The All - Event Planning Checklist

Transcription

1 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 r the wrk yu d, t recruit new members r vlunteers, t raise funds, t entertain, r t celebrate a significant achievement. Getting yur planning and rganisatin right frm the utset ensures yu deliver a prfessinal, plished and stress-free event that attracts plenty f publicity. The Destinatin Mntgmery PR, Marketing & Editrial team have prduced a generic Event Checklist that yu might find useful. Hw t Use the Checklist It will help yu identify all the details yu need t cnsider and has a timeline fr yur event planning prcess. Yu may have t tweak it t suit yur needs, but it will wrk frm a small wrkshp t a large fundraiser. The Destinatin Mntgmery Grup is Here t Help Yu! D cntact us when yu have the germ f an idea fr an event and cme and pick ur brains. The grup has a lt f experience, resurces and media cntacts which we are nly t delighted t share. We d lve yu t make yur event the success it deserves t be. Dwnlad the Checklist fr FREE The checklist is FREE and yu can dwnlad it frm the Mntgmery Wales website, r cntact me and I will send yu a cpy by pst r . Lesley Lng Develpment Officer - Destinatin Mntgmery develpment-fficer@mntgmery-wales.uk Cntent credit & acknwledgement: Created with Wild Aprict event planning sftware 1

2 High Level Planning: 4 6 Mnths Ahead f the Event* Decide n yur target audience Set event gals and bjectives Select date Identify venue and negtiate details Develp Event Master Plan Get cst estimates (e.g. rm rental, fd and drinks, equipment, speaker, fees, travel expenses) and create a budget Recruit the Event Cmmittee, Event Manager r Chair and establish sub- Cmmittee Chairs) Establish clear rles and respnsibilities Agreed dates fr prgress and review meetings and put them in everyne s diary Circulate key cntact details f team members and agreed yur methds f cmmunicatin Cnduct and write up a Risk Assessment keep it updated as changes ccur Create Publicity Plan and brand fr yur event (Make sure staff/ vlunteers are assigned t manage specific tasks e.g. media relatins, VIP c-rdinatin, printed materials design, printing c-rdinatin, signage, nline website presence and scial media.) Identify and cnfirm speakers / presenters / entertainers Identify and cntact spnsrs / partners *Start as early as pssible. Cntent credit & acknwledgement: Created with Wild Aprict event planning sftware 2

3 3 4 Mnths Ahead f Event Speaker / presenter/ entertainer liaisn Finalise presentatin / speech tpics Get bi infrmatin and pht Travel and accmmdatin arrangements Have cntracts signed if apprpriate Financial / Administratin (fr example) Registratin / bking fees Set up / enable nline registratin & ticketing** Agree spnsr levels / amunts Identify any items requiring insurance Make sure yu have accunts tracking prcess set up (spreadsheet) ** Eventbrite ticketing is FREE fr certain types f rganisatin /event Venue / lgistics planning (fr example) Investigate the need fr any special permits, Perfrming Rights Licences, insurance etc. Visit: Finalise and cnfirm all details (e.g. menu, A/V equipment, registratin and welcme, venue set-up, signage etc.) Review security needs and plan fr the event with the venue manager Publicity (fllw yur Publicity Plan) Develp draft prgram Create draft event scrip (e.g. MC, speaker intrductins, thanks, clsing, etc.) Develp publicity pieces (e.g. e-newsletter, and/r adverts, radi spts, print Blg pst articles fr submissin t ther publicatins / websites) Request lgs frm crprate spnsrs fr nline and printed materials Design and prduce invitatins, prgrams, psters, tickets, etc. Have a chat with members f the PR, Marketing & Editrial team fr sme free advice befre writing yur Press Release and get list f suitable media cntacts. Develp media list & prepare Press Release, Media Pack and Backgrund materials (e.g., speaker inf, phts, etc.) Use the Destinatin Mntgmery Release template t help yu Create event page n yur website Enable/create event ntificatins Cntent credit & acknwledgement: Created with Wild Aprict event planning sftware 3

4 Create a Facebk Event page Develp a prm vide and pst n YuTube and yur Facebk page Register yur event n a variety f nline event calendars Create sme buzz n yur blg r member frums Finalise VIPs and create invitatin & tracking dcument (e.g., spreadsheet) 2 mnths prir t event Send reminders t cntact list re registratin/participatin Presenters/Speakers: e.g.: Cnfirm travel/accmmdatin details Request cpy f speeches and/r presentatins Spnsrship: Fllw up t cnfirm spnsrships and / ther financial cntributins underwriting Publicity: Release press annuncements abut keynte speakers, celebrities, VIPs attending, hnurees, etc. Pst yur initial event news release n yur website and circulate t all partners, affiliated rganizatins, etc. 1 week ahead Have all cmmittee Chairs meet and cnfirm all details against Master Plan and ensure back-up plans are develped fr any situatin (e.g., back-up vlunteers as VIP greeters, additinal vlunteers fr registratin r set-up, etc.) Finalize event script Brief any/all hsts, greeters, vlunteers abut event duties and timelines Final seating plan, place cards, etc. Prvide final registratin numbers t caterer Cntent credit & acknwledgement: Created with Wild Aprict event planning sftware 4

5 Make print and nline cpies f any speeches, vides, presentatins, etc. Final registratin check, name badges & registratin list Determine pht p and interview pprtunities with any presenters, VIPs etc. and cnfirm details with interviewee and media/phtgrapher. 1 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 prm items, gifts, plaques, trphies, etc. are n-site Event day 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 Have a great event! Cntent credit & acknwledgement: Created with Wild Aprict event planning sftware 5

6 Pst Event Fllw Up Immediately fllwing the event While yu need t cnduct a thrugh evaluatin and update yur budget, there are pst-event publicity, fundraising and member recruitment pprtunities that yu can take advantage f with just a little pre-event planning. Here are sme f the activities yu might cnsider nce the event is ver: Financial status: gather all receipts, dcumentatin, final registratin data, etc. and update budget Send thank-yu and acknwledgement letters t: Spnsrs Vlunteers Speakers/presenters Dnrs the Media In yur thank-yu ntes, be sure t remind the recipients f the event s success and hw they cntributed (e.g., amunt raised, awareness - number f participants, etc.). Pst-event publicity Cnduct a Pst-Event Survey t learn what peple enjyed abut yur event, and where yu have rm t imprve. Fllw-up Cmmunicatin with Event Participants Reach ut t event participants thank them fr participating and prmte yur nging activities and hw they can supprt yu thrughut the year by jining, vlunteering r making a sustaining dnatin. Cnduct a thrugh evaluatin Cntent credit & acknwledgement: Created with Wild Aprict event planning sftware 6