Springfield Association for Women in Communications January 2011 Program: Event Planning presented by Karen Sanders, Executive Director of the LLCC Foundation
2. Develop Strategies for SuccessWhat are you trying to accomplish with the event? AwarenessMoneyGood willInterest in your organizationRecruitmentOr more than one of theseWhat kind of event will you have? Who will it reach and how will you reach the audience(s)? Carefully match the type of event that is selected to the purpose that it serves.
3. Consider LogisticsSize of spaceElectrical needs/utility supportLightingAudio/visual equipmentValetSet-up (tables and chairs, restroom facilities, parking, trash cans)Emergency servicesClean-up
4. Develop a BudgetA financial blueprintBe specificRevenueSponsorships, ticket sales, donations, concession sales, operating budgetExpensesSpace rental, advertising, printing, permits, portable toilets, caterer, florist, tables/chairs, tents, insurance, etc.Make sure the purpose of your event merits the time and expense (human/other resources) to properly stage, publicize and evaluate the event.
5. Develop Strategies for SuccessCreate a timeline start planning at least three months in advance, and in many cases a year in advance. Develop ways to evaluate the event: number of attendeesamount of money raisedthe number of people who signed up to support a program, etc. Who will champion the event? Is it staff driven? Do you need volunteers?
6. Develop Strategies for Success - Volunteers Define need Who do you need?What tasks do you need volunteers to complete?When do you need them?How many do you need? How long do you need them? How will you attract and ultimately retain volunteers?
7. Develop Strategies for Success - VolunteersCreate job descriptionsEnsure meaningful work/tasksProvide an orientationIf your event is volunteer driven, they are the key to its success
8. Develop Strategies for SuccessMake a checklist - provides a step-by-step guide to organizing and executing an event. Include projected deadlines for each step. For instance:Select members of your planning committeeDevelop a master plan and set event dateOrganize volunteersFormulate a publicity planPrepare invitationsPrepare printed materials including program bookSet aside start-up cash/supplies including ink pens, etc.Make sure permits/licenses securedRead, read and read again any contracts you are signing!
9. Plan PublicityPromoting an event takes creative thinking balanced with practicality. Right vehicle for right message for right audience Brainstorm all appropriate media for your event:Radio AdvertisingTV advertisingBillboardsPostersPromotional cardsFree stuffinterviews, radio morning programs, press releases, pitch a story idea related to the event
10. Evaluate the EventKarens rules: Celebrate first! Never critique an event until two weeks after the event is over! Make the evaluation one of learning and growth
13. Tip #2 - ALWAYS, always follow-upFollow-up the day of/even a few hours prior to any event with:CaterersFloristsVendorsMusiciansAny entity playing a major role in the success of your event
14. Tip #3 Establish good relationships with the media
15. Tip #4 Always have a back-up planAt a sit-down event - always have a few tables set for extra guestsIf your ground breaking is planned to be outdoors, have an indoor setting ready in the event of inclement weatherHave a rain date scheduled, if possible, for an outdoor eventRefund policy clearly stated concert/car show
19. SourcesAllen, Judy. Event Planning: The Ultimate Guide to Successful Meeting, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events.Canada: John Wiley and Sons, Ltd., 2009.Mutz, John and Murray, Katherine. Fundraising for Dummies速. New York: Wiley Publishing, Inc., 2000.