Make your event an affair to remember!
From a private party to an annual fundraiser, creativity
is the key. For
example, many non-profit events feature silent auctions, but how many
invite local
artisans to participate in the overall theme and decor?
Also, why not select six of the most
outstanding donations and conduct a
live auction with a local on-line personality who might
broadcast at
least part of the event on local or internet media? Introducing a fresh
twist on an
established theme can provide the basis for modifying old
decor or introducing new materials
that will highlight display of
corporate or educational materials! While the following checklist was
designed for non-profit fundraisers, some aspects are applicable to any
event. See our page on
Display and Staging for ideas on accenting your
special event.
1. REVIEW EVENT BASICS
~ How does it fit within your overall goals? Beyond potential revenue,
what is its overall value?
~ Is it in harmony with, and does it strengthen your work toward, your
long-term goals?
~ Can you afford the event's up-front expenses?
~ What appropriate facilities, equipment and materials are available to
you?
~ Do you have appropriate insurance coverage?
~ Paid or volunteer, do you have adequate personnel to operate the event?
2. SET THE DATE, TIME, THEME AND TEAM
~
Check local event calendars to avoid conflict with larger events in your
area or those with
parallel themes.
~ Explore designing an inter-organizational project.
~ Invite local, regional, national or even international celebrity
involvement.
3. DESIGN ADMINISTRATIVE MATERIALS
~ One of the most useful items you will need immediately is an Event
Planning Calendar with
deadlines.
~ When having vendors, you may need to have your
attorney determine if your contract forms
need updating.
~ Evaluate your needs for any operational forms--including staff
scheduling.
4. RESEARCH & DESIGN PROMO MATERIALS
REFERENCING UPCOMING EVENTS
~ In general these include, but are not limited to: fliers, posters,
letters to community leaders.
~ Evaluate your event's newsworthiness for each possible media outlet.
~ Verify media event calendars, editorial and advertising protocols and
deadlines.
~ Generate timely media releases [see our
Media Release Samples
page]and support forms.
~ Remember to excite your base by promoting internally with
staff/volunteers, clients/members
and other supporters; consider
offering them discounts for advance enrollment or purchase of
tickets
and other items--provided this will not undermine the event's public
operation.
5. SOLICIT VENDORS AND AREA BUSINESSES
~
Provide supporting area businesses with a full promo packet; ask them to
display posters
and sell tickets.
~ Offer vendors, their staff and family members internal advance
discounts.
6. EVALUATE EVENT FACILITIES, EQUIPMENT &
MATERIALS
~
Contact potential vendors, entertainers, and special guests about their
needs.
~ Examine entrances/exits, parking, overall spaces; signage, electricity
and sound systems.
~ Consider restrooms, waste disposal, food preparation spaces, appliances,
and equipment.
~ List all operational details from pens, tape, and name badges, to
tables, linens, and dishes.
7. DESIGN EVENT LAYOUT AND OPERATION
~ Diagram event displays, table layouts and signage (numbered plus
narrative).
~ Determine points for: check-in for vendors, staff, special guests;
reception for last-minute
gifts, donations, auction items; general ops
and upcoming event promo material distribution.
8. CONDUCT A DRY RUN OF THE EVENT
~ Practice yields a smoother operation, especially with new events,
personnel, procedures,
and/or equipment. Even if you can't access the
facility you will be using for the event, conduct a
mock operation with
key personnel using markers on a dry erase board or cutout symbols for
people and materials on a detailed drawing of the layout.
9. CONDUCT A POST-EVENT SURVEY
~ Use a 5-point scale to solicit response from: attendees, vendors,
performers, staff, media.
~ Include a general comments section to encourage suggestions for future
events.
10. EXPRESS GRATITUDE
~
Call key donors, staff, volunteers, guests; mail personalized notes to
other key contacts.
~ Mail general thank you cards to vendors, volunteer core, survey
respondents.
~ Consider special recognition of some participants at future events.
REMEMBER TO KEEP YOUR MOMENTUM ALIVE!