1. SUCCESSFUL EVENT PLANNING FROM START TO FINISH Liv Hagerman Events & Membership Associate CEDAM

2. Key Components Planning More time, the better Communication Be clear Organization Write things down

3. Where to Start Choose a Venue Shop around, see who can offer you the best (value, price, amenities) Look for in-kind space provider – churches, community centers, community college Identify tasks and due dates Venues have cutoff dates Mark commitment deadlines – for vendors and speakers Schedule calls and/or meetings with planning committee Marketing Strategy Emails, Facebook (social media), mailings, posters, postcards Budget Details Estimates Cushion room

4. Planning Your Timeline: What to Do & When 4 Months Prior Workshop sessions/topics Meet with planning committee to discuss Take away: exciting theme Sponsorship Draft a letter – template coming via email! Sponsor categories and type – monetary and in-kind (prizes; food) Mail out, follow up if necessary

5. Planning Your Timeline: What to Do & When 3 Months Prior Choose Date Factors: weather, other events Choose Venue Affordable but has everything the is necessary Read contract thoroughly Need help? Convention Visitors Bureau Reconnect with Sponsors Personal outreach and follow up Invite speakers and vendors

6. Planning Your Timeline: What to Do & When 1-3 Months Prior Confirm Speakers and Vendors Follow up with logistical details Draft Agenda 90% complete Launch SELL YOUR EVENT Connect with Venue Confirm total monetary sponsorship, food and prizes Regular communication – clearly understand each other

7. Planning Your Timeline: What to Do & When 2 Weeks Prior Final Numbers 72hrs in advance (can vary, read contract) There will be no shows, shave the number slightly to save money Reminders Registrants (if applicable) 1 week before (maybe the week of too) Speakers and vendors Connect regularly, clearly state times

8. Planning Your Timeline: What to Do & When Day of Event Be early Give yourself enough time to set up and be ready for early arrivals Stay one step ahead Know about an issue before you’re told Smile Be friendly and happy, you made it!

9. Planning Your Timeline: What to Do & When After Evaluations Read through to gage your success and how you can adjust for next time Thank you Email participants with quick recap Write notes for speakers & sponsors Invoices Make sure all invoices are closed (registrants, vendors, sponsors)

10. Thank you! Questions? Contact Information Liv Hagerman hagerman@cedam.info 517.485.3588