Hosting a large event and need to keep things progressing? An event agenda is a must, but there are some best practices that should be followed. To get your event on point, here is an event agenda sample and a few quick tips.

The Agenda

This event agenda sample is a simple template. It is designed to be used as a single day conference with three tracks and can be edited easily and customized.

Something to keep in mind when putting together an agenda is timing. Timing is important not simply for the agenda but for making the schedule itself. Develop an event agenda a week or two before an event as a way to make sure that you are considering all of the many, many event details.

Download the below Event Agenda Sample: Word | PDF



Event Agenda Tips

Have a plan in place for late arrivals, people that haven’t yet registered and no-shows. Depending on how formal your event is, it might be a good idea to speak quickly with the first presenter to designate a time that late-comers may enter the event, say 5 or 10 minutes into the presentation. You want to avoid interruptions that may offend presenters and distract attendees.

Incentivize your survey. Sometimes after a long event the last thing an attendee wants to do is answer more questions, but this information is valuable to improving the event experience. To ensure participation offer some sort of give-away item or an extra drink ticket for completed surveys.

Be sure your agenda introduces your speakers and why they are qualified to be there. Securing speakers is one of the most important functions of an event, so ensure they get the coverage they deserve (and often pay to receive).

Build up to the last hour of the event. Think of the networking hour as the icing on the cake, so to speak. You want people to stick around and enjoy themselves so make sure that they are looking forward to the networking hour. Put your most enticing speaker at the end, and think about bringing in entertainment, a well-known DJ, band or a craft cocktail beverage service.

Every great event has a beginning and an ending. Event venues are busy places and staff want to get them cleaned and ready for the next group. Make sure to note on your agenda that your event does have an end time. Hopefully, this will deter potential stragglers.

If your venue is large or complex, be sure the event agenda has directions and a basic map of the hall. Make it easy for attendees to get where they need to go. There are many apps for this and other event management functions.

Follow these tips and you will have an event that is well-coordinated, seamless and something that the attendees will remember for a long time. For detailed help on your next event agenda, call Strategic Event Design.