LWV Planning Checklists & Worksheets

Transcription

1 LWV Planning Checklists & Worksheets PLANNING TIMELINE (General Guidelines) 6 weeks or more prior to event (Larger events such as annual meetings will require 3 6months planning time) Determine size and scope of your event, including who is responsible for what. (Acknowledge your capacity.) Determine your audience design your event with them in mind. Reserve a venue. Contact speakers to 1.) determine availability and 2.) clearly and precisely articulate the LWV s needs. Confirm speakers. Discuss time, date, and place, as well as dietary requirements, type of travel, payment, and AV needs. (Communicate all travel reimbursement and/or honoraria guidelines up front.) Determine the event budget and secure funding resources (i.e., co-sponsors). Identify a collaborating partner (i.e., a group with shared values/aligned interests) who can assist with event design, content development, or promotions. Establish a publicity plan for the event. Will you issue a press release? How will you use social media? Have you updated your web site? Will printed materials (fliers, posters, etc.) be useful? How will they be distributed? Send Save the Date invites to members and/or announce your event to the public for the first, but not last time. (Messaging an event is an on-going process up until and including the day of the event.) 2 weeks or more prior to event Update your website with any new details. Increase social media messaging. Distribute printed promotional materials. i.e., Take fliers to coffee shops, post materials on congregation bulletin boards, leave materials at public libraries, etc. 1

2 Send reminder to members and encourage them to bring a friend. Send a press release to your local paper. Meet with all involved event staff to discuss logistics. Complete all sections in Event Planning Worksheet. (See pages 5 9) Finalize catering arrangements, if necessary. 3 5 day prior to event Finalize/confirm number of attendees with the venue and review room set-up and AV plans. Finalize/confirm any catering needs. Finalize/confirm any and all housekeeping requests. Purchase food, drinks, ice, tablecloths, and utensils, etc. if needed Create name badges, if needed. Print any needed handouts don t forget to print a sign-in sheet! 1 day prior to event Send final reminder to members to attend (and to bring a friend). Send final confirmation to the guest speaker reviewing arrival time, parking, room number, etc. Day of event Arrive early to check room to make sure it is clean and set-up properly. Test the AV. Meet caterer or setup refreshments. Place water at the podium for each speaker. Setup name tags, sign-in area, and/or distribute programs. Welcome attendees and guest speakers. Send speakers thank-you notes. Pay vendors. Submit original receipts for payment/reimbursement. Be timely on this matter! Your treasurer will love you for it. Compile a list of all expenses incurred for the event. Discuss and document possible improvements in the process. 2

3 LWV Planning Checklists & Worksheets BUDGET PLANNING WORKSHEET Expense Category* Est. Expense Actual Expense In-Kind Revenue Venue Rental. AV rental/tech fees Speaker Fees (Honoraria, Meals, Travel, Hotel) Committee-related Reimbursements Food/Catering Publicity (i.e. fliers, posters, Facebook ads, etc.) Host supplies (name badges, cups, plates, etc.) Misc. *Adjust this sheet as needed by your LWV, but plan your budget with intentionality. Budget planning is more than just deciding how much to spend. It s also about leveraging relationships in order to be as responsible as possible with LWV resources. Consider these things when planning an event budget... Estimated & Actual Expenses: Track your estimated expenses against actual expenses. Over time, this will help you plan more effectively Venue Rental: ALWAYS ask for an in-kind contribution of free space. The worst anyone can say is, no. In that case, negotiate the lowest possible rental rate. Mention the LWV s non-partisan nature, non-profit status, and audience make-up. Be thoughtful about who you approach look for organizations/venues that share LWV values and/or would benefit from building relationships with LWV members. 3

4 Speaker Fees: Ask the presenter speak for gratis before offering an honoraria. Meal and/or travel reimbursements are generally appropriate to offer. Committee Related Reimbursements: Will your planning committee be traveling? Using a fee-based conference call number? Is your LWV picking up their meal and/or event registration fee? Plan for these costs & let the committee know what they will and will not be reimbursed for. Food/Catering: Ask a local restaurant, coffee shop, or grocery store supply items in exchange for mention in your publicity materials & web site. You could even consider asking Joe s Coffee Shop to be an event cosponsor. In exchange for supplying coffee and refreshments (and letting your leave fliers and/or posters at their store), you mention them on your website, in social media, in a press release, and put out one of their signs at your event. Build an in-kind reciprocal relationship. Publicity: Remember to use the LWV logo in your promotional materials. If you have a co-sponsor, share a copy of the logo so they can use it on their website or in any printed materials they will be creating. Misc.: Be very careful about using a miscellaneous category in your event planning budget. If you do use it, keep careful track of what these expenses are so that you can better plan for them in the future. 4

5 LWV Planning Checklists & Worksheets EVENT PLANNING WORKSHEETS Event Organizers/Event Committee Who is doing what? Record event roles/responsibilities & contact information below. If you are partnering with another organization, include their names/responsibilities too. SHARE THIS DOCUMENT WITH EVERYONE LISTED! Name Role/Responsibility Contact Info IMPORTANT RESPONSIBILITIES INCLUDE: Publicity, venue logistics, speaker details; recruiting event partners, food/catering arrangements, and day-of duties (greeters at sign-in table, distributing handouts, giving welcome remarks (that includes a member invitation), 5

6 Event Partners Thoughts to Consider Who in your community is also interested in this topic? What would you love for them to contribute to this event? Volunteers? Venue? Content? In-Kind goods? Promotions? Know what you want to ask for before you ask. If asking for financial support, articulate how the funds will help make this event successful. Beyond LWV members, who is your desired audience? Be mindful about saying the general public. What is that, really? Picture your dream audience who are they? Who already serves/attracts this crowd? Could you partner with them to help design & promote the event? Event Partners* Organization/Business Contribution Recognition EX: Joe s Coffee Shop Coffee at event Thanked on Web, Social Media, and in event program handout EX: Common Cause Indiana Advising on event content, suggested speakers, copromoting Listed as official cosponsor of event *After finding your partners, define exactly how they re helping & how you are recognizing them. Are they clear on their roles too? Confirm contributions & expectations in writing. Event Partner Contacts Keep a detailed list of who you are working with: Names, Titles, Organizations, , Phone, Addresses even Facebook page names, Twitter handles, and web addresses. 6

7 Venue Info Venue Name: Parking Notes: Address: Room/Bldg Notes: Contact Name, , & Phone: What does the venue have & what do you need? Venue AV & Equipment Checklist Laptop LCD Projector Lectern Microphone Podium Mic Handheld Standing Mic Speakers* Screen Flip Charts Easels Markers Sign-In Table Chairs *If you or your presenter will be showing video or playing music from a laptop, make sure you have requested speakers so that it can be heard. Room Checklist Room Set-Up: Will the venue post directional signs? YES NO Theater style Classroom style If NO, can the LWV post signs? YES NO U-Shape Hollow-Square Water for speaker(s): YES NO Other: Can you bring in your own food? YES NO Number of Chairs: What time can you arrive for set-up? Number of Tables: By what time you need to be out? Sign-In Table: YES NO Location: 7

8 Speaker Information & Requirements Speaker Name: Meal: YES NO (restrictions?) Travel Reimbursement Amount: Phone: Honoraria Amount: Address: Topic: Requested Length of Presentation: Presentation Title: Speaker Bio: Needed by: Requested on: Received on: AV Needs: Laptop LCD Projector Microphone Speakers Screen Arrival Time: Is your speaker staying for the whole event or does he/she need to leave early? Presentation Summary (3 5 sentences): Needed by: Requested on: Received on: *You will need a bio and presentation summary to aid in promotional efforts. Make sure you have these items at least 2-3 weeks in advance. Let your speaker know the LWV reserves the right to edit the materials for length & clarity. 8

9 Publicity & Visibility Plan a publicity strategy in the early stages of your event planning. Factor publicity into you overall effort and make it a part of everything you do. You will increase your LWV s visibility and community impact. Think of it this way: Publicity by the League can be a form of voter education and engagement. Update website home page and/or events calendar Promote the event on social media Send an to your members, prospective members, friends of the LWV (don t be shy here!) 6 weeks, 2 3 weeks, 3 5 days, and the day before the event. (4 times total.) Include event information in your Voter Draft a press release If you have an event partner, outline the specific ways they will help promote the event Include your event in (online) community calendars Post post-event photos on social media and your website SOCIAL MEDIA TIPS: Use Hootsuite to pre-populate Facebook and Twitter posts o Create at least one post a week for the 6 weeks leading up to your event Tag your event partners in your social media posts to increase exposure Ask your presenter for images or articles to link to Share quotes and/or facts & stats about the event topic INVITATIONS & REMINDERS: 6 weeks Save the date & general topic info 2 3weeks Feature your speaker (or film, book, etc.) in more detail 3 5 days Share your enthusiasm for the upcoming event Day before Remind everyone they are welcome to attend o Always encourage members to bring a friend o Draft these s early, save them in a folder, and send when ready PRESS RELEASES: Send 2 3 weeks in advance Follow up the day before with a reminder about the event 9