Event Planning

Why hold an event? To increase awareness To develop brand or organization loyalty To introduce a new product or service To announce news To raise money To celebrate employees or volunteers Any other reasons?

Types of Events Festivals Concerts Fashion shows 5Ks, marathons Speeches Special appearances Autograph signings Parties (anniversaries, birthdays, holidays) Tastings (Local restaurants) Cook-offs Conferences Contests or tournaments Silent auctions Retreats Any other ideas?

Event Planning Remember your goals and objectives Keep your target publics in mind Consider your resources Budget Staff/volunteers Donations/freebies/favors Develop an event plan Think about the goals and objectives you want to accomplish What is the best way to reach this audience? What resources can you dedicate to this event? (budget, workers, advertising $$)

Contents of an Event Plan A brief description of the project/event. (What will the event be? Why are you planning this event? What is the event’s theme? Will there be speakers or VIPs?) Dates for the planning period. (When will planning start and end?) Date(s) for the actual event. Goals (The particular goals you want to address through this event – from your plan and specific to this event).

Contents of an Event Plan Objectives (Concrete things that this specific event will accomplish by its end). (Ex. To have more than 1,000 new email addresses by the end of the event.) Strategies/steps for planning the project/event. Be detailed and specific! (Do you need permits? Do you need to contact entertainers?) 7. Dates for each step of the planning process to be completed by – and stick to them! (Make a timeline) 8. Indication of who is responsible for each step. Delegate and spread leadership.

Contents of an Event Plan 9. List of materials that will be needed for the project/event and who is responsible for them. 10. Budget for the event. (How much will everything cost including employee time.) 11. Discuss and pitch media who you want to cover the event. (How will others hear about it?) Decide on how you will cover event for your organization. 13. A description of how the project/event will be evaluated and who will conduct and analyze the evaluation results.

Event Planning Tips Document and save all of your work Have a solid theme Ask your attendees to do something (volunteer, donate, purchase, sign up) Have press kits and/or other “take aways” for participants Make sure you anticipate getting permits or clearance from community officials Videotape and/or take pictures of the event Have a few more hands than you need Make the invitation, décor, food and entertainment fit the theme of the event Document all of your work (event plan, planning meeting agendas, etc.) and save it in a folder so that future planners can reference it. Videotape and/or take pictures of the event, for future leaders and those who couldn’t attend.

Event Planning Tips Get multiple quotes from vendors, sites Provide information about where they can see pictures, news from the event Have a press table/tent for media check-in Always have someone available to speak with the media Bring a mobile office – laptop and tackle box Create and distribute a survey so you can see how well the event went – have an incentive to increase responses Purchase a fishing tackle box and put any miscellaneous items you would need for your meeting (pens, stapler/staples, paperclips, box cutter, scissors, velcro, batteries, sewing kit, emergency kit etc.) and emergency kit. Everything is organized and in one spot to help save time when needed. Make sure you have a list of contents and restock the tackle box when you return home before you find yourself at the next meeting and something is missing.

Event Planning Tips Chronicle the event via social media Make sure you have security if it’s necessary Have a rain date if the event is outside Have a plan for transportation and parking if necessary Have plenty of toilets! Have an emergency plan if something happens Plan for clean-up Try to enjoy your success