Connect 4 lunch

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Planning Successful Events Presentation for Friday, March 11 Connect for lunch.

Planning Successful Events Presentation for Friday, March 11 Connect for lunch.

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  • You may be out of your comfort zone. You could have the responsibility of organizing an event for your organization without any prior event planning experience.You have other work/things to doYou are unsure of what resources to useThe event date is looming closer and closer and you haven’t done anythingYou’re afraid of disappointmentYou don’t know what questions to ask, or who to ask
  • Pick people within your organization or group who have knowledge on the subject.Pick people with strengths which are outside of your own.
  • Every event, whether it is a company Christmas party, a meeting, a tradeshow, or a wedding has a purpose. What is the purpose for your event? This might require some brainstorming with others. What do you want the outcome to be? Clearly define your goal.How are you going to achieve it?Everything you do from this point forward, should be done with that goal in mind.

Transcript

  • 1. CONNECT 4 LUNCH:PLANNING SUCCESSFUL EVENTS
    FRIDAY, MARCH 11, 2011
    26225 US HWY 70, RUIDOSO DOWNS WWW.RACERUIDOSO.COM
    RESPONSIBLE GAMING PROPERTY 800-572-1142
  • 2. In General…tips for planning successful events
    • Don’t panic!
    • 3. Ask for help.
    • 4. Define the goal of your event.
    • 5. Put together a timeline for your event.
    • 6. Design a budget for your event.
  • Don’t Panic
    You’ve been selected/volunteered/tricked? Into planning an event. Now What? Don’t panic! Every event can be successful when you plan carefully, do the right things at the right time, and have a reliable support team, as well as the tools and knowledge to get the job done right
  • 7. You are not Superman/woman. Put together a team. Ask for help.
  • 8. Define the Goal of Your Event
    What is your event about?
    What’s the purpose?
    What do you want the end result to be?
    How are you going to achieve it?
    Is it realistic?
    BE SPECIFIC
  • 9. Put together a timeline for your event
    A well thought out timeline is essential to the success of your event.
  • 10. The Budget
    • Establish your budget from the beginning
    • 11. Your budget doesn’t have to define your event or interfere with your goal
    • 12. GET ORGANIZED BEFORE YOU GET STARTED.
    • 13. Keep track of all expenses as you go along
    • 14. Forecast expenditures
  • How to Pick a Venue
    Consider your event’s goal. Does the venue fit?
    If you are selling admission tickets-will it attract your target audience?
    Is it accessible?
    Is it available?
    Are dates flexible?
    Is the venue size appropriate for your event?
    What is the charge for the venue?
  • 15. Advertising and Promotion
    Advertising is expensive. If you have a budget for advertising, use it wisely spend where you will get the most “bang for your buck”
    The first thing to consider is your target audience. Where are they? That’s where you want to advertise.
    My best advice for buying advertising on a tight budget: Only advertise in media that agrees to give you free publicity in the form of on air mentions, editorial (advertorial) or in-kind trade
  • 16. For Any Type of Event-The Day Of
    If you are responsible for set up of the event, arrive at least 2-3 hours early
    Wear comfortable clothing and shoes
    Bring your binder with all event info & contact info
    Greet volunteers or staff and brief them on the event
    Examine the venue to make sure all details are covered
    If applicable, make sure sound, lighting, and video have been checked
    Set up registration table, if necessary
  • 17. After your event
    Make sure all invoices have been paid
    Send thank you notes to participants, volunteers, staffers, and sponsors
    Hold a meeting with your team to review the event and look at successes and suggestions
    Make a list of these items for the next event
    Make sure your binder is complete with contracts, receipts, meeting notes, advertising tear sheets, copies of flyers, etc.
    Pat yourself on the back, You Did It!
  • 18. Chef brendan’s 10 tips for choosing a caterer
  • 19. EVENTS AT RUIDOSO DOWNS
  • 20. EVENTS AT RUIDOSO DOWNS
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  • 35. Thank you for coming!
    Upcoming events at Ruidoso Downs
    • March Madness Promotion-begins March 13th
    • 36. Billy’s Sports Bar and Grill St. Patrick’s Day Party March 17th 7pm – 11pm
    • 37. FREE Slot Tournament March 17th
    • 38. Easter Buffet April 27th
    • 39. Kentucky Derby-May 7th
    • 40. Live Racing May 27th
    • 41. Billy the Kid Chute Out June 3 & 4, 2011