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Connect 4 lunch
This document provides tips for planning successful events. It recommends not panicking when asked to plan an event and instead to ask for help from a team. It stresses defining the goal and purpose of the event and creating a timeline and budget. It offers advice on choosing a venue, promoting the event through various forms of advertising, preparing for the day of the event, and following up after the event. The document also lists upcoming events at Ruidoso Downs in New Mexico.
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Connect 4 lunch
- 1. CONNECT 4 LUNCH:PLANNINGSUCCESSFUL EVENTSFRIDAY, MARCH 11, 201126225 US HWY 70, RUIDOSO DOWNS WWW.RACERUIDOSO.COMRESPONSIBLE GAMING PROPERTY 800-572-1142
- 2. In General…tips forplanning successful eventsDon’t panic!
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- 4. Define the goalof your event.
- 5. Put together atimeline for your event.
- 6. Design a budgetfor your event. Don’t PanicYou’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. Youare not Superman/woman. Put together a team. Ask for help.
- 8. Definethe Goal of Your EventWhat 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 atimeline for your eventA 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’thave to define your event or interfere with your goal
- 12. GET ORGANIZED BEFOREYOU GET STARTED.
- 13. Keep track ofall expenses as you go along
- 14. Forecast expendituresHow toPick a VenueConsider 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 PromotionAdvertisingis 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 Typeof Event-The Day OfIf you are responsible for set up of the event, arrive at least 2-3 hours earlyWear comfortable clothing and shoesBring your binder with all event info & contact infoGreet volunteers or staff and brief them on the eventExamine the venue to make sure all details are coveredIf applicable, make sure sound, lighting, and video have been checkedSet up registration table, if necessary
- 17. After your eventMakesure all invoices have been paidSend thank you notes to participants, volunteers, staffers, and sponsorsHold a meeting with your team to review the event and look at successes and suggestionsMake a list of these items for the next eventMake 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 10tips for choosing a caterer
- 19. EVENTS AT RUIDOSODOWNS
- 20. EVENTS AT RUIDOSODOWNS
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- 33. EVENTS AT RUIDOSODOWNS
- 34. EVENTS AT RUIDOSODOWNS
- 35. Thank you forcoming!Upcoming events at Ruidoso DownsMarch Madness Promotion-begins March 13th
- 36. Billy’s Sports Barand Grill St. Patrick’s Day Party March 17th 7pm – 11pm
- 37. FREE Slot TournamentMarch 17th
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- 40. Live Racing May27th
- 41. Billy the KidChute Out June 3 & 4, 2011
Editor's Notes
- #4 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
- #5 Pick people within your organization or group who have knowledge on the subject.Pick people with strengths which are outside of your own.
- #6 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.