Award Ceremony Planning

Putting on Events Like a Pro takes practice, but hopefully this helps out: Organizing an event, whether big or small, can feel overwhelming, but with careful planning and attention to detail, you can execute it like a pro. Whether you're organizing a wedding, corporate event, or fundraiser, here’s a streamlined guide to ensure your event goes off without a hitch. 1. Set Clear Goals and Objectives. Start by defining the purpose of your event. Ask yourself: --What’s the event’s primary goal? (Networking, celebration, fundraising) --Who is your target audience? --What kind of experience do you want to offer? Clear objectives will guide your decisions on venue, entertainment, and more, ensuring your event stays focused. 2. Create a Detailed Budget A well-planned budget is key to managing your event’s costs. Break it down into categories: --Venue: Costs, insurance, and fees. --Food & Beverage: Catering and drinks. --Entertainment: DJs, speakers, or performers. --Staffing: Event coordinators and waitstaff. --Marketing: Advertising and promotions. Include a contingency fund (10-15%) to cover unexpected expenses. 3. Choose the Right Venue The venue sets the atmosphere for your event. When choosing a venue, consider: --Capacity: Can it accommodate your guest list? --Location: Is it accessible to guests? --Amenities: Does it have necessary equipment (AV systems, catering kitchens)? --Availability: Ensure it’s available on your event date. --Visiting the venue beforehand is essential to confirm all details. 4. Create a Timeline A timeline keeps everything organized. Here's a simple breakdown: --3-6 Months Before: Finalize the venue, hire vendors, and start marketing. --1-2 Months Before: Confirm RSVPs, finalize schedules, and order décor. --1 Week Before: Reconfirm with vendors and do a venue walkthrough. --Day of: Arrive early to supervise setup and ensure everything runs smoothly. 5. Focus on Guest Experience A memorable event depends on how guests experience it. Prioritize: --Communication: Send clear invitations and reminders. --Flow: Ensure the event space is organized and easy to navigate. --Comfort: Provide seating, food stations, and temperature control. 6. Manage Vendors Vendors are essential to your event’s success. Ensure smooth coordination by: --Communicating expectations and timelines clearly. --Using contracts to formalize agreements. --Having backup vendors in case of issues. 7. Promote Your Event Use multiple channels to market your event: --Social Media: Engage with your audience. --Email: Send out invitations, reminders, and follow-ups. --Event Website: Create a dedicated site for larger events. Conclusion: By setting clear goals, managing your budget, and focusing on the guest experience, you’ll organize a successful, memorable event. Start early, stay organized, and adapt as needed for a flawless execution.

In Nigeria, there’s an inclusion gap in professional events that many Muslim attendees experience quietly. When conferences and networking events are planned, organisers often think about publicity, aesthetics, and logistics. But faith considerations are frequently overlooked, even when Muslim professionals are part of the audience. Last Ramadan, I attended a two-day youth conference in Lagos. Day 2 was held in a church. When we arrived, the service was still ongoing, and attendees waited outside until it ended before the conference setup began. And I want to be honest about the human side of it. Imagine how I felt. I had paid for the event, travelled across states, I am Muslim, and it was Ramadan. I did not like it at all. A friend shared a similar experience. She only discovered the venue was a church after paying, and the registration fee was not small. Since sharing this, several Muslim professionals have shared similar experiences. Many people are simply not comfortable in those settings, and that discomfort deserves consideration. I understand that organisers may not always plan around Muslim prayer times. People can step out to pray. That is not the core issue. The deeper issue is transparency and inclusion. A church is not a neutral venue for every attendee. If Muslim participants will be present, choosing a faith-based venue without clear communication before registration can place people in an uncomfortable position or leave them feeling overlooked. To make the point clearer, imagine a professional event hosted inside a mosque with non-Muslims in attendance, without prior notice. Many would understandably pause, ask questions, or opt out. That would not be intolerance. It would be personal conviction and comfort. Inclusion means planning with that awareness. To event organisers: if you care about diverse participation, choose neutral venues where possible. If a faith-based venue is unavoidable, communicate early. Give people the dignity of informed consent. Provide a prayer space and build short breaks into the programme where possible. To Muslim professionals: confirm the venue before making payment. Ask direct questions. Plan for your prayers. Protect your deen. Inclusion is not only who is invited. It is who is considered in the details. Professional spaces should not require anyone to quietly compromise their faith in order to belong.

Stop holding donor events at Nobu. Or the Ivy. Or The River Club. Or any other upmarket/aspirational brand restaurant in your city. For you or I these places may be dream restaurants. Or milestone birthday/anniversary restaurants. But for our donors these are places they can go to any day. They are not special. They are not enough of a drawcard to get donors to your event. What venues do work? Spaces that can provide a unique experience, preferably one money can't buy. What I've used in the past: An abandoned warehouse for a film screening with fried chicken and chips. The favourite curry house of a television star (who also attended the event). A Japanese tea ceremony in a museum after hours. Or if you have no budget, ask someone to host it in their home. An existing donor's home. A trustee's home. Everyone is nosy and loves to see how other people live. (There's a reason those house tours on Architectural Digest's YouTube are so popular!) Takeaway: What might seem like an obvious and aspirational venue for us, is the day to day for our donors. P.S. What venues do you use for events? P.P.S. Venues are just one aspect of making a standout event. I'll be sharing three others in my fortnightly newsletter 3,2,1 Fundraise. It's going out tomorrow (Tuesday). Sign up details are here: https://lnkd.in/dYnnbAKx

"Who planned this event?" That was the question — delivered by an attendee making his way down the hall in his wheelchair, clearly frustrated. "I did, sir. How can I help?" And in that moment, I knew. We had let this guy down. We had chosen a beautiful, historic venue — the Lumber Exchange Building, a stunning 1885 skyscraper full of vintage charm. It is the oldest high-rise building standing in Minneapolis and the oldest building outside of New York City, with 12 or more floors. It was unique, visually striking, and exactly what the client wanted: something outside of the typical hotel ballroom IN the city that their Foundation represented. But a beautiful venue doesn’t always mean an easy experience for every guest. I had navigated the parking ramp, the pathways with stairs, and even the tricky old elevators myself on my site visit. But what I hadn’t done was fully consider the end-to-end experience of our mobility-challenged guests. While there was ADA parking, we could have done a much better job communicating how best to get from the ADA parking to the event space. Or, better yet, we could have arranged for a greeter to meet this guest and assist with the elevator that was hard to turn a wheelchair around in. While 150 other guests had a great experience, one didn’t, and that matters. With every event, you learn something. And this was a hard lesson that I still think about today. I never want anyone to have a less-than-stellar experience at one of my events. It was a powerful reminder that great events aren’t just about stunning venues or perfect logistics. You must ensure every single guest has a seamless experience. 🔎 What to Consider When Choosing a Venue: 1️⃣ Accessibility Matters – Can all guests navigate the space easily? Are elevators, ramps, and parking clearly marked? Can a wheelchair or scooter easily turn around in the elevator to access the buttons?  2️⃣ Location & Logistics – Is it convenient? Are there transportation and parking options? 3️⃣ Clear Communication – Have you provided detailed instructions on parking, entrances, and mobility options, as well as the easiest route to the event space? 4️⃣ On-Site Support – Would a greeter or dedicated staff member help ease challenges for certain guests? Are you asking the right questions to find out who might need assistance in the Registration platform? 5️⃣ Match the Event’s Purpose – The space should enhance the event’s goals, not just look great in photos. Great events create lasting memories — for the right reasons. If you need help sourcing a venue that works for everyone, we’ve got you covered. Let’s talk! Link to book an appointment in the comments. 📩 #EventPlanning #AccessibilityMatters #WendyPorterEvents #IgniteEventMagic

I used to think a killer speaker lineup & a slick backdrop = A great event. (Clearly, I was wrong.) 😶 While I was focused on the hype - I missed what mattered more. Here’s the reality check: Most of us in the events world are still planning like this. 📝 The “𝗠𝗮𝗸𝗲 𝗜𝘁 𝗟𝗼𝗼𝗸 𝗕𝗶𝗴”priority list: ▫️ Pick a trendy theme with words like “Future” or “Impact” ▫️ Land the biggest sponsors (logo size = success) ▫️ Order branded swag (Brand visibility.) ▫️ Book a flashy, photogenic venue ▫️ Build a unique stage design ▫️ Lock in celebrity speakers ▫️ Finalize VIP guest lists ▫️ Lock the buffet menu ▫️ Add a last-minute “sustainability” slide ▫️ Measure emissions? Maybe later... But if we actually care about impact and not just optics, This is how the list should look. 🌍 The “𝗠𝗮𝗸𝗲 𝗜𝘁 𝗔𝗰𝘁𝘂𝗮𝗹𝗹𝘆 𝗖𝗼𝘂𝗻𝘁” priority list: ▫️ Choose a venue that's nearby, clean-powered, and transit-friendly ▫️ Cut what’s unnecessary: flights, print, plastic and everything else ▫️ Plan catering that’s local, low-waste, and portion-aware ▫️ Simplify the logistics to reduce waste, and energy ▫️ Work with sponsors who care beyond branding ▫️ Measure emissions with a tool made for events ▫️ Offset what can’t be avoided using credits ▫️ Invite speakers who bring real insight ▫️ Focus on impact, not giveaways 💡 A typical 2-day, 300-person event can emit over 170 tons of CO₂. That’s more than 20 homes emit in a full year. Look, I’ve planned both kinds of events. Loud & Wasteful ones! Ones that felt good on stage and and awful the day after. Now? I’m planning differently. And it actually feels good when the lights go off. ----------------------------------------------- Which list are you using? Drop a 🎤 if you’ve ever been guilty of List 1 (I was too). ---------------------------------------------- #CarbonNeutral #NetZero #GreenEvents #ClimateAction #SustainableEvents

𝗪𝗵𝗲𝗻 𝗢𝗿𝗴𝗮𝗻𝗶𝘀𝗶𝗻𝗴 𝗮𝗻 𝗘𝘃𝗲𝗻𝘁 — 𝗗𝗼𝗲𝘀 𝗟𝗼𝗰𝗮𝘁𝗶𝗼𝗻 𝗠𝗮𝘁𝘁𝗲𝗿 𝗠𝗼𝗿𝗲 𝗧𝗵𝗮𝗻 𝗪𝗲 𝗔𝗱𝗺𝗶𝘁? My lesson from planning and organising Africa's largest STEM learning festival with Jadesola Adedeji When planning an event, we often tell ourselves: “Content is king.” “If the value is strong enough, people will come.” But if that were entirely true, why do the same events perform differently depending on where they are held? Let’s be honest. Move your event from a modest hall to a premium venue and watch what happens: • Registrations increase • Sponsors respond faster • Speakers confirm quicker • Social media engagement rises • The event feels “important” before it even begins Nothing else changed — except the address. That’s not coincidence. Because location is not just geography — it’s psychology (𝘁𝗵𝗲 𝗛𝗮𝗹𝗼 𝗘𝗳𝗳𝗲𝗰𝘁). People don’t attend events for content alone. They attend for identity, association, positioning, and social proof. A venue is a signal. A premium location quietly communicates: • Credibility • Scale • Importance • Status Before the first speaker says a word, the venue has already shaped perception. Attendees subconsciously ask: • “Who else will be there?” • “What does attending say about me?” • “Is this worth my time?” A strong venue answers those questions before you even speak. Now, this doesn’t mean impact only happens in expensive spaces. Some of the deepest transformation happens in modest rooms. But if perception influences participation — and participation influences impact — then location may be one of the most strategic levers we underestimate. So perhaps the real question isn’t: “Can we afford the venue?” It’s: 𝗪𝗵𝗮𝘁 𝘀𝘁𝗼𝗿𝘆 𝗶𝘀 𝗼𝘂𝗿 𝘃𝗲𝗻𝘂𝗲 𝘁𝗲𝗹𝗹𝗶𝗻𝗴 𝗯𝗲𝗳𝗼𝗿𝗲 𝘄𝗲 𝗲𝘃𝗲𝗻 𝗯𝗲𝗴𝗶𝗻? I’d love to hear your experience — Have you seen attendance or engagement shift simply because of venue choice? Be honest — has a venue ever influenced your decision to attend? #LearningForImpact #STEMForImpact #SkillsForTheFuture #LeadershipInsights

What does it really take to design a successful auditorium? 🎭🎶 Recently, I was asked this exact question! and my answer was that a full auditorium design is never about one system, it’s about orchestrating many disciplines into one seamless experience. A proper auditorium design starts with clarity of purpose: 🎤 Speech | 🎼 Music | 🎭 Theater | 🔄 Multipurpose From there, the design must address three core pillars: Audience experience, technical performance, and long-term sustainability. Key elements of a complete auditorium design include: 🔹 Seating & Sightlines – Seating capacity calculations. – Raked seating for clear views. – Accessible seating (wheelchair, companion & hearing-impaired locations) – Proper aisle spacing and circulation for safe egress. 🔹 Acoustics & Audio – Room shape, volume, and reverberation control. – Absorption, diffusion, and low-frequency treatment. – Isolation from external noise and vibration. – Sound system design for uniform coverage and speech intelligibility. 🔹 Visual Systems – Projection screens or LED walls (type, size & placement). – Viewing angle and glare control. – Integration with lighting and architecture. 🔹 Lighting Design – Stage and house lighting systems – Fixture selection and lux level calculations – Light spill and visual comfort control 🔹 Stage & Back-of-House – Stage dimensions and load capacity – Backstage circulation and technical access – Control rooms and equipment spaces 🔹 MEP & Comfort – Silent HVAC systems suitable for performance spaces – Thermal comfort across all seating areas 🔹 Codes, Standards & Future-Proofing – Fire, life safety, and international standards compliance – Budget alignment, durability, and maintenance strategy – Allowance for future technology expansion 🔹 Coordination is everything Architectural, acoustic, AV, lighting, and MEP disciplines must work as one system, not in silos. 👉 An auditorium succeeds when the audience forgets the technology and simply experiences the performance. Question for #AVcommunity: What do you think is most often overlooked in auditorium projects acoustics, sightlines, or long-term flexibility? #AuditoriumDesign #AVDesign #Acoustics #TheatreDesign #SystemIntegration #AVIndustry #SmartBuildings #CollaborationTech #TechInnovation AVIXA Asia-Pacific #AVProfessionals #AVIXA #AvixaXchangeAdvocate #AvixaXchange #AVTweets #Avtrends #LetsTalkAVbyAlexis #AVTweeps AVIXA

Greetings, my fellow explorers of sound! Did you know that what you see could change how you hear? It's not magic, it's science! Today, we're venturing into the intriguing intersection of acoustics and lighting. While lighting doesn't directly affect sound waves, it plays a subtle yet powerful role in how we perceive acoustics in a space. Let's illuminate this fascinating concept! 🏠 The interplay between lighting and acoustics is a prime example of how our senses work together to create our perception of a space: 1. Brightness and Liveliness: Bright lighting can make a room feel more energetic and lively. This perception can actually make us more sensitive to sounds, making them seem louder or more pronounced. 2. Soft Lighting and Calmness: Dimmer, warmer lighting tends to create a sense of calmness. In such environments, we might perceive sounds as softer or less intrusive, even if their actual volume hasn't changed. 3. Focused Lighting and Attention: Spotlighting or accent lighting can draw attention to specific areas. This visual focus can also direct our auditory attention, making sounds from these areas seem more prominent. 4. Natural Light and Openness: Rooms flooded with natural light often feel more open and spacious. This visual openness can influence our perception of acoustics, making the space feel more reverberant. 5. Colour Temperature and Mood: Cool, bluish lights can create a more alert atmosphere, potentially heightening our awareness of sounds. Warm, yellowish lights might make us feel more relaxed, possibly reducing our sensitivity to noise. 6. Light Patterns and Sound Diffusion: Interesting light patterns on walls or ceilings can create a visual sense of texture. This can subconsciously prepare us for a more diffused sound environment, even if the actual acoustics haven't changed. 7. Lighting Rhythm and Acoustic Expectation: The rhythm and arrangement of light fixtures can set up expectations about the acoustic environment. Evenly spaced lights might suggest a more controlled acoustic space, while varied lighting could hint at a more dynamic sound environment. By considering both lighting and acoustics in your designs, you can create spaces that are harmonious to both the eyes and ears. It's about crafting an environment where what we see enhances what we hear, and vice versa. Remember, in the world of design, our senses don't work in isolation. By understanding how they interact, we can create truly immersive and comfortable spaces. I hope this post has shed some light on the fascinating relationship between acoustics and lighting. In our next installment, we'll explore another exciting concept that will make you experience your surroundings in a whole new way. Don't forget to share these insights with your fellow architects. Let's illuminate the world of acoustic design together! 🎵 #AcousticConcepts #LightingAndSound #KevinMarioDSouza #LuxuryHomeInteriors #SoundAndAbout