Providing administrative support for events

• Manage registration desk: Oversee the registration desk, checking in attendees, distributing name tags, and handing out event materials like programs, agendas, or giveaways.
• Handle last-minute registrations: For walk-in attendees or last-minute changes, update the registration list and prepare necessary materials.
• Answer queries: Be available to answer any questions attendees may have regarding the event schedule, location of sessions, or other logistical details.

• Monitor schedule: Keep track of the event schedule, ensuring sessions start and end on time. Give time cues to speakers or moderators to maintain the event’s flow.
• Coordinate breaks and transitions: Help manage the timing and logistics of breaks, ensuring that refreshments are ready and that attendees know where to go for the next session.
• Manage event materials: Ensure that all necessary materials, such as handouts, promotional items, and session-specific resources, are available and distributed as needed.

• Oversee catering setup: Ensure that catering services are set up on time and that food and beverages are displayed well and replenished as needed.
• Monitor dietary needs: Make sure that dietary restrictions are provided for, and that all attendees have access to suitable food options.

• Document event proceedings: Take notes during key sessions, record attendance, and maintain records of any issues or highlights from the event for future reference.
• Distribute surveys: At the end of sessions or the event, distribute feedback forms or direct attendees to online surveys to gather their opinions and suggestions. Collect completed forms.

• Internal communication: Act as a liaison between event organisers, staff, and attendees, ensuring that any changes or important information are communicated promptly.
• Emergency announcements: Be prepared to relay any emergency announcements or instructions to attendees quickly and calmly.

• Provide directions and information: Assist attendees in navigating the venue, directing them to restrooms, breakout rooms, and other key areas.
• Accommodate special requests: Address any special needs or requests from attendees, such as dietary restrictions, seating adjustments, or accessibility accommodations.

• AV and IT assistance: Assist in setting up audiovisual equipment such as projectors, microphones, and laptops.
• Presentation support: Assist speakers with loading and testing their presentations, ensuring that all files are working properly and are displayed correctly on screen.
• Platform management: If the event is hybrid or virtual, help manage the online platform, including monitoring chat boxes, managing breakout rooms, and ensuring all participants can access the event content.

• Before the meeting, review the agenda and any relevant documents to familiarise yourself with the topics to be discussed and the expected outcomes.
• Set up a template for your meeting minutes, including sections for the meeting details (such as date, time, location, and attendees), agenda items, discussions, decisions, and action items.
• If the meeting is in person (not online), and there are attendees you don’t know, it is a good idea to ask the chair or another senior attendee the name of everyone at the table. Draw a picture in your notes of the table layout and label each seat with the person’s name and initials. This will come in handy during the meeting.

• Record the meeting details at the beginning of the document, including the date, time, location, and list of attendees (including those present and absent).
• As the meeting progresses, take thorough notes on the key points discussed, decisions made, and action items assigned. Be concise but comprehensive, capturing the essence of each discussion.
• Note any important contributions, questions, or concerns raised by attendees, as well as any agreements or resolutions reached.
• Record the names of individuals who make motions, second motions, and vote on decisions, especially for formal meetings where voting occurs.

• Organise your meeting minutes chronologically, following the sequence of the agenda items. Use headings or bullet points to clearly delineate different topics and discussions.
• Use clear and straightforward language, avoiding jargon or technical terms that may be unclear to readers.
• Include relevant details such as deadlines, responsible parties, and follow-up actions for each agenda item.

• Ensure the accuracy of your meeting minutes by verifying names, dates, and details before finalising the document.
• Clarify any ambiguous or unclear points by consulting with meeting participants or referring to recordings or additional documentation, if available.
• Clearly identify action items arising from the meeting, including who is responsible for each task, deadlines, and any necessary resources or support needed.

• Share the draft meeting minutes document for review and approval by the meeting chair or relevant stakeholders, and incorporate any necessary revisions or corrections. Sharing and collaborating on documents was covered in the previous module.
• Once approved, share the finalised meeting minutes to all attendees and other relevant parties, such as team members or stakeholders who may be affected by the decisions or actions taken during the meeting.
• Distribute the meeting minutes promptly after the meeting, ideally within 24-48 hours, to ensure that attendees have a timely record of the discussions and commitments made.

• Coordinate cleanup: Ensure that all event materials, decorations, and equipment are properly packed up and returned to storage or the appropriate vendors. Oversee the cleanup of the venue to ensure it is left in good condition.
• Return equipment: Arrange for the return or pickup of rented equipment such as AV gear, furniture, or other items that were borrowed for the event.
• Lost and found: Collect any items left behind by attendees and ensure they are returned to their owners.
• Inventory check: Take inventory of any supplies or materials used during the event (for example, stationery, promotional items, badges) and restock or reorder as necessary for future events.

• Collect feedback: If not done during the event, distribute post-event surveys to attendees, speakers, and other stakeholders to gather feedback on their experience. This can be done through online survey tools, email, or paper forms.
• Analyse feedback: Review the feedback collected to identify trends, areas of success, and opportunities for improvement. Summarise the findings in a report that can be shared with the event planning team or other relevant parties. Feedback collection and analysis will be covered later in the programme.

• Store digital content: Archive digital content from the event, such as recordings, photos, presentations, and videos, in a secure location. Ensure this content is accessible for future use or reference.
• Update event files: Organise and file all event-related documents, including contracts, invoices, attendee lists, feedback forms, and reports. Ensure these files are easily accessible for future reference.
• Document lessons learned: Create a document summarising the lessons learned from the event. Include what worked well, what challenges were encountered, and suggestions for improvement. This document can be a valuable resource for planning future events.

You may also be involved in financial reconciliation and reporting for expenses incurred by the event, this will be covered later in the programme.

• Thank-you notes: Send personalised thank-you notes or emails to speakers, sponsors, volunteers, and key attendees to express appreciation for their participation and support.
• Follow-up with attendees: Provide attendees with any promised follow-up materials, such as presentation slides, recordings, or additional resources. Respond to any post-event inquiries or requests.