event planning a to z
TRANSCRIPT
Event Planning A to Z
Presented by The Arts Counc i l , Inc .
Non-Profi t Un ivers i ty June 10, 2015
Who We Are & What We Do
Our co re p rog rams inc lude Pub l i c A r t , A r t s Educa t ion , A r t s Commun i ty Promot ion & Suppor t , and Commun i ty Even ts :
The Arts Council stimulates and supports community creativity and engagement by advancing the arts, entertainment and culture to enrich quality of life, education, and economic development in the greater Huntsville metropolitan region.
Event Planning A to Z
Tips that apply to events of a l l s izes
In formed by exper ience both attending and
p lanning a wide spectrum of events
We’ l l take quick quest ions at the end of each
letter
b
A is for AUDIENCE
Who’s coming?
Who is the intended audience? Ask these quest ions:
• W h a t a c t i o n d o y o u h o p e e v e n t a t t e n d e e s t a ke ( d o n a t e , j o i n ,
re g i s t e r , v o l u n t e e r , e t c . ) ?
• W h a t d e m o g r a p h i c g ro u p w i l l m o s t l i ke l y t a ke t h e d e s i re d
a c t i o n ?
Now, bui ld your event to suit that audience.
b
The GenerationsTrad i t i ona l i s t s (Bo rn be tween 1925 and 1946)
Baby Boomers (Bo rn be tween 1946 and 1964)
Genera t i on Xe rs (Bo rn be tween 1965 and 1980)
Genera t i on Ys o r M i l l enn ia l s (bo rn a f te r 1980)
Which one is the key target for your event?
b
More about Millennials
A c c o r d i n g t o a 2 0 1 3 r e p o r t , m i l l e n n i a l s a r e u s i n g v o l u n t e e r i s m a n d
“ g i v i n g b a c k ” a s a w ay t o c o n n e c t w i t h o t h e r s :
• 5 6 % w e r e p r o m p t e d t o h e l p o u t b e c a u s e t h e y g o t t o m e e t n e w p e o p l e w h o c a r e
a b o u t t h e s a m e c a u s e o r i s s u e .
• 5 6 % g e t i n v o l v e d i n v o l u n t e e r i s m i n o r d e r t o m e e t p e o p l e .
• T h e y ’ r e t e c h - s a v v y , t o o : 4 6 % o f m i l l e n n i a l s h a v e d o n a t e d t o a c a u s e v i a a
n o n p r o fi t ’ s w e b s i t e .
S TAT S F r o m h t t p : / /b l o g . h u b s p o t . c o m / m a r k e t i n g / n o n p r o fi t - m i l l e n n i a l - s t a t s - l i s t
b
Determine your target audience at the beginning of your planning and keep them in mind throughout.
Be Post-It People!
B is for BUDGET
Budgets = A Plan!No mat te r the s i ze o f you r even t , you need a work ing budge t !
• Dete rm ine your p ro jec ted income and expenses .
• What a re you r expense p r i o r i t i e s?
• C lea r l y commun ica te the budge t to you r en t i re team.
• Cons tan t l y Mon i to r expenses and t rack income .
b
What’s in your budget?
b
• Building/facility/location (space rental, site use permits, security guards, portable toilets, tents, cleanup costs)
• Advertising and promotion (save-the-date postcards, photography, posters, invitations, event programs, publicist costs, postage, event website with a ticket purchase feature)
• Production (lighting and sound equipment, technical labor, stage managers, auctioneers)
• Travel and per diem (for guest speakers, performers, or special guests)
• Insurance
• Food and beverages (including permits for the sale or serving of alcohol, if necessary)
• Decor (flowers, rented tables and chairs, linens, fireworks, banners)
• Miscellaneous (prizes, awards, talent treatment, name tags, signs, t-shirts)
• Office expenses (letter writing, mailing list and website management, detail coordination)
• All other staff expenses
Here’s a quick rundown of budget items that may apply to your event:
C is for CONTRACTS
Tips for Event Contracts
b
• Wo r k w i t h y o u r o rg a n i z a t i o n ’ s l e g a l a d v i s o r ( s ) t o d e t e rm i n e w h a t
c o n t r a c t s a re n e e d e d . I f m o n e y i s exc h a n g e d , i t m a y b e b e s t t o
h a v e a p a p e r t r a i l !
• Fi n d a s a m p l e c o n t r a c t o n l i n e o r f ro m a p a r t n e r o rg a n i z a t i o n t o
c u s t o m i z e t o y o u r n e e d s .
• H a v e y o u r l e g a l a d v i s o r ( s ) re v i e w a n d a p p ro v e y o u r d r a f t .
• Ke e p p a p e r c o p i e s o f y o u r c o n t r a c t s o n s i t e a t t h e e v e n t .
B e B i n d e r Pe o p l e !
D is for DESIGN & DECOR
The First Impression
b
M a ke y o u r e v e n t s t a n d o u t w i t h exc e l l e n t g r a p h i c d e s i g n !
• T h e s i m p l e r , t h e b e t t e r.
• U s e o n l i n e re s o u rc e s s u c h a s P i n t e re s t f o r i n s p i r a t i o n a n d
C a n v a . c o m t o d e s i g n e v e n t c o l l a t e r a l .
• Pa r t n e r w i t h a p r i n t e r !
• S t a y t r u e t o t h e o rg a n i z a t i o n ’ s b r a n d .
Branch out and t ry…
www.fi ver r. com
Working with a Graphic Designer
b
I f y o u h i re o r p a r t n e r w i t h a d e s i g n e r …
- S ke t c h o u t y o u r i d e a a n d b e c l e a r a b o u t ex p e c t a t i o n s
- C h o o s e a c o l o r p a l e t t e y o u c a n c a r r y t h ro u g h o u t t h e e v e n t
-A g o o d d e s i g n e r w i l l b e w i l l i n g t o p ro v i d e y o u r fi n a l fi l e s i n t h e
f o l l o w i n g f o rm a t s , a l o n g w i t h a c o l o r g u i d e :
E P S
P N G
P D F
J P G
Working with an Event Designer
b
W h e n w o r k i n g w i t h a n E v e n t D e s i g n e r o r y o u r v o l u n t e e r d é c o r
t e a m …
-B e c l e a r a b o u t ex p e c t a t i o n s a n d B U D G E T ( i s e v e n t d é c o r a n
ex p e n s e p r i o r i t y ? )
- S h a re y o u r v i s i o n o f h o w t h e e v e n t / p a r t y w i l l fl o w.
-A s s i s t t h e m i n c re a t i n g p a r t n e r s h i p s ( fl o r i s t s , re n t a l c o m p a n i e s ,
v e n u e m a n a g e m e n t , e t c . ) .
- C o m m u n i c a t e a b o u t s p o n s o r s i g n a g e a n d o t h e r n e c e s s a r y
d e c o r a t i o n s .
E is for END GOAL
What’s the Goal?
v
b
Fundraiser or Friendraiser?
F is for FOOD
Eat It Up
Fo o d c a n m a ke o r b re a k a p a r t y !
-T i m e o f d a y o f a n e v e n t c a n i m p a c t a t t e n d e e ex p e c t a t i o n s .
- I s f o o d t h e m a i n s e l l i n g p o i n t o f y o u r e v e n t ? B e t t e r m a ke i t g o o d !
-T h i n k t h ro u g h y o u r s e r v i n g m e t h o d s a n d e a s e f o r a t t e n d e e s .
- G e t i n w r i t i n g w h a t y o u r c a t e re r w i l l p ro v i d e ( p a p e r p ro d u c t s ,
n e c e s s a r y w a rm i n g a p p a r a t u s , e t c . )
- I f y o u ’ re w o r k i n g w i t h f o o d v e n d o r s / f o o d t r u c k s , h a v e a c o n t r a c t !
BE GOOGLE PEOPLE!
G is for GOWN OR GALOSHES?
H is for HELPING HANDS
Volunteer Love
S o m e t i p s f o r v o l u n t e e r m a n a g e m e n t :
- C o m m u n i c a t e , c o m m u n i c a t e , c o m m u n i c a t e !
- H a v e a n e m a i l t r a i l .
- D e l e g a t e , b u t d o n ’ t a b a n d o n .
- D e s i g n a t e v o l u n t e e r s a t e v e n t s ( s t i c ke r s , n a m e b a d g e s , s h i r t s ,
e t c . )
-B e g e n e ro u s w i t h t h a n k y o u s !
Better to be overstaffed!
I is for INDOOR OR OUTDOOR?
Location, Location, Location!
b
• May not have all accommodations for catering
• Sometimes fixtures, furniture and equipment are included; sometimes not so much
• Accessibility may be an issue
• Signage is a must!
• May need infrastructure like power, potties and plumbing
• Food and beverage licenses are different in many cases
• Decor moves to a grander scale (tents, banners, etc.)
• Ease of parking and entering the event changes
• WEATHER!
INDOOR: OUTDOOR:
J is for JOIN
K is for KIDS
Kids and Events
I s y o u r e v e n t k i d - f r i e n d l y ?
- M a ke i n t e n d e d a g e o f a t t e n d e e s c l e a r o n a l l c o l l a t e r a l .
- I f y o u ’ re a f a m i l y - f r i e n d l y e v e n t , t h i n k a b o u t a c c o m m o d a t i o n s f o r
d i a p e r c h a n g e s a n d b re a s t f e e d i n g .
- I f y o u ’ re s e r v i n g a l c o h o l , c h e c k y o u r l i c e n s e a n d i n s u r a n c e a b o u t
w h a t a g e s m a y a t t e n d .
-Yo u r l i q u o r l i c e n s e m a y re q u i re c e r t i fi e d b a r t e n d e r s . I f i t d o e s n ’ t ,
c o n s i d e r t h e m a n y w a y. Can you cu t off a sponsor o r vo lunteer?
L is for LICENSES
M is for MONEY
Event Finance
M a n a g i n g t h e fl o w o f m o n e y o n s i t e a t a n e v e n t i s c r u c i a l t o t h e
s u c c e s s o f y o u r f u n d r a i s e r !
- Pu t o n l y t r u s t e d v o l u n t e e r s o r p a i d s t a ff i n c h a rg e o f h a n d l i n g
c a s h , c h e c k s a n d c re d i t c a rd s .
-Th ink th rough your cash needs and opera t ions be fo re the
event !
- D o n ’ t f o rg e t a b o u t re c e i p t s , a c a s h b ox , a n d h o w y o u ’ l l t a ke c re d i t
c a rd i n f o rm a t i o n .
Branch out and exp lo re Square Card , the PayPa l sw iper,
Venmo
N is for NECESSITIES
Think Dirty
E v e r y e v e n t h a s n e c e s s i t i e s l i ke p o t t i e s a n d t r a s h .
- I f i n d o o r s , a s k t h e v e n u e m a n a g e r w h e re ex t r a p a p e r p ro d u c t s ,
s o a p a n d a n y re s t ro o m c l e a n e r s a re s t o re d .
- I f o u t d o o r s , G o o g l e “ p o r t a p o t t y c a l c u l a t o r ” t o fi n d o n e o f t h e s e :
Trash Talk
Tr a s h i s p a r t o f e v e r y e v e n t . D o n ’ t f o rg e t i t i n y o u r p l a n n i n g !
- I f i n d o o r s , h o w m a n y c a n s a n d b a g s d o e s t h e v e n u e p ro v i d e ?
-W h o i s r e s p o n s i b l e f o r c l e a r i n g t h e t r a s h a f t e r t h e e v e n t ?
- I s r e c y c l i n g a v a i l a b l e ?
- I f o u t d o o r s , a re t r a s h c a n s a n d d u m p s t e r s a v a i l a b l e ?
- I f s o , w h o i s r e s p o n s i b l e f o r c l e a r i n g t h e t r a s h a f t e r t h e
e v e n t ?
- I f n o t , w h a t p a r t n e r s h i p s c a n y o u f o r m t o a c c o m m o d a t e t h e
e v e n t ’ s t r a s h ?
O is for OPPORTUNITIES
Every event presents collaboration opportunities;
what are yours?
P is for PUBLICITY
Needs List: Publicity Basics
b
• Press release
• Event logo and graphics
• Talking points with clear call to action
• TV and radio interviews
• PSAs
• Print materials (posters, postcards, etc.)
• Talent opportunities at your event for media (emcees, models, “celebrity” appearances)
• Graphics customized for social media platforms
• Board, volunteers, members empowered to INVITE, LIKE, COMMENT and SHARE
• Event hashtag that’s clearly communicated
• Email schedule for event newsletters
• Digital invitation/graphics
• Up-to-date website
• Online ticket/giving portal
• Budget for Boosting!
TRADITIONAL MEDIA: DIGITAL MEDIA:
Remember your target audience? Develop a message tailored to them! Case in point: BEER.
Q is for QUID PRO QUO
-Merriam-Webster
Quid pro quo - ("something for something" in Latin); something that is given to you or done for you in return for something you have given to or done for someone else
“
Event Partnerships
Yo u ’ re a n o n - p ro fi t ; u s e y o u r a s k i n g p o w e r a n d t a x s t a t u s t o
s t re n g t h e n y o u r e v e n t s … a n d s a v e m o n e y !
- F l e s h o u t y o u r e v e n t ’ s n e e d s .
- E x p l o re w h o c a n m e e t t h o s e n e e d s i n t h e c o m m u n i t y.
- M a ke t h e a p p ro a c h a s t r a d e : t h e y m e e t t h e n e e d , y o u p ro v i d e a
t a x l e t t e r , s p o n s o r re c o g n i t i o n , e t c .
- F IN ISH THE JOB: a f t e r t h e e v e n t , s e n d t h e t a x i n f o r i g h t a w a y , a s
y o u r t h a n k y o u !
R is for RSVP
S is for SAFETY & SECURITY
Safety = #1 Priority
Yo u ’ v e g o t i n s u r a n c e , b u t t h e fi r s t l i n e o f d e f e n s e f o r y o u r
o rg a n i z a t i o n i s YO U . T h e s a f e t y o f y o u r e v e n t a t t e n d e e s s h o u l d b e
y o u r # 1 p r i o r i t y !
- H a v e a n e m e rg e n c y p l a n t h a t a d d re s s e s m u l t i p l e w o r s t - c a s e
s c e n a r i o s .
-T h i s p l a n s h o u l d i n c l u d e c o m m u n i c a t i o n s w i t h b o t h y o u r
t e a m , a t t e n d e e s a n d t h e g e n e r a l p u b l i c !
-T h i n k t h ro u g h fi re ex i t s , t r i p h a z a rd s , e t c . U s e y o u r i n s u r a n c e a s a
g u i d e .
-A n o ff - d u t y o ffi c e r o r o t h e r s e c u r i t y p e r s o n n e l g o e s a l o n g w a y !
T is for TICKETS
Tickets & Lists =Necessary Evils
H o w w i l l y o u r a u d i e n c e g a i n a c c e s s t o y o u r e v e n t ? E x p l o re y o u r
o p t i o n s t o s t a y a h e a d o f d i s a s t e r !
- K n o w y o u r c o s t p e r p e r s o n t o d e t e r m i n e p r o fi t m a r g i n o n e a c h t i c ke t ;
y o u ’ l l n e e d t h i s f o r t a x p u r p o s e s !
- D e t e r m i n e t h e c r o w d s i z e y o u r t e a m c a n f e a s i b l y m a n a g e a n d s t i c k w i t h
i t .
- O ff e r o n l i n e t i c ke t i n g a n d d o n ’ t f o r g e t t h e d i g i t a l t i p j a r !
- E x p l o r e p r e - s a l e i n c e n t i v e s ( V I P t i c ke t s , e a r l y a c c e s s , e t c . ) a n d
c o m m u n i c a t e t h e m c l e a r l y.
- A t t h e e v e n t i t s e l f , h a v e m u l t i p l e t i c ke t / l i s t m a n a g e r s t o g e t p e o p l e i n
t h e d o o r q u i c k l y !
U is for UNIQUE
V is for VIRAL
Make Social Media Work for Your Event
G e t a g re a t re t u rn o n t h e t i m e y o u i n v e s t i n s o c i a l m e d i a :
- P ro d u c e s h a r a b l e c o n t e n t t h a t y o u r e v e n t a u d i e n c e c a re s a b o u t .
- U s e t a g g a b l e c o n t e n t , l i ke p i c t u re s f ro m y o u r l a s t e v e n t , t o
p u b l i c i z e y o u r c u r re n t o ff e r i n g s .
- S t a y t r u e t o y o u r o rg a n i z a t i o n ’ s b r a n d , b u t d o n ’ t b e a f r a i d t o t h i n k
o u t s i d e t h e b ox .
-Ta ke p i c t u re s w i t h a n a c t u a l c a m e r a ! Yo u ’ l l n e e d t h e m l a t e r.
- U s e s o c i a l m e d i a t o m a ke y o u r e v e n t s e e m exc l u s i v e t o a t t r a c t
a t t e n t i o n .
W is for WEATHER
Whether You Like It or Not…
… w e a t h e r c a n a ff e c t A N Y e v e n t , i n d o o r s o r o u t ! D o n ’ t f o rg e t t o :
- H a v e a p l a n f o r w h o m a ke s t h e c a l l t o d e l a y , re s c h e d u l e o r c a n c e l .
-B e re a d y w i t h v o l u n t e e r c o m m u n i c a t i o n s a n d a d r a f t p re s s re l e a s e
t o u p d a t e w i t h i n f o rm a t i o n .
- D o n ’ t h e s i t a t e t o c a l l t h e n e w s ro o m s o f e a c h s t a t i o n ( 2 5 6 - 5 3 3 -
1 9 1 9 , 3 1 3 1 , a n d 4 8 4 8 ) w i t h y o u r a n n o u n c e m e n t .
- C o n s i d e r c l e a n u p i n t h e c a s e o f a m a j o r e m e rg e n c y.
X is for XYLOPHONE
Y is for YOUR SANITY
Plan to Succeed!
N o n - p ro fi t e m p l o y e e s a re k n o w n f o r w o r k i n g a b o v e a n d b e y o n d o u r
c a l l o f d u t y. B u t b u rn o u t h a p p e n s , e s p e c i a l l y f o r t h o s e i n c h a rg e o f
e v e n t s . H e re ’ s a f e w t i p s o n ke e p i n g t h e b u rn o u t a t b a y:
- P l a n , p l a n , p l a n . Fa i l u re t o p l a n i s a p l a n f o r f a i l u re . H a v i n g a p l a n
t o g o b a c k t o h e l p s ke e p y o u f ro m w a s t i n g t i m e a n d e n e rg y , t o o .
-B e fl u i d . F l ex i b l e t h i n g s c a n b e n d a n d e v e n b re a k ; fl u i d t h i n g s fi l l
t h e s p a c e t h e y ’ re g i v e n w i t h o u t s n a p p i n g .
-B u i l d a g re a t t e a m .
-Ta ke v a c a t i o n w h e n y o u c a n !
Z is for ZOO…
But you are the keeper!