Event and Projectmanagement

• Researching the availability of suitable venues

• Researching and liaising with suppliers and service providers

• Developing an event timeline and schedule

• Integrating information about ongoing local offerings that could link in with the programme schedule

• Developing the event description and pricing

• Determining minimum and maximum participant numbers

• Creating and managing a working budget

• Planning team roles, responsibilities and staffing needs

• Anticipating practical needs and planning for contingencies

• Reviewing and incorporating key learnings and feedback from prior events

• Booking venues and liaising with venue staff about specific requirements and arrangements

• Researching accommodation options and advising on booking systems

• Liaising with caterers and coordinating menus, refreshments, dining locations and pricing arrangements

• Gathering dietary requirements and communicating them to the relevant providers

• Considering accessibility, comfort and practical needs, including any required equipment and facilities

• Creating promotional materials and graphics

• Developing a promotional strategy

• Creating or updating the event website or event page

• Setting up and coordinating registration and booking systems

• Organising local advertising and promotional outreach

• Liaising with partners, contributors and collaborators

• Coordinating cross-promotion and collaborative marketing

• Preparing participant information and event communications

• Coordinating photography and other visual documentation for promotional use

• Supporting the consistent presentation and visual identity of the event

• Managing registrations and bookings

• Responding to participant enquiries

• Managing participant information and records

• Coordinating payment administration and keeping track of bookings and presenter fees

• Tracking expenses and monitoring against budget

• Preparing pre-event information packs

• Developing event-specific policies, such as refund and cancellation policies

• Gathering dietary, accessibility and other relevant requirements

• Preparing attendance lists and registration materials

• Sending practical information and final reminders

• Managing the event inbox and general correspondence

• Coordinating waiting lists, cancellations and participant changes where required

• Communicating with participants about event photography and how images may be used, where applicable

• Confirming room layouts, equipment, facilities and furniture requirements

• Organising signage and wayfinding

• Preparing parking, arrival and access information

• Considering accessibility requirements

• Coordinating risk assessments and relevant safety arrangements

• Confirming fire safety and emergency procedures with the venue

• Coordinating first-aid arrangements where required

• Coordinating volunteers and team members, including roles, responsibilities and rotas

• Briefing the team and sharing relevant schedules and practical information

• Checking equipment, materials and practical requirements before the event

Before participants arrive

• Preparing the registration and welcome desk

• Placing signage and wayfinding materials

• Decorating and beautifying the space

• Checking equipment and technical arrangements

• Preparing catering and dining areas

• Ensuring arrival information and participant materials are ready

• Checking the running order and confirming last-minute arrangements

• Preparing photography equipment and coordinating any agreed documentation

During the event

• Welcoming participants and managing registration and check-in

• Offering venue orientations and tours where appropriate

• Coordinating volunteers and supporting the wider event team

• Liaising with venue staff, suppliers and contributors

• Supporting facilitators and presenters with practical arrangements

• Keeping workshop and shared spaces tidy, comfortable and well ventilated

• Responding to practical issues and troubleshooting as they arise

• Monitoring the overall participant experience

• Capturing photographs and documenting the atmosphere, people and details of the event, where agreed

• Acting as a practical point of contact for participants

• Keeping the event flowing smoothly behind the scenes, allowing the host or facilitator to focus on holding the space and delivering the content

Pack-Down & Close

• Coordinating the team and volunteers during pack-down

• Removing signage and event materials

• Tidying and restoring the venue to its original condition

• Checking and returning equipment and borrowed items

• Gathering and organising remaining materials and belongings

• Organising and backing up event photographs and documentation

• Liaising with the venue regarding final arrangements and invoicing

• Sending thank-you messages to participants, contributors, volunteers and collaborators

• Preparing and distributing participant feedback forms

• Gathering and summarising feedback and key learnings

• Coordinating follow-up communications and sharing relevant resources

• Selecting, editing and delivering event photographs, where agreed

• Organising visual documentation and materials for future communications and promotion

• Reconciling the event budget and clearing all outstanding expenses

• Supporting a post-event review and identifying opportunities for future events

• Delivering tours of the Park Ecovillage Findhorn and the surrounding area

• Delivering presentations about the history and principles of the Park Ecovillage Findhorn

• Musical accompaniment for sessions (voice, harp, piano, violin)

• Song leading for group cohesion and upliftment

• Teaching exclusive yoga sessions for your participant

• Offering sound (healing) journeys for your participants

• Being the MC for your event

• Acting as a resource person, providing contacts for local facilitators or service providers

• Event photography and videography

• Sound and lighting technician support

• Livestreaming and technical support for hybrid events, connecting in-person and online participants

• Live music and calling for ceilidhs or /and sacred dances

• A live band for dancing and celebration