“Be nice to the people working with you. They’re often juggling event tasks alongside their primary responsibilities – kindness goes a long way.”
Amy-beth Jordan Alumni Manager, University of Glasgow
Organising an event can be both exciting and daunting—especially if you’re not a seasoned event planner. In our latest Forumm Academy webinar, we explored the challenges and opportunities of becoming an “accidental event manager” with insights from Amy Beth of the University of Glasgow and Emma Darwin of Assemble Events.
Whether you’re juggling tight budgets, managing stakeholders’ expectations, or navigating the complexities of hybrid events, their actionable tips and real-world examples provide a blueprint for success.
👥 A Successful Event Manager is People-Centric:
Focus on understanding people’s needs, expectations, and experiences. An event manager’s role is about creating meaningful connections and experiences that resonate with attendees and stakeholders alike
📅 Consistent Communication with Attendees:
Plan communications at key intervals – 6 weeks, 4 weeks, and 1 week before the event. Ensure attendees have all the necessary information to make their experience seamless and aligned with the event’s goals.
🗂️ List Stakeholders and Prepare Them Thoroughly:
Organise dress rehearsals with stakeholders and encourage pre-event meetings with speakers. This preparation enhances the experience for both the audience and the speakers, who you’ll want to work with again.
🌟 Be (or find) an Influencer:
You don’t need a senior position to influence; it’s about helping others buy into the event’s vision and bringing them along on the journey. Understand what each stakeholder hopes to achieve and align your goals
🙌 Leverage Support and Be Kind:
Find colleagues who can support you, stay mindful of the pressure everyone is under, and be kind to those working with you. A supportive approach fosters goodwill and makes people more willing to collaborate under tight deadlines.
😊 Be Kind to Yourself:
Events come with pressure and unexpected challenges. Remember to pace yourself and show understanding to others; a positive attitude makes the process more enjoyable for everyone involved.
“Start with the ‘why’ – understanding the purpose of the event and aligning it with your audience’s needs will save you headaches down the line.”
Emma Darwin
Founder, Assemble Events
Event planning is as much about people as it is about logistics. As Amy Beth and Emma emphasized, clear communication, collaboration, and a strong focus on the audience are key to creating events that resonate.
Whether you’re new to event management or looking to refine your approach, remember to plan strategically, be kind to yourself and your team, and embrace the rewarding challenge of delivering an impactful experience.
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