Springfield Association for Women in Communications January 2011 Program: Event Planning presented by Karen Sanders, Executive Director of the LLCC Foundation

1. Event Planning

2. Develop Strategies for Success What are you trying to accomplish with the event? Awareness Money Good will Interest in your organization Recruitment Or more than one of these What kind of event will you have? Who will it reach and how will you reach the audience(s)? Carefully match the type of event that is selected to the purpose that it serves.

3. Consider Logistics Size of space Electrical needs/utility support Lighting Audio/visual equipment Valet Set-up (tables and chairs, restroom facilities, parking, trash cans) Emergency services Clean-up

4. Develop a Budget A financial blueprint Be specific Revenue Sponsorships, ticket sales, donations, concession sales, operating budget Expenses Space rental, advertising, printing, permits, portable toilets, caterer, florist, tables/chairs, tents, insurance, etc. Make sure the purpose of your event merits the time and expense (human/other resources) to properly stage, publicize and evaluate the event.

5. Develop Strategies for Success Create a timeline – start planning at least three months in advance, and in many cases a year in advance. Develop ways to evaluate the event: number of attendees amount of money raised the number of people who signed up to support a program, etc. Who will “champion” the event? Is it staff driven? Do you need volunteers?

6. Develop Strategies for Success - Volunteers Define need – Who do you need? What tasks do you need volunteers to complete? When do you need them? How many do you need? How long do you need them? How will you attract and ultimately retain volunteers?

7. Develop Strategies for Success - Volunteers Create job descriptions Ensure meaningful work/tasks Provide an orientation If your event is volunteer driven, they are the key to its success

8. Develop Strategies for Success Make a checklist - provides a step-by-step guide to organizing and executing an event. Include projected deadlines for each step. For instance: Select members of your planning committee Develop a master plan and set event date Organize volunteers Formulate a publicity plan Prepare invitations Prepare printed materials including program book Set aside start-up cash/supplies including ink pens, etc. Make sure permits/licenses secured Read, read and read again any contracts you are signing!

9. Plan Publicity Promoting an event takes creative thinking balanced with practicality. Right vehicle for right message for right audience Brainstorm all appropriate media for your event: Radio Advertising TV advertising Billboards Posters Promotional cards Free “stuff”…interviews, radio morning programs, press releases, pitch a story idea related to the event

10. Evaluate the Event Karen’s rules: Celebrate first! Never critique an event until two weeks after the event is over! Make the evaluation one of learning and growth

11. Murphy’s Law What can go wrong, will go wrong.

12. Tip #1 – Always, plan for a potential crisis

13. Tip #2 - ALWAYS, always follow-up Follow-up the day of/even a few hours prior to any event with: Caterers Florists Vendors Musicians Any entity playing a major role in the success of your event

14. Tip #3 – Establish good relationships with the media

15. Tip #4 – Always have a back-up plan At a sit-down event - always have a few tables set for extra guests If your ground breaking is planned to be outdoors, have an indoor setting ready in the event of inclement weather Have a rain date scheduled, if possible, for an outdoor event Refund policy clearly stated – concert/car show

16. Never let them see you sweat!

17. Remember, just keep smiling!

18. Contact Information Karen Sanders Executive Director LLCC Foundation 786-2784 (w) 652-0495 (cell) karen.sanders@llcc.edu or ksanders1992@gmail.com

19. Sources Allen, Judy. Event Planning: The Ultimate Guide to Successful Meeting, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events.Canada: John Wiley and Sons, Ltd., 2009. Mutz, John and Murray, Katherine. Fundraising for Dummies®. New York: Wiley Publishing, Inc., 2000.

20. Questions?