HOW CON: Top 10 Things To Remember When Planning a Writer’s Event

Top 10 Things To Remember When Planning a Writer’s Event
by Kate Nox

1. Consider your audience – Who will be there? This will determine everything else, venue, speakers, entertainment, everything starts here.
2. Reserve your venue early – Many venues sell out fast, so get the place settled. Your advertising and attendance depend on it.
3. Set a firm deadline for registration – This is for your sanity more than anything else. It should be far enough in advance for you to alert your venue, your caterers and your workshop presenters as to numbers. If you just can’t say no, then anyone who tries to register after the deadline goes on a waitlist in case there are cancellations.
4. Think about comfort – make sure your attendees will be comfortable. Is the room big enough, can they hear, is it too hot or cold? Are there tables to be comfortable writing? If they are to be there more than an hour, will they need a break? Is the restroom nearby? Are there sleeping accommodations if it is a multiple day event? Will water or other refreshment be furnished by you or the venue?
5. Provide a contact  – A phone number or email address where attendees can ask questions. There will be questions! Make sure someone answers.
6. Fit speakers to the crowd – Workshop or keynote; the speaker should be of interest to your crowd. As a teenager I was part of a church group that would advertise teen crusades and when we arrived the speakers would invariably be in their sixties! Not a fit.
7. Add a little for expenses – Nothing is worse than arriving at an event and realizing something is missing. A few dollars extra in the kitty can be a lifesaver. Just a couple of dollars per attendee is all it takes.
8. Remember you are working with human beings – People need time. Time to walk or drive from event to event, time to network, time to use the restroom. When making your schedule, leave time for human needs.
9. Communicate with your audience – Make sure your attendees know if the weather could be chilly, if the hotel has wifi, if they will need to provide their own meals. Help them be as prepared as possible when they arrive for your event.
10. Thank everyone – your speakers, the facility, anyone who helped you in any way and all who attended.

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