Out of my depth at work and need help

[Curtainpalm]

I’ve recently been asked to take on a project at work to manage a huge internal event, it’s really high profile with top people flying in globally for this. Event is is in 5 weeks.

I am fairly new to the company and haven’t run an event in years and I honestly don’t know where to start. We’ve sent out a save the date and it’s being done internally and have booked catering and things. But I just don’t know what else to do link everything up (if that makes sense) there are lots of internal resources but I don’t really know who I need to contact.

it’s making me feel sick and I feel like I have no clue what I’m doing.

any advice would be amazing.

thank you

Is there someone at work who could guide/help you?

Ok I am very rusty on this too but immediate things that jump to mind are - programme, is it set, have presenters confirmed, how are they presenting on the day. Do you need name badges etc, how are you collecting the data for names/roles etc. what is the purpose of the event?

Sounds daunting! This would be totally out of my expertise, too. Is there a reason you've been asked to take this on, if it's not something you have experience of?

Assuming it's not an events job that you lied on your CV to get, then would it be an option to be honest with your manager that you need some support?

Pull together an event team with different interested parties, set up regular meetings. Led by you, issue actions etc
Need
IT
Management
Marketing?
Administration/ buildings representative

Has the organisation had similar events in the past? What was done then in terms of what the organisers did, what was provided to attendees, etc. Unless that was a disaster there should be a blueprint for this event rather than you needing to reinvent the wheel. I think you need to break things down into steps and prioritise them.

If the agenda is set work back from that. What does each timed part need to make it a happen.
AV
Seats
Speakers
Catering intervals
Health and safety
Hotels
Then book/notify who needs to be where and when.

How much of the burden will the venue take on i.e. allocating rooms, name badges, welcome, AV kit etc?

Is the agenda set? Do you have admin support to organise speakers and attendees, collate presentations, welcome packs, evaluation forms and so on?

Set out a project plan, detailing the steps and who it taking responsibility for each task. Delegate what you can. If you are the main organiser you need a "runner" on the day to cope with the issues that might be small but too distracting for you i.e. tech not working, unexpected attendees, keynote speaker spills coffee down her dress...... The venue might allocate someone.

I haven't run any events since pre-Covid but have done very many in my career. I always get worked up about it but nothing beats the feeling of when it's all done.

Hope it goes well.

Do you need to also arrange the travel logistics:

• transport from airports
• hotels
• meals
• transport back to airports

I’m a big fan of being honest and seeking help. You just need to choose the right person to seek it from that won’t judge you or throw you under the bus. Is there someone like this for you?

But also - the devil is in the details. Make a list of every single little thing that you need to consider. Highlight anything you currently know how to do. This will make it seem more manageable hopefully and emphasise what you need help with

Thank you, I have run events before but it was so many years ago and nothing as high profile for the company as this. My boss gave it to me as she’s liked other work I’ve done for her.

I do need to ask for help but am rubbish at doing this. We have run another one before but there doesn’t seem to be any notes from then.

All of the above really useful. I hate feeling like this, totally dreading work. Doesn’t help that am still up to my eyes in normal work too.

Why on earth did they give this to someone who has no experience so close to the delivery date?

I would speak to your manager and say that although you appreciate the responsibility you will need additional support from someone who has experience of organising large events as this is not your area of expertise.

Who was organising this in previous years? maybe you can speak to them to check what steps are needed.

Don't forget WiFi access for the attendees

Also do you want the attendees to promote it on social media?

Thanks all for the tips. Much appreciated