Whether you are planning a small event such as a research training workshop or a bigger event such as an international scientific conference, you have to plan well. The success of an event largely depends on how well it is planned. Here are seven important steps in event planning process that any organization can follow.

1. Design

Come up with the vision and mission of the scientific event that will help you in determining the specific objectives and expectations of the event. What are you organizing the event for? What do you want to achieve? Who are those to take part in the event? Why should they attend your event? Where will it take place? This is important because a good design helps determine the resources that are needed including financial, human and material resources. For most scientific events such as scientific conferences, it is crucial to determine the stake holders that will be involved and the equipment, facilities and resources that will be required. For example, the vision of the 2016 CRENC research day was “Developing research priorities for the next decade and training the next generation of clinical researchers”.

2. Research

This involves finding out about the event you plan to organize, especially if it is your first time you are organizing such an event. It involves seeking advice from experienced people who have organized similar events, or consulting records and reports of past events.

3. Initiation

This involves the organization of a team and setting up various committees. Identify an event manager and the chairpersons of various committees. For scientific events, consider the sponsors, speakers, publicity, transportation, lodging, refreshments, and most importantly participants.

4. Planning proper

This step is critical and runs throughout the event. It involves many aspects. The first step after organizing the team is usually to set a date for the event. Be sure to give yourself enough time for the planning process before the date of the event. Make contact with and confirm the availability of key speakers before you confirm the date.

For some scientific events, especially the first event, branding may be necessary, think of a captivating name and slogan that stands out and helps in a way to convey the objectives of your event. A short and captivating slogan is very much advised. The slogan of the 2014 research day organized by the CRENC was “Action for good medical research and practice”. The forthcoming edition of CRENC’s research day is under the slogan “Power your clinical practice”. If necessary, design a logo that may be used on t-shirts, bags, water bottles, badges etc.

In more details, come up with a master plan. This should have details about the administrative processes that will be involved, the venue, logistics, activities, publicity/promotion, registration procedures, sponsorship and partners, participants, volunteers among others. It is very important to identify and contact partners and sponsor as early as possible. This cuts down cost and increases participation. When preparing your communication with partners and sponsors (letter, face to face or both), it is of great relevance to outline what they will gain by supporting your event. Also create a publicity plan and follow it.

When you must have determined all the processes and activities that will take, establish a budget. Do not forget to include travelling costs and accommodation costs for invited guests (speakers, presenters, officials)

5. Execution

This is the implementation of everything that has been planned. It is the event proper. Prior to proper execution, it is advisable to revisit key points like the venue, logistics and planned activities with the aim of ensuring thinks work as planned. Here, all the audio-visual equipment must be tested and confirmed to be working properly. If the pre-event steps are effectively done, the execution becomes easier. Ensure that there are stewards (usually volunteers or students) to direct participants to appropriate halls. During the scientific event, there should be coordination and cooperation between all the committees in charge. Monitoring also starts during this phase to detect errors and make necessary adjustments.

6. Evaluation

It is necessary to make a day by day evaluation every evening that will eventually lead to adjustments for the next day. At the end of the event, the function of the evaluation team is to determine how successful it was. The best way is usually to have a checklist of objectives which you sought out to achieve and then see which of them were achieved and which were not. A qualitative scale and a good inventory of potential reasons of success or failure may be very helpful. Evaluation is helpful for future referencing and ease of organization of similar events. For some events, e.g. training or raising awareness, the evaluation process may need to be delayed to some months or years after the event to see the impact of the event.

7. Closing

This involves appreciation, motivation/payments, ways forward and future perspectives. Always make sure you write a report after every event for referencing. Here are some reports of CRENC organized events:

• Building and strengthening capacity for cardiovascular research in Africa through technical training workshops: a report of the joint course on health research methods by the Clinical Research Education Networking and Consultancy and the Ivorian Society of Cardiology
• Illuminating the pathway for the next generation of cardiovascular medicine practitioners and researchers: Highlights of the Joint PASCAR–SCC clinical symposium on hypertension and heart failure, Cameroon
• The way forward for clinical research in Cameroon: first scientific and research day in Douala, 2014.

We hope these steps can help organizations and individuals to effectively plan and implement their events successfully. Do you need assistance or have other ideas about planning a great scientific event? Please share with us in the comment section.

Bonaventure Suiru Dzekem, MD, MSc(c)  Follow @BDzekem

Anastase Dzudie, MD, PhD Follow @CRENConline