Have you been selected/volunteered/tricked into planning an event. Now What? Don t panic! Every event can be successful when you plan carefully, do

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1 EVENT PLANNING

2 Have you 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.

3 You are not Superman/woman. Put together a team. Ask for help

4 Event planning is the process of managing a project such as a meeting, convention, tradeshow, ceremony, team building activity, party, or convention. Event planning includes budgeting, establishing timelines, selecting and reserving the event sites, acquiring permits, planning food, coordinating transportation, developing a theme, arranging for activities, selecting speakers and keynotes, arranging for equipment and facilities, managing risk, and developing contingency plans.

5 Strategic plan Budgeting Contingency Planning for safety Multi-agency planning meetings

6 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

7 Purchase an inexpensive 3 Ring Binder and dividers with pockets for storing receipts, contracts, letters, 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 account for your event contacts

8 A well thought out timeline is essential to the success of your event.

9 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! Review the event timeline and progress made at each meeting

10 Establish your budget from the beginning Keep track of all expenses as you go along Forecast expenditures

11 Sponsorships Donations Admission Fees Vendor Booths Grants, check with your municipality, educational institutions, etc. Team up with groups who successfully plan other events

12 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

13 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

14 A title sponsor is a patron of an event that provides money, goods, or services in exchange for the exclusive right to have the patron s name appear prominently before the title of the event. The patron is usually a corporation or other type of business but can also be a famous person, country, public agency, or any other entity that has the ability to contract for sponsorship rights. Title sponsorship is typically the most prestigious class of sponsorship offered by event organizers and requires the most significant investment in the event. Examples: Airtel Rising Stars MTN Ghana Stands In Worship

15 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

16 Consider your event s goal. Does the venue fit? If you are selling admission chits/ticketswill 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?

17 What extra charges are included? What is the cancellation fee? Is the price negotiable? Does the venue offer discounts? Is a deposit required? 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?

18 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

19 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,

20 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 inkind trade

21 Make the most of FREE Advertising Internet Advertising Facebook LinkedIn Classmates.com Posters, flyers, community announcements, free publications Press Releases Word of Mouth Mailings, inserts

22 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

23 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?

24 Food 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.

25 crowd management; transport; performers; structures; fire safety; catering; trade; communications; medical; electrical and sanitary arrangements; licenses; Event Risk and Fire Assessments

26 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

27 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!