Event Planning<br />
Develop Strategies for Success<br />What are you trying to accomplish with the event? <br />Awareness<br />Money<br />Good...
Consider Logistics<br />Size of space<br />Electrical needs/utility support<br />Lighting<br />Audio/visual equipment<br /...
Develop a Budget<br />A financial blueprint<br />Be specific<br />Revenue<br />Sponsorships, ticket sales, donations, conc...
Develop Strategies for Success<br />Create a timeline – start planning at least three months in advance, and in many cases...
Develop Strategies for Success - Volunteers <br />Define need – Who do you need?<br />What tasks do you need volunteers to...
Develop Strategies for Success - Volunteers<br />Create job descriptions<br />Ensure meaningful work/tasks<br />Provide an...
Develop Strategies for Success<br />Make a checklist - provides a step-by-step guide to organizing and executing an event....
Plan Publicity<br />Promoting an event takes creative thinking balanced with practicality. <br />Right vehicle for right m...
Evaluate the Event<br />Karen’s rules: <br />Celebrate first! <br />Never critique an event until two weeks after the even...
Murphy’s Law<br />What can go wrong, will go wrong. <br />
Tip #1 – Always, plan for a potential crisis<br />
Tip #2 - ALWAYS, always follow-up<br />Follow-up the day of/even a few hours prior to any event with:<br />Caterers<br />F...
Tip #3 – Establish good relationships with the media<br />
Tip #4 – Always have a back-up plan<br />At a sit-down event - always have a few tables set for extra  guests<br />If your...
Never let them see you sweat!<br />
Remember, just keep smiling!<br />
Contact Information<br />Karen Sanders<br />Executive Director<br />LLCC Foundation<br />786-2784 (w) 652-0495 (cell)<br /...
Sources<br />Allen, Judy. Event Planning: The Ultimate Guide to Successful Meeting, Corporate Events, Fundraising Galas, C...
Questions?<br />
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Event Planning

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Springfield Association for Women in Communications January 2011 Program: Event Planning presented by Karen Sanders, Executive Director of the LLCC Foundation

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Event Planning

  1. 1. Event Planning<br />
  2. 2. Develop Strategies for Success<br />What are you trying to accomplish with the event? <br />Awareness<br />Money<br />Good will<br />Interest in your organization<br />Recruitment<br />Or more than one of these<br />What 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.<br />
  3. 3. Consider Logistics<br />Size of space<br />Electrical needs/utility support<br />Lighting<br />Audio/visual equipment<br />Valet<br />Set-up (tables and chairs, restroom facilities, parking, trash cans)<br />Emergency services<br />Clean-up<br />
  4. 4. Develop a Budget<br />A financial blueprint<br />Be specific<br />Revenue<br />Sponsorships, ticket sales, donations, concession sales, operating budget<br />Expenses<br />Space rental, advertising, printing, permits, portable toilets, caterer, florist, tables/chairs, tents, insurance, etc.<br />Make sure the purpose of your event merits the time and expense (human/other resources) to properly stage, publicize and evaluate the event.<br />
  5. 5. Develop Strategies for Success<br />Create a timeline – start planning at least three months in advance, and in many cases a year in advance. <br />Develop ways to evaluate the event: <br />number of attendees<br />amount of money raised<br />the number of people who signed up to support a program, etc. <br />Who will “champion” the event? Is it staff driven? Do you need volunteers? <br />
  6. 6. Develop Strategies for Success - Volunteers <br />Define need – Who do you need?<br />What tasks do you need volunteers to complete?<br />When do you need them?<br />How many do you need? How long do you need them? <br />How will you attract and ultimately retain volunteers? <br />
  7. 7. Develop Strategies for Success - Volunteers<br />Create job descriptions<br />Ensure meaningful work/tasks<br />Provide an orientation<br />If your event is volunteer driven, they are the key to its success<br />
  8. 8. Develop Strategies for Success<br />Make a checklist - provides a step-by-step guide to organizing and executing an event. Include projected deadlines for each step. For instance:<br />Select members of your planning committee<br />Develop a master plan and set event date<br />Organize volunteers<br />Formulate a publicity plan<br />Prepare invitations<br />Prepare printed materials including program book<br />Set aside start-up cash/supplies including ink pens, etc.<br />Make sure permits/licenses secured<br />Read, read and read again any contracts you are signing! <br />
  9. 9. Plan Publicity<br />Promoting an event takes creative thinking balanced with practicality. <br />Right vehicle for right message for right audience <br />Brainstorm all appropriate media for your event:<br />Radio Advertising<br />TV advertising<br />Billboards<br />Posters<br />Promotional cards<br />Free “stuff”…interviews, radio morning programs, press releases, pitch a story idea related to the event<br />
  10. 10. Evaluate the Event<br />Karen’s rules: <br />Celebrate first! <br />Never critique an event until two weeks after the event is over! <br />Make the evaluation one of learning and growth<br />
  11. 11. Murphy’s Law<br />What can go wrong, will go wrong. <br />
  12. 12. Tip #1 – Always, plan for a potential crisis<br />
  13. 13. Tip #2 - ALWAYS, always follow-up<br />Follow-up the day of/even a few hours prior to any event with:<br />Caterers<br />Florists<br />Vendors<br />Musicians<br />Any entity playing a major role in the success of your event<br />
  14. 14. Tip #3 – Establish good relationships with the media<br />
  15. 15. Tip #4 – Always have a back-up plan<br />At a sit-down event - always have a few tables set for extra guests<br />If your ground breaking is planned to be outdoors, have an indoor setting ready in the event of inclement weather<br />Have a rain date scheduled, if possible, for an outdoor event<br />Refund policy clearly stated – concert/car show<br />
  16. 16. Never let them see you sweat!<br />
  17. 17. Remember, just keep smiling!<br />
  18. 18. Contact Information<br />Karen Sanders<br />Executive Director<br />LLCC Foundation<br />786-2784 (w) 652-0495 (cell)<br />karen.sanders@llcc.edu or ksanders1992@gmail.com<br />
  19. 19. Sources<br />Allen, 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.<br />Mutz, John and Murray, Katherine. Fundraising for Dummies®. New York: Wiley Publishing, Inc., 2000.<br />
  20. 20. Questions?<br />

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