BEST PRACTICES IN EVENT PLANNING & MANAGEMENT

Empowerment for the Future: A Leadership Management Seminar for

the Filipino American Communitythe Filipino-American CommunityCambridge, MAMarch 22 2014March 22, 2014

Myra O. Liwanag

DISCUSSION: WHAT ARE YOUR EVENT NIGHTMARES?EVENT NIGHTMARES?

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TODAY’S TOPICS

• Cultural stumbling blocksGetting started with planning• Getting started with planning

• Event promotionM i th d t il• Managing the details

• Preparing for the big day• Post-party follow-up• Helpful online resources

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DISCUSSION: CULTURAL STUMBLING BLOCKS

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GETTING STARTED

GETTING STARTED

GETTING STARTEDDecide on Event and Its Content

at least 2-3 months in advance • Consider event options:

• Social, cultural, educational, recreational• Celebration, ceremony, protocol, tradition

Formal casual family friendly• Formal, casual, family-friendly • How well does this event fit into the organization’s

activity calendar? Talk to leadership and community y p ypartners to make sure there are NO conflicts.

• “Get help!” Organize a small event committee to help tt d t th d t il f th tattend to the details of the event.

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WORKING EXAMPLE: CELEBRATING A MILESTONECELEBRATING A MILESTONE

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EVENT PROGRAM OPTIONSGETTING STARTED

EVENT PROGRAM OPTIONSSocial: Birthday/Cocktail Party

W k f iti ith l l ti f l• Works for communities with a large population of young people or young at heart who want to socialize and have fun

• Format is simple program, primarily social, casual or more structured.

Educational: Back-to Class Event• Works for communities seeking intellectual stimulation and• Works for communities seeking intellectual stimulation and

opportunities to learn something new• Format is panel discussion, workshop or lecture with reception

Cultural: Family-Friendly Program• Works for communities wanting to engaging young families. • Format is largely informal interactive multi-part program to• Format is largely informal, interactive, multi-part program to

keep children engaged, fun, safe, with a low or no admission fee 7

TIP: CORE ELEMENTS

GETTING STARTED

TIP: CORE ELEMENTS CAN CARRY YOUR BRAND

Organizations may have core elements unique to their communities that are required atcommunities that are required at all major events.• A banner or flag• A song or ritual during the

welcome and opening• A group photoA group photo• Giveaways or raffle prizes with

your logoB d d d ti• Branded decorations, nametags, napkins, cups, etc.

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EVENT LOGISTICS: WHEN

GETTING STARTED

EVENT LOGISTICS: WHEN Set Date & Time

Considerations: o Is there a season that makes

?sense?o What are some key dates to

avoid? Be sensitive to school a o d e se s t e to sc oovacations, community schedule patterns, religious holidays and major localholidays, and major local events.

o What days and times typically y yp ywork best? Given work hours, travel time, etc.

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EVENT LOGISTICS: WHERE

GETTING STARTED

EVENT LOGISTICS: WHERELocation Considerations:

• What facilities may be able to accommodate the event? Your organization may maintain a list of venues which used in the past Compare at least 3 optionspast. Compare at least 3 options.

• What should be taken into account when solidifying a venue?• Rental costs and/or other per person minimum food

charges • If A/V or other presentation equipment is needed • Size of venue (Will it accommodate everyone likely toSize of venue (Will it accommodate everyone likely to

attend?) • Parking accessibility • Access to public transportation and handicap accessibility• Is event insurance required?

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EVENT LOGISTICS: SERVICES

GETTING STARTED

EVENT LOGISTICS: SERVICESFood & Drink

• Caterer (if necessary)• Catering deadline for final arrangements

C id tiConsiderations: o Can the organization recommend any caterers? o Does the venue have catering recommendations?o Does the venue have catering recommendations? o Can the caterer provide event insurance if required?

Photography• Hire photographer or ask a volunteer to take and post pictures• Use photos in your next newsletter and on social media

(Facebook, Twitter, Instagram, etc.).( aceboo , tte , stag a , etc )

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TIP: DRINK AND APPETIZERS

GETTING STARTED

TIP: DRINK AND APPETIZERS CAN CARRY YOUR THEME

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EVENT LOGISTICS: FINANCIALSGETTING STARTED

EVENT LOGISTICS: FINANCIALSCost Management

Charge for attendeesRevenue

• Sponsorship funding• Charge for attendees• Cost to organization/total event

expenses

• Sponsorship funding• Admission fee per person

Considerations: – How much are attendees

typically charged?typically charged?– Expenses of speakers or other

program participants– Room and equipment rental fee– Refreshment costs– Publicity costsPublicity costs– Gift for speaker– Supplies 13

EVENT LOGISTICS: REGISTRATION

GETTING STARTED

EVENT LOGISTICS: REGISTRATIONCollecting Responsesg p

• RSVP collection or not?• Set your RSVP deadline BEFORE your deadline for the

catering countConsiderations:

What method will you use? Mail phone email or onlineo What method will you use? Mail, phone, email or online responses?

o How reliable is your community with RSVPs? Do they y y yshow up without an RSVP? Are no-shows common?

o How much should you pad your headcount?

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6 WEEKS TO GO:6 WEEKS TO GO: Promoting Your Event

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HAVE A PROMOTION PLAN

PROMOTION

HAVE A PROMOTION PLAN• 6-8 Weeks: Save-the-date e-mail blast

– Start “talking up” the event to key people, organizations

• 4-6 Weeks: E-mail blast invitation– Market event on your website and Facebook pages

Promote your event through community calendars– Promote your event through community calendars, press releases, ads, flyers posted in community spaces, announcements at other events

• 3-1 Week(s): Send catchy e-mail reminders– Make phone calls, if needed

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Design your plan to build excitement as the date approaches.

EVENT PROMOTION TIPS

PROMOTION

EVENT PROMOTION TIPS

• Start with a catchy subject line to get people to open your invitation – “Party like it is 1764!”Party like it is 1764!

• Use consistent branding throughout communications

• Spread the word through social mediao Facebooko Facebooko Twittero And other online venueso And other online venues

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BE CREATIVE

PROMOTION

BE CREATIVE WITH THE INVITATION

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3 WEEKS TO GO:3 WEEKS TO GO:Managing the Details

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PREPARE EVENT TIMELINE

DETAILS

PREPARE EVENT TIMELINEEd ti l S ki P S i l Bi thd P t

Sample Program OptionsEducational: Speaking Program

5:00 p.m. Reception: guests arrive & mingle5:35 p.m. Guests take their seats

Social: Birthday Party

5:00 p.m. Reception: Guests arrive & mingle5:35 p.m. Guests take their seats

5:40 p.m. Host gives brief welcoming remarks, recognizes VIPs attending

5:42 p.m. Toast; everyone should have a glass (This can be done at cake c tting )

5:45 p.m. Host gives welcoming remarks, recognizes VIPs in audience

5:50 p.m. Toast; everyone should have a glass (This can be done

glass (This can be done at cake cutting.)5:45 p.m. Host introduces speaker5:50 p.m. Speaker gives lecture6:20 p.m. Q&A with speaker

at cake cutting.)5:55 p.m. Watch video, if available6:00 p.m. Cake cutting and singing of

school song6:20 p.m. Q&A with speaker6:35 p.m. Host thanks and presents gift to speaker6:40 p.m. Cake cutting and singing of school song6:50 p.m. Blanket raffle (Unless blanket is host gift.)

6:15 p.m. Blanket raffle (Unless blanket is host gift.)

7:00 p.m. Event concludes

7:00 p.m. Event concludes

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GATHER YOUR SUPPLIES

DETAILS

GATHER YOUR SUPPLIES• Audio visual equipment with all the q p

proper cables• Cash box and change for day-of

d i iadmission• Laptop to process day-of admission

online (if desired)online (if desired)• Organization banner• Decorations, gift bags, registration

supplies – with your logo where possible

• Print nametags (if desired)• Print nametags (if desired)

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INSPIRATION: BROWN BIRTHDAY IN

DETAILS

INSPIRATION: BROWN BIRTHDAY-IN-A-BOX CONTENTS

Gift Bags• Chocolate squares (1 pp)• Lapel pin (1 pp)

Decorations• Full-Size Brown Bear• Blanket (1 per party to serve • Lapel pin (1 pp)

• Re-usable lunch/favor bag (1 pp)• Temporary tattoos (1 pp)

• Blanket (1 per party to serve as banner and raffle prize)

• Cups (2 pp)String pennants (1 per party) • Red tissue paper (1 per bag)

Registration• Lanyards (1 pp)

• String pennants (1 per party) • Signs (2 per party) • Cocktail napkins (2 pp)

• Nametag holders • Nametag (1 pp)• Pens (3)

• Balloons (24 per party)

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( )• Sharpies (2)• Raffle tickets (1 pp)

MAKE YOUR GUEST SPEAKER

DETAILS

MAKE YOUR GUEST SPEAKER FEEL WELCOME

• Prepare in advance for the introduction of speaker• Consider hosting a post event dinner with organization g p g

leaders• Offer transportation from airport and to and from event• Exchange cell phone numbers• Present thank you gift to speaker following event

When speakers are volunteers, a little extra care helps convey

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how much we appreciate their efforts.

THE BIG DAY

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EVENT DAY PREPARATIONBIG DAY

• Arrive early and ensure A/V is ready and speaker has everything he/she needs

• Project a slideshow of your organizationD t th itheverything he/she needs,

including nametag• Hold a volunteer briefing to

• Decorate the room with branded/themed decorations.

• Set-up registration tablereview assignments with everyone

• Assign décor and ambiance to

• RSVP list (one copy for each person checking in attendees)

• Cash box and changega volunteer with a good eye

• Hang or drape banner in prominent location and set out

• Cash box and change• Layout Nametags in alpha

order on tableprominent location and set out favor bags

• Play mood-setting music pla ing in the backgro nd

• Put signage up in key locations

• Assemble favor bags orplaying in the background Assemble favor bags or giveaways

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WORKING EXAMPLE:BIG DAY

PARTY PROTOCOL• Organization leaders greet • The birthday ceremony is a g g

each guest at a table set with nametags and lanyards

• Introductions

y ycore element for 250th

celebrationso Before cake is served aIntroductions

o Speakers, leaders, etc.• Acknowledgements

o Before cake is served, a toast to Brown, rendition of Ever True to Brown or Happy Birthday is sung

o Hosts that are not speaking, organization leaders, VIPs in

Happy Birthday is sung by the guests

o Remember to take a ,attendance, etc.

• ThanksTo hosts speaker

group photo or video of the cake cuttingo To hosts, speaker,

organization leaders, co-sponsors, etc.

g

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PARTY PHOTOS

BIG DAY

PARTY PHOTOS

Photos• Make sure photographer knows what pictures you want them to take

o Core elements, key people, decorations, program, etc., y p p , , p g ,• Post photos on Facebook, LinkedIn, Instagram and Twitter.• Don’t forget your newsletter, if you have one.• Make the most of social media by using a hashtag (for example• Make the most of social media by using a hashtag (for example,

“#Brown250”) in all your posts about the party.

Ph t TiPhoto Tips:• Make sure some photos include unique details about the venue or city• Definitely use the party props (Bruno and the 250th blanket banner)• Avoid shots that include empty plates or half-used cocktail napkins

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POST PARTY FOLLOW UP

FOLLOW-UP

POST-PARTY FOLLOW-UP• Publish event photos on onlinep• Send thank you notes or e-

mails to hosts, volunteers and speakerspeaker

• Pay bills• Debrief

o Gather feedbacko Assemble documentationo Reflect on lessons learnedo Reflect on lessons learned

• Complete an event report or recap and send it to your major sponsors.

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HELPFUL ONLINE RESOURCES

DETAILS

HELPFUL ONLINE RESOURCES

• Social Media: Facebook, Google+, YouTube, Vine.co LinkedIn, Instagram, Twitter, Pinterest, Storify

• Email Contact Management: ConstantContact, MailChimp, YMLPO li Ti k t S l E tB it P P l• Online Ticket Sales: EventBrite, PayPal

• Online RSVPs: Evite, GoogleDocs (Form)• Easy Websites/Blogs: WordPress BloggerEasy Websites/Blogs: WordPress, Blogger

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Questions?Questions?

Myra O. LiwanagDirector, Regional and , g

Multicultural ProgramsBrown University Alumni

Relations401-863-9493Myra_Liwanag@Brown.edu

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