Planning an Event or Workshop or Event

In this section is a guide with the elements to consider when planning an arts and culture-related event or creative workshop. To start off, we suggest getting an event team together (you can't do everything yourself!)

At the first meeting, set regular dates for the project team meetings, right up to the exhibition.

Having a team from an early stage of planning will increase the possibility of different ideas and new perspectives.

Download an example meeting agenda using the example of an exhibition via Sharepoint. Please note this is accessible for University of Exeter staff and students only.

What do I need to think about?

Knowing your target audience will help define the style and content of the event, as well as the venue, publicity and marketing strategy. Also, it’s really important to check that there is an audience – organising an event takes time and resources, so thinking early on in the process about who it’s meant for, will help you decide whether to proceed and how.

How much time do you need to plan your event?

Allow plenty of time for research and preparation of content and build in a long lead-in time for marketing/publicity and maximise audience numbers.

Build in planning milestones for the elements of the organisation and assign actions with deadlines to project team members.

What budget do you have?

Budget available will determine factors such as fees for speakers or workshop leaders, how big a venue you can afford, and whether you want to offer additional features such as refreshments or merchandise. Subject headings for the budget could include (not exhaustive):

Venue hire
Fees for contributors (speakers, workshop leaders etc)
Fees for technical assistance
Fees for assistance at the event itself, setting up and taking down afterwards.
Expenses for team and contributors
Licence fees for images, music, film or audio
Refreshments

Insurance
Hire of resources and equipment (technical, tables, staging, decorations etc)
Ticketing costs
Design and printing of publicity material
Advertising costs
Cost of any refreshments or food
Cost of any merchandise

Download a budget template to help plan the finances of your event.

Do you want to charge for tickets?

You may want to claw back some/all of the costs of your event. Think carefully about charging for tickets.

Options for ticketing depend on the size of the audience you are looking for, whether you are charging, and whether you want to pay a third party to take care of selling tickets, for a fee.

How will people find out about your event or workshop?

Agree publicity images as soon as possible, so that you can start promoting your event, even if you haven’t decided all the content/layout etc.

Consider your target audiences in creating publicity – in style and method. Some audiences are more likely to find out information via social media, others prefer conventional posters, flyers and leaflets, or check events listings in the paper or on websites.

Wherever possible, publicity should include a bold image – to pique interest. Consider emailing e-posters and e-flyers to specific target audiences by researching publicly available email addresses to individuals. NB: If you send out publicity to groups of people on email, ensure they are sent as blind copies (BCC).

When considering images to use for publicity, make sure you get the correct permissions from copyright holders of images. Let them know how you are proposing to use the images and check they approve, before you use them. Check how they would like to be credited on any publicity material. If you are unsure about copyright rules, seek advice before using images.

There are a number of online places where you can list your event for free. Click here INTERNAL LINK - Where to List Arts-related Events and Workshops for some suggested sites.

Click here for a list of suggested information to include on an events listing.

Acknowledge any partners or funders in publicity material and listings, in an appropriate format (eg logo, or credit line).

More information about publicising events and exhibitions can be found in the separate Communications and Engagement guides.

What assistance is available to help you organise your event at the University?

Any legal stuff?

Make sure you get an agreement in writing, before the event, from any speakers/event participants you are going to photograph, record or film at the event itself.

Find out more and access a template consent form here.

If you need a more customised agreement to be created, you should contact the University’s legal department legalservices@exeter.ac.uk.

Do you need insurance cover?

You may need insurance to cover equipment, participants, activities etc for your event. You are advised to check with the University’s insurance team, who will be able to advise you if, and how much insurance cover is needed, at insurance@exeter.ac.uk.

What did you learn?

Don’t forget to think about evaluation and feedback.

What information do you need to gather, to show your event has achieved its objectives?
You might want to gather quantitative data and/or or qualitative feedback.
Is there any particular information you want to collect for research purposes?
If the event is a short one, keep the evaluation simple, quick and easy for attendees to complete.

For a more in-depth event (eg a 2-day workshop or conference), consider a more in-depth feedback questionnaire (if appropriate).
Consider sending an email to attendees the day after the event with an online feedback form to complete (eg using a Microsoft form). By this time they should have had time to gather their thoughts about their experience.

NB: To comply with data protection requirements, if sending out an email to a group of people, don’t forget to send the emails BCC (blind copy), so that recipients can’t see each other’s email addresses).

Find out more about evaluation in our Evaluation Guides.

Still have questions?

If you need additional guidance about planning creative events at the University of Exeter please contact the Arts and Culture team artsandculture@exeter.ac.uk.