Event Planning Process

To get a good overview of the different steps involved in event planning, watch our video.

Event Strategy

For events to be effective, they must align with the overall strategy and the target audience, and provide value to participants. An event is not always the right approach for achieving predefined goals.

Event Concept

Based on the event strategy, the next step is to develop a preliminary concept for your event. The rough concept defines key parameters to enable an initial assessment of the effort required and the feasibility of the event. Once the concept is in place, you can begin planning the venue and securing permits. As soon as approval to hold the event has been granted, a detailed concept is developed to define the basic framework. During this planning phase, it may be helpful to schedule a consultation with the Events Office. 

Recurring Event Formats at UZH

Various event formats take place regularly at UZH. In this context, specific processes (time slots, approved formats, etc.) have been established to simplify your planning.

The preparation phase includes all tasks that need to be carried out in good time before the event.

• Organizational Matters
• Safety and Fire Safety
• Finances
• Event Program and Content
• Participant Management and Presentation
• Cultural and Supporting Program
• Catering
• Decorations
• Staff and Volunteer Coordination 

1. Shortly before the event: 
   Various small details need to be taken care of a few days before the beginning of the event. A comprehensive briefing and a clear division of tasks are essential here.

2. During the event:
   Not only do the guests need to be looked after optimally during the event, but so do the premises, the sanitary facilities, the technology, etc.
3. Immediately after the event:
   The work is not done after the guests leave. There are various follow-up tasks that need to be performed right after the event ends..

• Follow-Up:
  Typical tasks that fall under the follow-up include the preparation of the conference transcript and the remuneration of the helpers.
• Wrap-up:
  The wrap-up mainly consists of settling the invoices for the event, but it should also be used to decide on the future of the conference website.