event planning 101
TRANSCRIPT
EVENT PLANNING 101Presented by Rachel Weber
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. Now, let’s get
started.
You are not Superman/woman. Put together a team. Ask for help.
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
Get Organized Utilize the worksheets and tools in this presentation Purchase an inexpensive 3 Ring Binder and dividers
with pockets for storing receipts, contracts, etc. Label sections for Venue, Budget, Catering, Meeting
Notes, Entertainment, Decorations, etc. Create a folder on your computer’s desktop where
you can keep all electronic correspondence pertaining to the event
Create a contact list in your email account for your event contacts
Put together a timeline for your event
A well thought out timeline is essential to the success of your event.
See the timeline examples included in this presentation; revamp them as needed to pertain to your particular event
Communications….. Meet regularly with your event planning team, but not TOO
regularly Make sure that everyone involved knows what the event’s goal
is—and that they agree to it Clearly define each person’s responsibilities Make sure you have updated and correct contact information for
everyone involved-create a contact sheet for everyone with this information
Create a Facebook page or a Linkedin Event for your event-let Social Networking do a lot of the work for you!
Create checklists for the tasks that need to be done. Use the worksheets included in this presentation, and personalize them for your event
Review the event timeline and progress made at each meeting
The Budget
•Establish your budget from the beginning•Your budget doesn’t have to define your event or interfere with your goal•GET ORGANIZED BEFORE YOU GET STARTED. • Utilize the worksheets
included in this workshop• Keep track of all expenses as
you go along• Forecast expenditures
Raising Money for your Event Sponsorships Donations Admission Fees Vendor Booths Grants, Lodgers’ Tax Monies,
check with your municipality, educational institutions, etc.
Team up with a group who successfully plans other events
Sponsorships Sponsorships are a great way to raise
money, in-kind services and products for your event
Develop a valuable sponsorship plan Make a list of potential sponsors based
on what you need to accomplish your event’s goal
Explain your event’s goal to your potential sponsors
Have a “one-sheet” available to show your potential sponsors “What’s in it” for them
Sponsorship Plan Levels of Sponsorship based on
donations Benefits
Advertising Inclusion On site promotion PR opportunities/exposure Space at event venue Admission Tickets Company Logo on Promotional Materials
Title Sponsor The Title Sponsor of your event is just
that-their name is listed in the title of your event. Naming a title sponsor for your event is the best way to get a large donation.
Examples: The Boeing® Classic golf tournament The Sugar Bowl, brought to you by
Allstate® The Discover® Orange Bowl
The Biggest Mistakes You Can Make with Sponsorships
Choosing sponsors whose product/service/image is vastly different from the goal of your event
Too many sponsors Too little difference in sponsorship levels,
or Not enough difference in benefits for
sponsorship levels Failure to deliver on the promises you
made to your sponsors when you took their money
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?
Venue, con’t. What “extra” charges are included? What is the cancellation fee? Is the price negotiable? Does the venue offer discounts? Is a deposit required?
Venue, con’t. Does the venue offer wireless internet
service? Make a list of the things you need to
execute your event. Are they available at the venue, or can you obtain them from an outside source
Does the venue cater or do you need to hire an outsider caterer?
Can your group cater the event yourselves?
Vendor Booths-what to consider Does your venue allow for vendor booths? Will allowing vendor booths detract from the goal
of your event? What types of vendor booths do you want to
allow? Pricing-what is a fair price to charge for your
vendor spots? Logistics: What are you providing to vendors?
What is the venue providing? Regulations: Check with your venue’s
municipality for rules/regulations
Vendor Booths, con’t. Treat your vendors as you would your
sponsors Make sure you give them all of the
information they need to be successful at your event Rules and Regulations for the venue Rules and Regulations for your event Set up/Tear down times List of necessary items
Tables, chairs, extension cords, tent, linens, signage, etc.
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
Advertising and Promotion, con’t. Make the most of FREE Advertising
Internet Advertising Facebook LinkedIn Classmates.com
Posters, flyers, community announcements, free publications
Press Releases Email Word of Mouth Mailings, inserts
Promotional Materials Decide if it’s worthwhile to spend some
of your budget on a person to design your promotional materials or logo
Everything you put out with your event’s name on it should have a similar look
This includes Advertising, posters, ads, rack cards, flyers Invitations Signage, banners, etc.
Promotional Materials, con’t.
As with any advertising, your message should be clear and concise. Event advertising should make four things clear:• What is the goal of the
event?• When and Where is it
happening?• Why do I want to go?• What do I have to do to
attend?
CateringFood can be the best part of your event, or a
disaster. Here are some important things to consider when catering any event:
Is food appropriate for your event? What is your budget per person, including taxes,
gratuities, and other charges? Do any of your attendees have special dietary
needs? Compare caterers before selecting one. Use the
“Suggested Questions for Caterers” worksheet as a guide.
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
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!
