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Event planning 101

Event Planning 101 Presentation for workshop at ENMU Ruidoso September 11, 2010

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Event planning 101

  1. 1. Event planning 101<br />Presented by Rachel Weber<br />
  2. 2. Don’t Panic<br />You’ve 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. Now, let’s get started.<br />
  3. 3. You are not Superman/woman. Put together a team. Ask for help.<br />
  4. 4. Define the Goal of Your Event<br />What is your event about? <br />What’s the purpose?<br />What do you want the end result to be?<br />How are you going to achieve it?<br />Is it realistic?<br />BE SPECIFIC<br />
  5. 5. Get Organized<br />Utilize the worksheets and tools in this presentation<br />Purchase an inexpensive 3 Ring Binder and dividers with pockets for storing receipts, contracts, etc.<br />Label sections for Venue, Budget, Catering, Meeting Notes, Entertainment, Decorations, etc.<br />Create a folder on your computer’s desktop where you can keep all electronic correspondence pertaining to the event<br />Create a contact list in your email account for your event contacts<br />
  6. 6. Put together a timeline for your event<br />A well thought out timeline is essential to the success of your event. <br />See the timeline examples included in this presentation; revamp them as needed to pertain to your particular event<br />
  7. 7. Communications…..<br />Meet regularly with your event planning team, but not TOO regularly<br />Make sure that everyone involved knows what the event’s goal is—and that they agree to it<br />Clearly define each person’s responsibilities<br />Make sure you have updated and correct contact information for everyone involved-create a contact sheet for everyone with this information <br />Create a Facebook page or a Linkedin Event for your event-let Social Networking do a lot of the work for you!<br />Create checklists for the tasks that need to be done. Use the worksheets included in this presentation, and personalize them for your event<br />Review the event timeline and progress made at each meeting<br />
  8. 8. The Budget <br /><ul><li>Establish your budget from the beginning
  9. 9. Your budget doesn’t have to define your event or interfere with your goal
  11. 11. Utilize the worksheets included in this workshop
  12. 12. Keep track of all expenses as you go along
  13. 13. Forecast expenditures</li></li></ul><li>Raising Money for your Event<br />Sponsorships<br />Donations<br />Admission Fees<br />Vendor Booths<br />Grants, Lodgers’ Tax Monies, check with your municipality, educational institutions, etc.<br />Team up with a group who successfully plans other events<br />
  14. 14. Sponsorships<br />Sponsorships are a great way to raise money, in-kind services and products for your event<br />Develop a valuable sponsorship plan<br />Make a list of potential sponsors based on what you need to accomplish your event’s goal<br />Explain your event’s goal to your potential sponsors<br />Have a “one-sheet” available to show your potential sponsors “What’s in it” for them<br />
  15. 15. Sponsorship Plan<br />Levels of Sponsorship based on donations<br />Benefits<br />Advertising Inclusion<br />On site promotion<br />PR opportunities/exposure<br />Space at event venue<br />Admission Tickets<br />Company Logo on Promotional Materials<br />
  16. 16. Title Sponsor<br />The Title Sponsor of your event is just that-their name is listed in the title of your event. Naming a title sponsor for your event is the best way to get a large donation. <br />Examples:<br />The Boeing® Classic golf tournament<br />The Sugar Bowl, brought to you by Allstate®<br />The Discover® Orange Bowl<br />
  17. 17. The Biggest Mistakes You Can Make with Sponsorships<br />Choosing sponsors whose product/service/image is vastly different from the goal of your event<br />Too many sponsors<br />Too little difference in sponsorship levels, or<br />Not enough difference in benefits for sponsorship levels<br />Failure to deliver on the promises you made to your sponsors when you took their money<br />
  18. 18. How to Pick a Venue<br />Consider your event’s goal. Does the venue fit?<br />If you are selling admission tickets-will it attract your target audience?<br />Is it accessible?<br />Is it available? <br />Are dates flexible?<br />Is the venue size appropriate for your event?<br />What is the charge for the venue?<br />
  19. 19. Venue, con’t.<br />What “extra” charges are included?<br />What is the cancellation fee?<br />Is the price negotiable?<br />Does the venue offer discounts?<br />Is a deposit required?<br />
  20. 20. Venue, con’t.<br />Does the venue offer wireless internet service?<br />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<br />Does the venue cater or do you need to hire an outsider caterer?<br />Can your group cater the event yourselves?<br />
  21. 21. Vendor Booths-what to consider<br />Does your venue allow for vendor booths?<br />Will allowing vendor booths detract from the goal of your event?<br />What types of vendor booths do you want to allow?<br />Pricing-what is a fair price to charge for your vendor spots?<br />Logistics: What are you providing to vendors?<br />What is the venue providing?<br />Regulations: Check with your venue’s municipality for rules/regulations<br />
  22. 22. Vendor Booths, con’t.<br />Treat your vendors as you would your sponsors<br />Make sure you give them all of the information they need to be successful at your event<br />Rules and Regulations for the venue<br />Rules and Regulations for your event<br />Set up/Tear down times<br />List of necessary items<br />Tables, chairs, extension cords, tent, linens, signage, etc.<br />
  23. 23. Advertising and Promotion<br />Advertising is expensive. If you have a budget for advertising, use it wisely spend where you will get the most “bang for your buck”<br />The first thing to consider is your target audience. Where are they? That’s where you want to advertise. <br />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 in-kind trade<br />
  24. 24. Advertising and Promotion, con’t.<br />Make the most of FREE Advertising<br />Internet Advertising<br />Facebook<br />LinkedIn<br /><br />Posters, flyers, community announcements, free publications<br />Press Releases<br />Email<br />Word of Mouth<br />Mailings, inserts<br />
  25. 25. Promotional Materials<br />Decide if it’s worthwhile to spend some of your budget on a person to design your promotional materials or logo<br />Everything you put out with your event’s name on it should have a similar look<br />This includes<br />Advertising, posters, ads, rack cards, flyers<br />Invitations<br />Signage, banners, etc.<br />
  26. 26. Promotional Materials, con’t.<br />As with any advertising, your message should be clear and concise. Event advertising should make four things clear:<br /><ul><li>What is the goal of the event?
  27. 27. When and Where is it happening?
  28. 28. Why do I want to go?
  29. 29. What do I have to do to attend?</li></li></ul><li>Catering<br />Food can be the best part of your event, or a disaster. Here are some important things to consider when catering any event:<br />Is food appropriate for your event?<br />What is your budget per person, including taxes, gratuities, and other charges?<br />Do any of your attendees have special dietary needs?<br />Compare caterers before selecting one. Use the “Suggested Questions for Caterers” worksheet as a guide.<br />
  30. 30. For Any Type of Event-The Day Of<br />If you are responsible for set up of the event, arrive at least 2-3 hours early<br />Wear comfortable clothing and shoes<br />Bring your binder with all event info & contact info<br />Greet volunteers or staff and brief them on the event<br />Examine the venue to make sure all details are covered<br />If applicable, make sure sound, lighting, and video have been checked<br />Set up registration table, if necessary<br />
  31. 31. After your event<br />Make sure all invoices have been paid<br />Send thank you notes to participants, volunteers, staffers, and sponsors<br />Hold a meeting with your team to review the event and look at successes and suggestions<br />Make a list of these items for the next event<br />Make sure your binder is complete with contracts, receipts, meeting notes, advertising tear sheets, copies of flyers, etc.<br />Pat yourself on the back, You Did It!<br />
  32. 32. Thank You!<br />Rachel Weber<br /><br /><br /><br />575-937-9000<br />