1. Event Planning

2. 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?

3. 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?

4. 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 $$)

5. 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).

6. 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 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.

7. 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.

8. 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.

9. 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.

10. 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