TEDx Event Planning

Organizing a TEDx event can be a daunting task, with numerous responsibilities and tasks to manage.
Apart from the main stage, there are several pre and day-of-event activities that need to be taken
care of, including logistics, other on-the-ground requirements, and any challenges that may arise.

In this SOP, I am outlining every activity in detail to provide a comprehensive guide on managing pre
and day-of-event activities outside the main stage for a TEDx event.

Pre-Event Activities:

Determine the event theme and speaker line-up: The first step is to determine the event theme and
speaker line-up. This involves identifying potential speakers, reviewing their content and
presentation style, and selecting the most relevant ones that align with the event theme.

Speaker Management: Coordinating with speakers is crucial to ensuring that the event runs
smoothly. I will communicate with speakers about their travel arrangements, accommodations, and
any specific requirements they may have.

Venue Selection: Once the speakers and theme are finalized, the next step is to select an appropriate
venue. This includes finding a space that can accommodate the expected number of attendees and
has the necessary equipment, such as a sound system and projectors. Once I have shortlisted the
venues, I will visit them personally to inspect the facilities, check the availability of equipment, and
ensure that they meet our requirements. I will also negotiate the price and finalize the contract with
the selected venue.

Budgeting: To ensure a successful event, we need to develop a budget that takes into account all the
costs, including venue rental, speaker fees, equipment rental, marketing and promotion, catering,
and any other related expenses.

Sponsorship: We also need to secure sponsors to help cover the costs of the event. This involves
developing a sponsorship package, identifying potential sponsors, and reaching out to them with our
proposal.

Marketing and Promotion: To ensure maximum attendance, we need to promote the event through
various channels, including social media, email marketing, and press releases.

Ticket Sales and Registration: Managing ticket sales and registration is critical to ensure that the
event runs smoothly. I will set up an online registration system that allows attendees to register and
purchase tickets. I will also create a database of attendees and keep track of their preferences and
requirements.

On the Day of event:

As an event coordinator, managing day-of-event activities outside the main stage is crucial for the
success of any TEDx event.

Pre-event Preparation: Before the event day, I will ensure that all the necessary logistics are in place.
I will check the seating arrangements, lighting, sound, stage setup, and other technical aspects. I will
also ensure that there is enough space for attendees to move around and interact with one another
during breaks.
Registration: The registration process is one of the critical aspects of managing a TEDx event. I will
ensure that the registration desk is set up, and the registration team is ready to welcome attendees.
I will ensure that there are enough staff to handle registration and that they have all the necessary
equipment, such as laptops, scanners, and printers, to make the registration process seamless.

Food and Beverages: Providing food and beverages is an essential part of any event. I will ensure
that there are enough food and beverage stations set up to cater to attendees. I will work with the
catering team to ensure that there are enough snacks, drinks, and meals for attendees. I will also
ensure that special dietary requirements are taken into consideration, and there are vegetarian and
non-vegetarian options available.

Networking and Breakout Sessions: Networking and breakout sessions are essential components of
any TEDx event. I will ensure that there are enough breakout rooms set up to accommodate
attendees during these sessions. I will also ensure that there are facilitators present to guide
attendees during these sessions.

Managing Challenges

Challenges can arise at any event, and it's essential to have a plan in place to address them. As the
event coordinator, I will be prepared to handle any challenges that may arise. For instance, if there is
a technical glitch during a speaker's presentation, I will work with the technical team to resolve the
issue quickly. If a speaker is running late, I will ensure that the event schedule is adjusted
accordingly.

Feedback and Evaluation: Feedback and evaluation are critical components of any event. I will
ensure that feedback forms are distributed to attendees at the end of the event. I will work with the
evaluation team to collect and analyze the feedback received from attendees to improve future TEDx
events.