Event basics

New to organising events or just need a reminder of the basics? These pages will give you advice on how to put an event together.

Queue of people waiting for an event Events are a great way to facilitate face-to-face engagement with the Science, Technology, Engineering and Mathematics (STEM) community.  As we all know, planning ahead can make life much easier so to help your event organisation we have put together some top tips. Remember that the IET staff team can help you in many ways, for example by suggesting possible venues, so get in touch with your staff contact to take advantage of their knowledge.

  1. Have a clear idea of the objective of your event before you start, this will help you to answer the who, where, when and how questions.
  2. Set a budget for your event, the costs will vary depending on the type of event you are holding. The main costs are likely to be related to venue, catering, technical equipment and speaker expenses.  If you need any advice you can contact a member of the staff team.
  3. Set a date for your event, make sure when you set the date that you give yourself enough time to plan and promote the event and that there are no clashes with other events taking place in the local area or large conferences in the technical sphere. Think about the best time of year for your event, for example student recruitment events work well close to the start of term.
  4. If a local community is not involved with the organisation, contact volunteers from the local community as early as possible to notify them of the planned event. A member of the staff team will be able to put you in touch if you don't already know who to talk to.
  5. Think about your audience and plan the event timings to make it easier for them to attend - is it an event that someone would attend to support their work life or is it general interest?  Would people travel long distances to attend?  
  6. Use online event registration.
  7. Create an entry on the IET event calendar, ensuring there is enough information available for a potential delegate to decide whether or not to attend (synopsis, benefits of attending, information about the speakers, location etc.) and ensure the correct taxonomy is selected to enable the event to appear the in the relevant MyCommunity groups, and be identified by search engines.
  8. Check if the required audio equipment is available on site, and if there is an additional charge for it.
  9. Promote your event.
  10. Host the event on the day, you are the face of the IET at your event so think about how the room looks, how you welcome your speakers and attendees, what information is available about the IET, and how you thank all those involved.

If you need more information, training or help with anything mentioned above then please get in touch with your staff contact.