Tips on organizing a successful event

Developing the idea

• Choose a topic which is in line with NATO’s priorities (NATO and Afghanistan, NATO’s partnerships, NATO-Russia relations, Alliance capabilities, NATO’s open door policy, Women, peace and security)
• Establish your objectives (define what is the expected outcome of the event, and what its impact should be)
• Think about how long the activity should last in order to achieve maximum effect (one day / one and a half days / two days)
• Identify speakers and audience who can generate a balanced discussion
• Ensure that the subjects for discussion are logically structured
• Leave enough time for open discussion after the formal presentations
• In addition to face-to-face discussions, consider online activities, including possibilities to use social media

Advance Planning

• Select a high-level keynote speaker with proven knowledge and experience on the subject matter
• Select a substitute speaker in the event of late cancellation
• Determine ideal number of participants
• Identify location and accommodation
• Develop a clear and realistic budget
• Identify multiple sources for funding

Organization

• Set dates for conference
• Reserve venue, accommodation, and interpreters
• Establish working language(s) of seminar
• Secure keynote speaker
• Develop guidelines for speakers
• Prepare invitations
• Prepare registration forms
• Obtain information on visa requirements
• Co-ordinate transportation schedules with seminar schedule
• Arrange local transport
• Seek accommodation close to conference/seminar venue
• Develop final format and schedule of seminar
• Select chairpersons
• Invite media (if appropriate)
• Organise press conference
• Use NATO’s visual guidelines for the acknowledgement of NATO’s support
• Keep all financial receipts