EVENT PLANNING PROCEDURES

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Bertha Long
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1 EVENT PLANNING PROCEDURES This dcument is prvided as a supplement t the Event Planning and Prtcl Guide. Please refer t the fllwing CCSD plicies, regulatins, and guidelines fr further guidance n events and related activities: Fundraising Rules and Fd and Beverage and Offsite Facility Rentals Schl Grup Participatin in Public Events Principals Handbk (Instructin Unit icn n InterAct) TABLE OF CONTENTS PAGE DEVELOP EVENT OBJECTIVES 2 ORGANIZE A TEAM 2 CREATE A MASTER PLAN 2 ESTABLISH A BUDGET 3 DETERMINE VENUE/LOCATION 4 SET A DATE 6 CREATE A PLANNING TIMELINE 6 THEME YOUR EVENT 6 IDENTIFY/ESTABLISH PARTNERSHIPS AND SPONSORS 7 PLAN MEALS AND REFRESHMENTS 8 CREATE A COMMUNICATIONS PLAN 8 LAUNCH POST-EVENT PUBLICITY 9 EVENT PLANNING TIMELINE 10 1

2 Develp Event Objectives The first step f event planning is t establish specific bjectives (e.g., why are yu rganizing this event and what d yu hpe t achieve?). When yu set yur initial event bjectives, yu shuld als cnsider hw yu will evaluate the event t determine yur success. Fr instance, if the bjective f yur event is t raise awareness, yu ll have t benchmark and gather data n nline scial media activity/mentins, ffline publicity, etc. based n yur initial gals. Plan t hld a pst-event meeting with the team wh planned the event and slicit feedback frm guests if pssible. Evaluate what wrked and what did nt, review the budget, assess whether bjective(s) was achieved, and identify best practices t help yu plan future events. Organize a Team N matter the size, a special event takes a cncerted team effrt t handle all f the details. Where pssible, the Trustee(s) invlved with the schl and/r activity shuld be invited t participate n the planning cmmittee. Depending n the type and scpe f yur event, yu may cnsider identifying an Event Manager r Event Chair as well as individual Chairpersns fr subcmmittees, such as: Venue, lgistics & catering management (selectin, cntracts, permits, insurance, etc.) Guest management (invitatins, RSVPs, greeters, registratin, seating arrangements, etc.) Speakers/presenters (selecting, cnfirming, lgistics, management, etc.) Activities/entertainment Publicity/prmtin (Web presence, events calendars, printed prgrams, media relatins, signage, scial media, etc.) Spnsr/partner management Transprtatin (if prviding transprt fr guests, students, etc.) Vlunteer management Create a Master Plan Wrk as a cmmittee t create a master plan and event utline, incrprating all f the ptential areas identified abve. This plan will be used t manage the wrk being dne and an utline f just the key details can be used t infrm stakehlders as needed. Create a run-f-shw dcument if needed, utlining the expected timing and any requirements fr each sessin r activity, including required setup, starting and ending times, staging directins, presenter/lead, audivisual and prductin needs, etc. Example dcuments are prvided n the Event Planning and Prtcl Web page t help yu get started. 2

3 Establish a Budget Identify the available budget fr yur event, including internal and external surces fr each f the ptential expenses as part f the master plan. Create a balance sheet listing expenses fr all functinal areas f yur meeting r event, and determine which expenses will be assumed by the hst, ptential spnsrs, and/r by the attendees (fee). If yu are hsting a revenue-generating (fundraising) event, yu will want t identify yur break-even pint (the pint at which the revenue generated at the event is sufficient t cver the expenses f hsting the event). Budget items t cnsider: Staff time Marketing expenses (design fees, printing, pstage, etc.) Transprtatin Venue Guest accmmdatins (if applicable) Fd and beverage Entertainment and recreatin Audivisual equipment and prductin csts Security (CCSD Schl Plice, etc.) Special needs (interpreters, etc.) Taxes and gratuities, service charges, etc. Cntingency fund fr unanticipated, last minute expenses. 3

4 Determine Venue/Lcatin When planning an event it is imprtant t be aware f hw t create an event that is pen and accessible t everyne. This can include finding a space that is safe and cnsiderate f a wide range f abilities and cnsidering visual, hearing, language, and physical accessibility t meeting areas and facilities. N facility will lk the same in-persn as it des n paper, nr will yu be able t get a sense f service withut ging t the site. If time allws, plan t visit the site and take pictures t help yu blck ut the lcatin f key items (catering, check-in table, seating arrangements, pdium lcatin, parking, etc.). When determining the best lcatin fr yur event, and planning the budget, cnsidering the fllwing factrs: Accmmdatin f guests cnsider the size f the grup, gender mix, ages f attendees, and any special needs, such as interpreters, handicap seating, etc. Pssible venue fees. Cnvenient lcatin based n where the majrity f yur guests will be traveling frm. If the event invlves ut-f-twn guests, cnsider travel time and cst t reach a destinatin, and a site near air and/r grund transprtatin. Be sure t build in ample set-up and clean-up time t yur request. Cnsider weather, especially if cnsidering an utdr venue. Security (needed? If s, hw much and fr hw lng?) Parking availability (including designated parking fr Trustees and ther VIPs) Audivisual needs be aware that nt all rms are equipped with sund systems, nr d all sessins need sund. A/V supprt ften cmes at additinal cst t the venue rental fee. Determine which rms need sund and which can be used with the systems in place. Cnsider the fllwing ptential A/V needs: Sund system Prjectr Screen (be sure t understand screen size square r rectangle in rder t prepare PwerPint presentatin in apprpriate 16:9 r 4:3 frmat) Micrphne (pdium mic, standing mic, handheld, lavalier, etc.) Internet cnnectin (fr accessing YuTube r ther nline cntent) Laptp (prvided by facility vs. bring yur wn t cnnect t their system) DJ and/r pre- pst-meeting music (als cnsider the playlist t ensure the apprpriate tne fr the event) Cnsider yur ptential facility needs as well: Pdiums Staging/Risers Stairs such as frm audience up t stage Dance Flr Generatrs may have additinal cst fr gas depending n length f use 4

5 Spider bxes (pwer) Extensin crds Curtains Easels Flags (U.S., State, etc.) Etc. There are many meeting rm cnfiguratins t cnsider as well: Auditrium/Theater: Apprpriate fr large events and lectures that d nt require extensive nte taking. This is a cnvenient setup t use befre breaking int discussin r rle-playing grups because chairs can be mved. Banquet Ovals and Runds: Generally used fr meals and sessins invlving small grup discussins. A five-ft-rund table seats eight peple cmfrtably. A six-ft-rund table seats 10 peple cmfrtably. Classrm: The mst desirable setup fr medium t large-size lectures. This cnfiguratin requires a relatively large rm. Tables prvide attendees with space fr spreading ut materials and taking ntes. Cnference and Hllw Square: Apprpriate fr interactive discussins and nte-taking sessins fr fewer than 25 peple. U-shape, E-shape, and T-shape: Apprpriate fr grups f fewer than 40 peple. These are best fr interactin with a leader seated at the head f the setup. Audivisual equipment is usually set up at the pen end f the seating. There are csts affiliated with mst f the abve venue services, s inquire abut expenses and ensure that yu have budgeted fr all f yur event needs. 5

6 Set a Date Cnsider the fllwing factrs befre selecting an event date: Give yurself enugh time. Ideally, yu shuld have 4-6 mnths t plan (depending n the nature f yur event). If yur event will invlve CCSD senir leadership and/r the Bard f Schl Trustees, be aware f scheduled Bard activities Check availability with key participants e.g., speakers, presenters, VIP guests, etc. Office f the Superintendent 702/ Bard Office 702/ Check availability f internal meeting rm r external venue. Be aware f statutry and religius hlidays Avid schl hliday time perids (e.g., winter, spring and summer hlidays) and ther schl events If a schl event, als avid majr schl activities, such as sprts, prms, etc. Create a Planning Timeline Refer t the event planning timeline examples prvided n Page 10 t determine the apprpriate schedule f activities leading up t yur event. Theme Yur Event Chse a timely and cmpelling theme t cmplement yur event bjectives, and then plan as many elements as pssible arund the theme fr a fun and memrable event. Brainstrm names. When yu are brainstrming the event name, think abut: Hw is yur event different frm ther events? What are yu hping t cnvey thrugh this event? What name wuld attract the mst attentin and be mst memrable? As shrt a name as pssible will be easiest t cmmunicate. Ensure event name/theme is apprpriate fr schl and/r CCSD. Design prmtinal materials. Create a specific lk and feel t represent yur event: A graphic icn can be an effective tl fr publicity and prmtinal items (e.g., invitatins, Web page, t-shirts, giveaway items, etc.). Develp a cnsistent set f materials that all tie-in t the verall lk and feel f the event (invitatin, Web page, PwerPint template, psters, directinal signage, etc.). Cnsider what is apprpriate, what is readable, etc. Be careful f cpyright infringement. The CCSD Graphic Arts Center can be f assistance t yu as needed 6

7 Incrprate theme in yur event. Cnsider ther elements f the event that can be tied t the verall theme: Catering (themed fd chices, fun fd names) Types f speakers/presentatins/entertainment Decratins/decr Etc. Identify and Establish Partnerships & Spnsrs Cnsider whether there are rganizatins that yu culd partner with r call n fr spnsrships t defray the csts and increase ptential participatin. When yu invlve ther peple r grups in yur event, they have a stake in helping spread the wrd and making the event a success. Yu may want t cnsider: Seeking crprate spnsrs t fund a prtin f the event. This can range frm large t small lcal businesses that might be able t prvide gds r services, such as catering, flwers fr the tables, raffle prizes, etc. Partnering with cmmunity rganizatins that might be able t ffer a venue and/r assistance with rganizing r staffing an event. Sliciting dnatins/spnsrships frm key individuals invlved with the schl, such as the namesake, PTA/PTO cmmittee, etc. Once partners/spnsrs are identified, yu will need t ensure they receive recgnitin as apprpriate in event materials and at the event. Think abut hw yu can give them value in return fr their dnatin. Recgnitin can be tiered based n levels f funding/invlvement, such as Platinum, Gld, and Silver partners. 7

8 Plan Meals and Refreshments Plan refreshments t fit with the theme and nature f yur event, where pssible. At events ffering fd and beverage service, allw enugh time fr guests t eat leisurely, netwrk, r scialize with clleagues r friends and family, and enjy all presentatins r ceremnies, if there are any invlved. Cnsider starting fd service ne-hur prir t the start f the event, and advertise the drs pen time. Generally allw 30 t 40 minutes fr breakfast, 45 t 60 minutes fr lunch, and 20 minutes per curse fr dinner. Fr refreshment breaks, allw a minimum f 15 minutes fr up t 100 peple, 30 minutes fr up t 1,000 peple and 30 t 45 minutes fr grups larger than 1,000. Ensure an adequate supply f water fr guests, even if n ther refreshments will be served. Plan n tw cups f cffee r tea per persn fr a mrning break and ne cup f cffee/tea r ne sda per persn during an afternn break. Cnsider a buffet set-up fr infrmal events. Buffets ffer variety and faster service. Cnsider fd items fr guests with special needs (e.g., gluten-free ptins). Cnsider dnating leftver fd t hmeless shelters r distributin rganizatins fr the needy. Create a Cmmunicatins Plan If yu have ample lead time, effective planning, creativity, and willing vlunteers r staff, yu can prmte yur event with little r n cst. Even with the mst amazing speaker r entertainment line-up, yu will need t prmte yur event t get peple in the dr. Event prmtin may include: Invitatins Web site stry and/r banner (Schl and/r CCSD as apprpriate) Newsletter/enewsletter annuncement(s) Flyers/psters Direct mail Scial media (Facebk, Twitter, LinkedIn, Instagram, YuTube, Flickr, etc.) Registering n a variety f nline calendars, such as City, Chamber f Cmmerce, Rtary Club, etc. Submit the Cmmunicatins Supprt Frm t request supprt frm CCSD Cmmunicatins with districtwide CCSD Web annuncements, scial media, media relatins, etc. When advertising events, help participants feel welcme by including the fllwing phrase t allw individuals t cntact yu if special accmmdatins are required: If yu require specific accmmdatins fr this event please cntact [cntact inf]. 8

9 Launch Pst-Event Publicity Plan N plan is cmplete withut pst-event thank-yu messages, spnsr acknwledgements, and even press r newsletter articles abut the event s key messages and/r fundraising success. Ensure the readers r visitrs t yur Web site viewing pst-event materials have an pprtunity t: Learn mre abut the event especially if it is an annual affair Cntribute funds either t the specific event-related cause, the schl r CCSD Receive infrmatin abut upcming events and/r vlunteer pprtunities. Create materials fr the media as apprpriate, including select phts, vide B-rll, and a press release detailing the utcme(s) f the event. Yu shuld highlight Trustees, CCSD leaders, and ther VIPs in attendance. Peple lve t see themselves in phts, s be sure t ffer captins and identify event attendees r award winners, etc. Remember t get permissin t use phts and identify thse in them. Yu may als cnsider rdering prints f select shts t include in VIP thank yu ntes. Pst-event publicity pprtunities will depend n the nature f yur event, but here are a few examples f sme basic pst-event publicity activities: Include pst-event stries and phts in: Web page(s) Newsletters (CCSD, schl, Trustee, etc.) Blg psts Etc. Pst vides and/r speaker presentatin n yur Web site and/r scial media. Be sure t receive permissin frm speakers t pst their presentatins nline. Fundraising Events: Update yur event page t include infrmatin n the event s success (did yu reach yur gal? hw much did yu raise?) and phts f the event. Be sure t ffer pprtunities fr additinal dnatins - e.g., a link t yur fundraising page, etc. Create a news release annuncing hw much yu raised at the event. Remind the reader abut the bjective fr the fundraising event (e.g., if yu are raising funds fr a specific prject ffer the details n what this prject will achieve) - dn't assume they remember the details frm yur event press release, s include key pints abut why yu had the event and what yu'll d with the funds raised. Cnsider hsting a pst-event annuncement event t annunce the ttal funds raised, present an versized check, etc. If yu cllected cntact infrmatin thrugh RSVPs r ther means (e.g., cllecting business cards fr a dr prize) be sure t add them t yur data base fr newsletters r ther rganizatinal cmmunicatins. 9

10 Event Planning Timeline High-Level Planning: Fur-Six Mnths Ahead f Event Establish event bjectives Recruit event cmmittee, slicit Trustee representative, select event manager r chair, and establish sub-cmmittee chairs Select date Identify venue and negtiate details Develp event master plan and set theme fr the event Get cst estimates (e.g., rm rental, fd & beverage, equipment, speaker fees, travel, etc.) and create a budget Create cmmunicatins plan (ensure staff and/r vlunteers are identified t manage specific tasks e.g., media relatins, VIP crdinatin, printed material design and printing crdinatin, nline /scial media, etc.) Identify and cnfirm speakers/presenters/entertainers Determine spnsrship levels/amunts Identify and cntact ptential spnsrs/partners Three-Fur Mnths Ahead f Event Determine VIPs and create RSVP tracking dcument (e.g., spreadsheet) Speaker/Presenter Liaisn: Finalize presentatin/speech tpics Request bi infrmatin, pht Make travel and accmmdatin arrangements Have Legal review cntracts, btain signatures as apprpriate, etc. Venue/Lgistics: Investigate need fr any special permits, licenses, insurance, etc. Determine and arrange all details regarding menu, A/V equipment, facilities, parking, signage, etc. Review security needs/plan fr the event with venue manager Cmmunicatins Plan: Request lgs frm crprate spnsrs fr nline and printed materials Develp draft prgram Create draft event script (e.g., MC, speaker intrductins, thanks, clsing, etc.) Wrk with Cmmunicatins team n publicity, such as CCSD.net Develp and prduce invitatins, prgrams, psters, tickets, etc. Develp media list and prepare media alert/release, backgrunder, and media kit materials (e.g., speaker inf, phts, etc.) Create event page n ccsd.net and/r schl/department Web site Create scial media accunts/pages as needed Cnsider develping a prmtinal vide fr YuTube and Facebk page If yu are hsting a public event, cnsider registering yur event n a variety f nline event calendars, such as City, Chamber f Cmmerce, Rtary Club, etc. 10

11 Tw Mnths Prir t Event Send reminders t cntact list regarding registratin/participatin Presenters/Speakers: e.g.: Cnfirm travel/accmmdatin details Request cpy f speeches and/r presentatins Spnsrship: Fllw up t cnfirm spnsrships and underwriting Publicity: Release press annuncements abut keynte speakers, celebrities, VIPs attending, hnrees, etc. Pst yur initial event news release n yur website and circulate t all partners, affiliated rganizatins, etc. One-Tw Weeks Ahead Schedule a meeting fr all cmmittee chairs t cnfirm all details against Master Plan and ensure back-up plans are develped fr any situatin (e.g., plans fr bad weather, back-up vlunteers as VIP greeters, additinal vlunteers fr registratin r set-up, etc.) Finalize event script Brief any/all hsts, greeters, vlunteers abut their event duties and timelines Final seating plan, VIP place cards, etc. Ensure that all Trustees that will be in attendance are included in stage seating r in frnt rw reserved seating, as apprpriate. Prvide final RSVP numbers t caterer Make print and nline cpies f any speeches, vides, presentatins, etc. Determine pht p and interview pprtunities with Trustees, CCSD leaders, VIPs, speakers, etc. and cnfirm details with interviewee(s) and media. One Day Ahead Cnfirm media attending Ensure all signage is in place Ensure registratin and media tables are prepared and stcked with necessary items (e.g., blank name badges, paper, pens, tape, stapler, etc.) Ensure all prmtinal items, gifts, plaques, trphies, etc. are n-site. Event Day Appint smene t arrive early t attend t imprtant event details Ensure yu have cpies f all instructins, directins, phne numbers, keys, extra parking permits fr VIP guests, seating charts and guest lists with yu Check-in with each Cmmittee Chair t ensure their team is n track Bring water fr speakers Bring an emergency kit (Kleenex, Band-Aids, safety pins, etc.) 11

12 Pst-Event Cnduct a Pst-Event Survey t learn what peple enjyed abut yur event, and where yu have rm t imprve Cnduct a pst-event meeting and thrugh evaluatin f bjectives vs. utcmes Gather all receipts, dcumentatin, final attendance data, dnatins, etc. and update budget Implement pst-publicity plan thank attendees fr participating and prmte yur nging prgrams and hw they can supprt yu thrughut the year by jining, vlunteering r making a sustaining dnatin. Send thank-yu letters t: Spnsrs Vlunteers Speakers/presenters Dnrs Media In yur thank-yu ntes, be sure t remind the recipients f the event s success and hw they cntributed (e.g., dllars raised, awareness - number f participants, etc.). 12

The All - Event Planning Checklist

The All - Event Planning Checklist Whether yu are a club, assciatin, cmmittee, charity r church yu are likely t be rganising events at sme pint. The purpse f yur event may be t raise awareness f yur activities