The 12 Step Plan to a Successful Event “You are the Key” The 12 Step Plan to a Successful Event “You are the Key” Part One Presented by: Gwen Leys and Ken Kruger

Goal To help a child, a family, a community

Objectives Learn effective Project Planning Promote a successful fundraiser Increase the value of the service time Achieve greater productivity

Planning Ahead What type of activity/event do you want to do? ELIMINATE Project Kiwanis One Day Car Wash Bake Sale Talent Show

What skills are needed? Ask these questions – What is your group passionate about? – Will the project make a lasting impression on the community? – Is it achievable? – Is it FUN?

Determine your Goals What would you like to accomplish? Who is your target audience? Will the project attract participation from people outside the Kiwanis family?

You’ve selected your Project Now What? Decide on a date and time for the event Consider locations and types of facilities to host the event Determine use of space and/or seating arrangements and capacity of venue required Event Coordinator Decide who will be responsible for securing the facility – i.e. the Event Coordinator?

Start Early and Delegate Tasks

Volunteer Recruitment Recruit and select volunteers Their job is to serve on committees and motivate and encourage participation from all members

Organizing the Project List job responsibilities Create an organization flow chart Time line to complete tasks Weekly review to identify problem areas

Team Coordination Keeps the team focused on the goal Nurtures the team mentality Project planning stays on schedule

Logistics The Logistics Committee works with the club administration, town officials, and other members of the community to make sure the project runs smoothly

Community Networking This committee will invite non-Kiwanis family members to participate They will solicit assistance with: sponsorship food donations trash collection signage

Food Committee Provide sustenance for the project participants Solicit in-kind contributions from local restaurants and/or grocery stores Provide water and other beverages

Public Affairs Public Affairs involves a lot of planning, detail and follow-through This committee alerts the community and media about your event Select people who specialize in this area

Publicity Checklist Add to project organization chart who is responsible for each type of publicity Flyers Newspaper ads Posters Banners Press Releases Photographer Radio Announcements School announcements

Creating a Budget What is your source of revenue? How much will you charge for attendance? Will sponsors help offset the costs? Will you have exhibitors? And how many?

Creating a Budget What are your Expenses? VenueFood SuppliesAdvertising

Have Fun If you have planned well and each volunteer has accepted responsibility for the success of the project, you will have a successful event

Post Event Analysis Doing a critical analysis of the project results as a learning opportunity

Questions?

Workshop Survey Please complete your Workshop Survey for the 12 Steps to a Successful Event