Step 8: Host the event

After all the hard work planning and organising an event, it is important that the delivery on the day is also well planned and organised to ensure the delegate gets the best experience.

We recommend the following as good practice:

  • identify one person to be in charge of running the event (not a speaker)
  • Iientify volunteer roles and responsibilities using the event checklist to ensure you have enough help. Roles and responsibilities include;
    • speaker liaison
    • meet and greet delegates
    • welcome and provide advice to non-members about the benefits of joining the IET
    • overseeing catering and room set up requirements
    • audio and visual requirements (ensuring presentations are loaded onto the main laptop and slides are working)
  • set up the registration desk with name badges (if required)
  • put out relevant IET literature for delegates to pick up
  • ensure the registration desk is manned at least 30 minutes before delegates arrive
  • greet speakers and delegates, register delegates (by ticking off attendees against pre-printed lists), capture details of on the day ‘walk ins’ and give branded name badges for all attendees (if required)
  • keep as close as possible to the original programme timings
  • ensure the chair is well briefed. We recommend sending chair’s notes prior to the event.

Below is a quick checklist of items you may wish to have at your event.

Event collateral checklist

  • delegate registration pack
    (printed delegate badges, blank/additional badge inserts and delegate list)
  • event attendance sheet (for walk ins)
  • IET literature / promotional collateral (e.g. IET membership packs, flyers)
  • IET crib sheet (details of IET product and services)
  • IET corporate video
  • housekeeping notice from the venue (which includes fire procedure)
  • speaker / IET staff contact details
  • holding slide
  • chair’s notes
  • stationary (e.g. pens, masking tape)
  • copy of event programme