Event Planning

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Event Planning

  1. 1. Event Planning for APLD Chapters 2010 Chapter Symposium
  2. 2. Create a Program Committee <ul><li>A Board member should be on the committee, if not chairperson </li></ul><ul><li>Start with 2 or 3 people and build from there </li></ul>
  3. 3. Determine the purpose of your programs <ul><li>Education </li></ul><ul><li>Skill building </li></ul><ul><li>Networking </li></ul><ul><li>Marketing </li></ul>
  4. 4. Determine Frequency of Chapter Events <ul><li>Weekly </li></ul><ul><li>Monthly </li></ul><ul><li>Quarterly </li></ul><ul><li>Yearly </li></ul>Consider asking your membership via survey monkey
  5. 5. Develop a Yearly Calendar <ul><li>Annual Brainstorming for ideas </li></ul><ul><li>Program Selection </li></ul><ul><li>Calendar Outline </li></ul>
  6. 6. Pricing Events <ul><li>Look at Financial Goals for the year </li></ul><ul><li>Determine if programs are to break even or should create a profit </li></ul><ul><li>Decide if all programs are a set price or vary </li></ul><ul><li>Member & Non Member prices </li></ul><ul><li>Member prices for Certification, Allied, Affiliate </li></ul><ul><li>Visitation policy for potential members and one for member guests </li></ul>
  7. 7. APLDWA Example <ul><li>2000 </li></ul><ul><li>Quarterly </li></ul><ul><li>Chairperson was VP </li></ul><ul><li>7 members total – 5 board members </li></ul><ul><li>For profit to develop treasury </li></ul><ul><li>Current balance $0.00 </li></ul><ul><li>Develop and attract seasoned designer </li></ul><ul><li>Create relationship with one another </li></ul><ul><li>Make the region aware of APLD </li></ul><ul><li>Avoid student programs </li></ul>
  8. 8. <ul><li>1st quarter: Exhibited a garden at the NW Flower and Garden Show </li></ul><ul><li>5 board members/show designers developed a close working relationship </li></ul><ul><li>Introduction to numerous affiliates soliciting for donations </li></ul><ul><li>Introduction to local horticulture programs </li></ul><ul><li>Introduction to industry associations via preview party & show participation </li></ul><ul><li>Introduction to the public via largest industry gathering </li></ul><ul><li>Networking with APLD Oregon as they helped staff the garden </li></ul><ul><li>Netted $220 </li></ul><ul><li>Won Founder’s cup for best in show, Horticulture Magazine Award </li></ul><ul><li>Lead to several marketing opportunities </li></ul><ul><li>2 nd Quarter: Potluck, NWFGS Review at Ed’s house </li></ul><ul><li>No expenses, no planning needed </li></ul><ul><li>Free for members and non members </li></ul><ul><li>3 rd Quarter: Garden Tour </li></ul><ul><li>Members work – toured 4 gardens </li></ul><ul><li>Lunch at BBG </li></ul><ul><li>$15 for members and $25 non members </li></ul><ul><li>4 th Quarter: Hosted John Brookes jointly with NHS </li></ul><ul><li>9:00-3:00 Garden Design Workshop, lunch included </li></ul><ul><li>Multiple expenses (Facility rental, AV equipment rental, speaker fees, speaker travel, marketing, hospitality) </li></ul><ul><li>$150 for members and $190 non members </li></ul><ul><li>NHS did mailing and registration </li></ul><ul><li>Spilt proceeds – our portion was $2321.22 </li></ul>
  9. 9. APLDWA Example <ul><li>2006 </li></ul><ul><li>Bi Monthly meetings </li></ul><ul><li>Chairperson was VP, 30 members, Committee of 2 </li></ul><ul><li>Increase treasury </li></ul><ul><li>Stimulate seasoned designers </li></ul><ul><li>Attract professionals </li></ul><ul><li>Involve students </li></ul><ul><li>Attract members from a geographical distance </li></ul><ul><li>Make the region aware of APLD </li></ul><ul><li>Allow designers to attend 2 meeting free </li></ul>
  10. 10. <ul><li>2006 </li></ul><ul><li>January: All day Symposium on garden photography and Photo Shop </li></ul><ul><li>April: Landscapers Challenge film and garden visit </li></ul><ul><li>May: International speaker/Sammy Yang </li></ul><ul><li>July: National conference </li></ul><ul><li>Sept: Garden Tour in Wenatchee (3hrs from Seattle) </li></ul><ul><li>Oct: Tour of Olympic Sculpture garden being created </li></ul><ul><li>Dec: Holiday party and silent auction </li></ul>
  11. 11. APLDWA Example <ul><li>2009 </li></ul><ul><li>Monthly meeting (omitting July & August via a survey) </li></ul><ul><li>47 members, Program committee now 6 </li></ul><ul><li>Maintain existing financial balance </li></ul><ul><li>Have one free meeting for all </li></ul><ul><li>Incorporate education for both students and seasoned members, teach & expose members to design skills, introduce potential affiliate members to APLDWA </li></ul><ul><li>Promote National Conference </li></ul><ul><li>Encourage certification: Give discounts/incentives for certified members </li></ul>
  12. 12. Getting Started: 2 hr Meeting in April for 08-09 year <ul><li>Board and Program Committee meet together </li></ul><ul><li>Brainstorm ideas on white board </li></ul><ul><li>Determine priorities and practicalities </li></ul><ul><li>Select range </li></ul><ul><ul><li>Indoor/outdoor </li></ul></ul><ul><ul><li>Educational </li></ul></ul><ul><ul><li>Skill building </li></ul></ul><ul><ul><li>Experiencing </li></ul></ul><ul><ul><li>Social </li></ul></ul>Demystifying Botanical Latin by S.R. Garden Tour – Queen Anne Nursery Tour – South End Sculpture Garden Update and Tour South Seattle’s Conifer Collection Chinese garden development Travel Sharing Hardscape Workshop Legislative Day on the Hill Shadowing Program Big name speaker Perspective Drawing Design Charettes Using CAD Value Engineering Shop International Certification Submitting for Awards Dunn Garden visit Permitting issues Building codes Sustainability Using Recycled materials Flower Show involvement Creativity workshop Legal Considerations Marketing a small business
  13. 13. Creating Calendar <ul><li>Program Committee meets in May </li></ul><ul><li>Review Wish List and choose programs while slotting them into calendar </li></ul><ul><li>Each event is given a person to lead it </li></ul><ul><li>Follow up is done via conference calls & emails </li></ul><ul><li>Price of each event determined </li></ul><ul><li>Event outlines are to be submitted by July 15th </li></ul><ul><li>Information finalized by August 1 st and given to graphic person </li></ul><ul><li>August 15 th calendar goes in for printing </li></ul><ul><li>Sept. 1 st poster distributed, flyers mailed and posted on the website. </li></ul>
  14. 14. event calendar <ul><li>Posted via </li></ul><ul><li>Posters in area businesses </li></ul><ul><li>Email 8.5”x11” pdf to members for their own printing </li></ul><ul><li>Website </li></ul>
  15. 15. Administering events <ul><li>Chose Facility – check if Proof of Insurance is needed </li></ul><ul><li>List required Elements – registration format, rsvp’s, hospitality, transportation, etc. </li></ul><ul><li>Determine CEU’s – with National Chairperson </li></ul><ul><li>Arrange Marketing – mailings, email blasts, social media sites </li></ul>
  16. 16. Summarize Event <ul><li>Evaluations by attendees </li></ul><ul><li>Evaluation by committee </li></ul><ul><li>Financial Summary </li></ul>
  17. 17. For Profit Symposium
  18. 18. <ul><li>Financial Report for Garden Tour 9-12-09 Tour—Kat King </li></ul><ul><li>9-1-09 Staples $29.07 </li></ul><ul><li>9-2-09 PO Postage 17.60 </li></ul><ul><li>98-09 Office Depot 3.93 </li></ul><ul><li>9-9-09 Trader Joe’s 121.24 </li></ul><ul><li>9-91-09 Metropolitan Market 90.02 </li></ul><ul><li>9-7-09 Trader Joe’s 9.82 </li></ul><ul><li>9-5-09 Metropolitan Market 17.50 </li></ul><ul><li>9-10-09 Metropolitan Market 40.45 </li></ul><ul><li>9-10-09 Metropolitan Market 116.12 </li></ul><ul><li>8-19-09 Office Depot 27.11 </li></ul><ul><li>9-10-09 Safeway 60.24 </li></ul><ul><li>Expenses $533.10 </li></ul><ul><li>Food alone $445.39/36 people = $24.36pp </li></ul><ul><li>Publicity alone $87.71 </li></ul><ul><li>------------------------------------------------------------- </li></ul><ul><li>Gross Income=$1445 </li></ul><ul><li> Day of Income=$545 + PayPal=$900 </li></ul><ul><li>21@ $40=$840 + 11@ $55=$605=$1445 </li></ul><ul><li>Net= $1445 - $533.10= $862 net income </li></ul>
  19. 20. Summary <ul><li>Don’t be afraid to go for it </li></ul><ul><li>Have an organized administrator or program chair </li></ul><ul><li>Involve others </li></ul><ul><li>Empower through delegation </li></ul><ul><li>Diversify & be creative </li></ul>Chapter events are what build your local chapters!
  20. 21. January February March April May July October November December September

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