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If you've ever organised an event, you know that not everything runs to plan and you have to face various challenges. When I was organising my first event, I was told about The funny Duck Face Rule. This rule states that on the outside you should look calm and peaceful. But in fact you are energetically paddling with your feet underwater to keep yourself afloat. However, no one should find out about that. To this day, I still believe this is the most valuable rule.

Organising an event is not a simple task. But I can identify 10 key points that you should keep in mind for everything to go well.
1. Define the purpose and format
It seems pretty obvious but it's worth having a critical approach to this issue. Formulate your goal as specifically as possible: do you want to convey knowledge to participants; express gratitude to partners; raise funds for a project or offer guests aesthetic pleasure? The format of the event will depend on the answer: its concept, timing and duration, role distribution within the team, the layout of the hall, catering and sound.

Try not to get stuck in traditional formats. Take a look at "unconference", PechaKucha, TED format, thematic brunches, online events, open-air events. What counts is that your format helps to achieve the goal of the event.
2. Pay sufficient attention to planning
The plan should include logistics, content and the promotion of the event. Create a document available to the entire team where each member would be able to see the tasks of the others and the big picture. First, prepare a list of the main tasks, and then flesh them out in as much detail as possible in the form of specific steps that must be completed. It is important to designate the timeframe in the plan: the time required for completing a task. It is often underestimated and preparation goes slower than you expected.

You can use Google templates, programmes such as Asana, Trello, Podio, GanttPro, Teamweek for planning. Even simple Excel won't let you down.
3. Draft your budget taking into account unforeseeable situations
Look at the list of tasks and reflect them in your budget. It is also worth thinking about a reserve in case of unforeseeable situations. For example, there was an incident in my work when it rained on the day of an open-air event. We had to immediately change the location and transport all the equipment and furniture. It is better to think about such things in advance and be prepared for them financially.

As an option, you can use this budget template, adapt it or create your own.
4. The devil is in the detail
If you want to pleasantly surprise your guests, think about everything down to the smallest detail: how they register, who will greet participants and how, what music will be playing, do you have an interesting photo corner, how do your presentations look and how is your team dressed, what to do during breaks.

For example, during registration, participants could be offered the chance to attend a brief master class, play games or watch an information video.

Try to surprise people and create the wow effect, exceed their expectations in the most ordinary things. This is exactly what creates the feel of an event.
5. Check the location and have a plan B
Always check the location in person as early as the selection stage. At the most unexpected moment it could turn out the air conditioning doesn't work properly in the hall, there are no toilets for the disabled or the equipment won't get through the door. Therefore, check such issues in advance.

Once I held a conference for 50 people and an hour into the event, the owner of the space asked to vacate the place without giving any explanation. Eventually, we spent an hour-long training session with the participants in a nearby park, until we found a new space. You may think that such a situation won't happen to you, but it's always best to have a plan B.
6. Allocate responsibilities
It is very important to distribute tasks among the team members not only at the preparation stage but also during the event. Allocate responsibilities by zone. For example, someone is responsible for the registration zone, someone else for greeting the speakers, a different person for the equipment, for catering, communication with the press, etc. Every person needs to have his or her zone, which he or she should be responsible for throughout the entire duration of the event.

Give each member of the team a document with the assigned responsibilities, so that every person knows who to contact for any specific issue.
7. Tell your audience about the event
Do not underestimate the time required for the successful promotion of an event. The type of event, its target audience, internal resources and the budget all determine your marketing approach. When choosing your media partners, focus on those who target your audience. It's better to have a few partners but targeted ones, rather than talk about the event to just about everyone.

It is also important to create one key message that will be broadcast on all channels. Make sure it is brief and that it accurately conveys the idea of the event to your audience.
8. Pay attention to service
Make sure that your team follows The Duck Face Rule. Be friendly to participants, speakers and partners. Try to address their problems or questions and meet their expectations, even if you feel tired and not everything runs to plan. At the end of the day, what people remember is how they were treated and the atmosphere not what the speaker was saying on the stage.
9. Carry out a final check 24 hours before the event
Make sure that you've informed the participants of how to get to the location, invited all the important guests, and prepared the printed materials, audio and video content. Check whether everyone understands his or her tasks and responsibilities and whether the space is ready. For this purpose you can draft a checklist, like this one.

A similar checklist can be drafted for the checking preparation on the day of the event: whether everything is in place, working, being done on time.

Be sure to print out the event programme, let each member of the team and volunteers have a copy. In addition, give everyone the main contact phone number for communication with one another in the event of an emergency.
10. Ask for feedback
You're probably going to be tired and happy after the event, but it will be difficult for you to give an objective assessment of how it all went. That is why ask participants to complete a printed evaluation form at the end of the event or an online form when they get home. Ask them to assess various aspects of the event: logistics, speakers, locations, and the work of the organisers. This information will help you to avoid mistakes in the future and improve the quality of your events. If possible, get feedback through social networks or record video reviews at the end of an event. This will come in handy if your event is held again.

Whatever event you organise, be optimistic and don't be afraid of surprises and your event will be a success!

***

Irina Prokofieva, Operations Manager of the EU-EaP Culture and Creativity Programme, certified project manager (IPMA, level C), cofounder of the Start2Go project. Worked at the international and national levels of the AIESEC international organisation. Has experience of organising events of various formats, ranging from one-day training sessions to international conferences and festivals.

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10 Tips for Organising a Successful Event

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If you've ever organised an event, you know that not everything runs to plan and you have to face various challenges. When I was organising my first event, I was told about The funny Duck Face Rule. This rule states that on the outside you should look calm and peaceful.

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The Olympic Games Rio 2016 were a true success story. This was underlined today in the meeting of the IOC Executive Board (EB) when facts and figures were presented. Rio 2016 were the most consumed Olympic Games in history. Here we take a close look at the facts behind the success of the Olympic Games Rio 2016.

The Olympic Games Rio 2016 were iconic in so many respects. Over the course of 16 glorious days, we witnessed new records, personal bests, great emotions and inspiring sportsmanship that only the magic of the Olympic Games can create. Off the field of play too, Rio 2016 was a great success. Rio 2016 set new records for global visibility and awareness, it also set new standards for legacy planning.

Highlights...

The Olympic Games Rio 2016 were the most consumed Olympic Games ever

Half the world's population watched coverage of the Games

Over 7 billion video views of official content on social media platforms

Olympic Games increasingly associated with terms including "excellence", "friendship", "respect", as well as "diversity", "inspirational", "unity", "universal" and "youthful"

Rio 2016 has left behind a great legacy for the city of Rio de Janeiro

Access to high-quality public transport for citizens has increased from 18% in 2009 to 63% at the end of 2016

Athletes from 206 NOCs plus the first-ever Refugee Olympic Team participated

Over 11,000 athletes of whom more than 45% were women, the highest number ever

Women competed in every sport at the Games for the second time running

10 refugee athletes competed as part of the first-ever Refugee Olympic Team

Two NOCs-Kosovo and South Sudan-participated in the Olympic Games for the first time

Nine NOCs won their first-ever gold medals (Bahrain, Fiji, Ivory Coast, Jordan, Kosovo, Puerto Rico, Singapore, Tajikistan and Vietnam)

Visibility and Awareness

The Olympic Games Rio 2016 were the most consumed Olympic Games ever, taking into consideration broadcast coverage viewed on television and digital platforms, as well as engagement on social media. Stunning backdrops and iconic venues also helped create unforgettable moments.

Broadcasters around the world made more television coverage and more digital coverage available than ever before: over 350,000 hours total for Rio 2016 compared to almost 200,000 hours for London 2012

Half the world's population watched coverage of the Olympic Games Rio 2016

Olympic Games Rio 2016 broadcast content viewed online was over double that of London 2012

Over 7 billion video views of official content on social media platforms

According to global independent research commissioned by the IOC, 82% of spectators surveyed said their experience was better than expected and rated their enjoyment as 9.5 out of 10

The association of the Olympic Games with terms, including the Olympic values of "excellence", "friendship", "respect", as well as "diversity", "inspirational", "unity", "universal" and "youthful", has increased since London 2012

The awareness and appeal of the Olympic Games remains the highest amongst all the measured sports and entertainment events surveyed

Global awareness of the Olympic rings remains very high, with nine out of ten people surveyed correctly identifying them

Iconic venues like Copacabana beach, the Sambodrome, the Maracanã Stadium and the Lagoa created unforgettable images

RIO 2016 AUDIENCE SUCCESS STORIES

Nine out of 10 people who had access to TV in Brazil saw coverage of the Games. The men's football gold medal match had the highest sports audience in Brazil since the current auditing system was established in 2006.

The Rio 2016 men's gold medal badminton match received a higher audience in China than any London 2012 event.

Viewers in Japan watched more coverage of Rio 2016 than they did of London 2012, and the three most watched programmes were of women's events.

NBC Olympics digital video totalled 3.4 billion streaming minutes for Rio 2016 - of which 2.71 billion were of live coverage, over 1.2 billion minutes more than all previous Olympic Games combined.

WORLDWIDE TOP PARTNERS

The Partners helped bring the Olympic Games to life through global promotional campaigns, with unprecedented real-time social media activation, as well as popular showcasing venues at the Olympic Park and around Rio de Janeiro.

The Worldwide TOP Partners provided critical financial support to the organisers of Rio 2016 and every National Olympic Committee, as well as products, technology and services to directly support the staging of the Games.

The Worldwide TOP Partners supported community, education, sustainability and infrastructure development projects throughout Rio de Janeiro.

Legacy & Transformation

The Olympic Games Rio 2016 leave behind a strong legacy for the city of Rio de Janeiro. In addition to new transport infrastructure and revitalisation of parts of the city, one venue used for the Games is being converted into four schools. An education project established as part of Games preparations is now being rolled out across Brazil and beyond.

The majority of respondents interviewed as part of independent research commissioned by the IOC, in both Brazil and internationally, believed that a positive legacy will be left in the host city and country

Access to high quality public transportation for citizens has increased from 18% in 2009 to 63% at the end of 2016

New transportation links have been inaugurated: new Bus Rapid Transit (BRT) lines and New Metro Line 4

The historic Porto Maravilha area has been revitalised

The canoe slalom venue has also become a public swimming pool

Six venues in the Olympic Park will form the nucleus of Brazil's first Olympic Training Centre

The handball venue is being converted into four schools

Carioca Arena 3 will be converted into an Olympic Experimental School

The Transforma programme reached over 8+ million students / 16,000 schools / in 3,000+ cities / in 20+ countries

According to a study by the Ministry of Tourism, 87% of foreign tourists have the intention to come back to Brazil and 94% want to visit to Rio de Janeiro again

The success of the Olympic Games Rio 2016 brought pride and confidence to all Brazilians, bringing together the whole country at a difficult time

The city has become even more marvellous. Our sons will be proud to say, 'I'm Carioca'

Stunning Sporting Achievements

Rio 2016 witnessed some stunning sporting achievements by athletes on the field of play. Several established athletes confirmed their position in the pantheon of sporting greats, while new stars emerged. Over 100 Olympic and world records were broken in athletics, swimming, archery, cycling, weightlifting, shooting and modern pentathlon.

Games

The Olympic Games Rio 2016 united and inspired Brazilians at a time when it really mattered, uniting them in a uniquely Brazilian spirit of celebration and demonstrating the extraordinary diversity of Brazil.

The Olympic Torch Relay inspired and engaged the entire country during a 95-day tour that took in 325 towns and cities, covering each of Brazil's 26 states and the Federal District and included 12,400 torch-bearers

USD 430m in ticketing revenue, 18% over target

70% of tickets sold to Brazilian citizens, reaching residents from all over Brazil

The Games provided training and employment opportunities for local people

Job creation accounted for 82% of Rio's local economic growth

The income of the poorest 5% grew 29.3% against 19.96% of the richest 5%

A culture of volunteering developed along with increased national selfesteem

The Opening Ceremony was awesome. I've always watched it on television back at home, so to be there was an amazing experience.... And the stadium where we played, with the crowd and the atmosphere - it's just a beautiful place to be

Universal & Inclusive Games

The Olympic Games Rio 2016 were truly universal and inclusive. More NOCs than ever before sent athletes to the Games, while women's participation reached an all time high. For the first time in the history of the Olympic Games a team of refugee athletes was able to participate as part of the Refugee Olympic Team.

The only global event in a troubled world where the whole world comes together

A strong signal of unity in diversity for the international community

Athletes from 206 NOCs in addition to the first-ever Refugee Olympic Team

More than 45% of athletes were women, the highest number ever

50 NOCs had more women than men in their delegations

The Refugee Olympic Team sent a message of inclusion and hope for refugees around the world and received praise from the UN Secretary-General, world leaders at the UN General Assembly as well as leaders from faith, business and other areas of society

Olympic Solidarity supported 815 individual competitors from 171 NOCs as well as the Refugee Olympic Team and helped them win 101 individual medals (33 gold, 26 silver and 42 bronze)

87 NOCs won medals during Rio 2016

Two NOCs - Kosovo and South Sudan - participated in the Olympic Games for the first time

Three NOCs - Fiji, Jordan and Kosovo - won their first-ever medals, all of them gold

Nine NOC s won their first ever gold medals (Bahrein, Côte d'Ivoire, Fiji, Jordan, Kosovo, Puerto Rico, Singapore, Vietnam, and Tajikistan)

514 Youth Olympic Games Alumni won 80 medals, including 19 gold medals

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How do we know that Rio 2016 was a success

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The Olympic Games Rio 2016 were a true success story. This was underlined today in the meeting of the IOC Executive Board (EB) when facts and figures were presented. Rio 2016 were the most consumed Olympic Games in history. Here we take a close look at the facts behind the success of the Olympic Games Rio 2016.