in no time.
A very simple, yet effective template, shows how you can structure your event agenda to include all relevant sessions in a concise manner.
This is a perfect event schedule template, as it’s easy to understand and includes the names of the attendees and presenters along with extra space to write down more information.
An event agenda is perhaps the most important tool that you can use to make your event a big success. Hence, follow the tips and guidelines mentioned above to create the perfect event agenda for your event.