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Event Planning

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by

Matt Overby

on 7 August 2014

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Transcript of Event Planning

Event Planning
sixth Step:
Tips & Tricks
Jan Jacobson
Fourth Step:
Events come in many forms
Galas
Fundraising
Banquets
Golf Tournaments
Auctions
First Step:
Form a Committee
Third Step:
DATE & TIME
3 Potential
Dates
Time of Day
VENUE
MARKETING
fifth Step:
ATTENDANCE
Events
Key communication channel for organizations
in addition to raising funds
Strategic
Interactive
Reinforce your message
5Ks & Marathons
Bake Sales
Conferences
& Seminars
Who should I ask?
Key Supporters
Dependable/Reliable
Necessary Skill Sets
IDENTIFY the...
WHO?
WHAT?
WHERE?
WHEN?
HOW?
second Step:
BUDGET
Food
Venue
Audio
Make a Checklist
Needs vs Wants
Sponsors
Be flexible
Conflicts
Venue availability
SITE VISIT
COST
LOCATION SIZE
Requirements
&
Restrictions
Ask questions
Envision the experience
Expectation
Packages
Rooms for breakout sessions
AUDIO / VISUAL
NEEDS
food
&
beverage
Get it in writing!
Contracts
Build a rapport with manager
Projections
Audience
> Group size
> Gender mix
> Age
1 month out
1 week out
2-3 weeks out
2 months out
2-3 months out
Save the Date
Promotion Timeline
hard & electronic copies
Flyers
Email Marketing & Website
Community Calendars
Invitations
Radio/Print/TV
Social Media
Press Releases
Reminders to Staff, Board & Email List
Reminders
TV/Radio appearances
Follow up on press releases & photo opportunities
seventh Step:
DETAILS!
Post event:
EVALUATION
Committee Debrief
Follow-up
Celebrate Success
Make notes
Appreciate participants & volunteers
questions
Jan Jacobson
jan@summitlife.org
(423) 283-7557
FUN!
What is the
of the
event?
Raise Money
Celebration
Social
Theme
GOAL
Awareness
Open House
Professional
Conference
Workshop
Guest Speaker
Educational
Seminar
Outside Events
Have a Plan B!
Make lists
> Check often
> Keep track of changes
Communicate
with Committee
> Delegate
Keep an eye
on the Budget
Capture the Event
Secure
Volunteers
> Photos
> Video
2-3 months out
2 months out
1-2 months out
1 month out
2-3 weeks out
1 week out
Develop a Timeline
Banquet Room
Name tags
& Programs
final Step:
THE BIG DAY
Execution
showtime!
Rely on Volunteers
Checklist
Expect
the Unexpected
Relax & Enjoy!
Additional appeal
Delegate Responsibilities
Event Registration Fee
Offset Costs
Acknowledgment
Keep up with
Attendance list
> Transportation
& Lodging
> Security
> First Aid Stations
WHY?
Sub-committees
Full transcript