It seems as if every week I talk with someone who has been given the task of planning an event for the first time. Regardless if it is a fundraiser, Holiday party, special event or something your new boss forgot to do, the thought of planning a special event can be overwhelming for most people.
Over the years our staff has put together an outline for successful events. Here are are some quick tips that I’ve put together for you.
One Year:
- Select a date and site for your event
- Develop goals and objectives for the event
- Develop the theme for event
Six Months:
- Negotiate facilities, services, and contracts
- Prepare Event time table
Three Months:
- Prepare checklist for items & people you need at event
- Finalize design for invitation, program & materials
Two Months:
- Event invitations mailed
- Fine tune event program timeline
One Month:
- Order necessary signage
- Arrange for last minute reproduction of papers, handouts, if needed
- Confirm all agreements in writing with speakers, suppliers, etc.
One Week:
- Prepare name badges
- Order any VIP amenities
Two days:
- Review plans with Leadership
- Check handout materials
One Day:
- Check weather report for possible effect on event
- Review plans with electrician and other facilities staff
Two hours:
- Check room/venue setup
- Check mikes and PA equipment
One Hour:
- Introduce invited speakers to other participants
After the event:
- Pay the bills
Tim,
Boy could I use you for the Brotherhood 40th Anniversary this fall. Nice list. I’m already behind, but it should help me out.
Thanks!
Shawn
I’ve shared you post on digg, well written
Thank you