The DASCorps Survival Guide: Event Planning
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At some point during your VISTA year your agency might need to announce itself to new consumers, engage with the community, or attract/retain funders. All of these actions and more might require an event. And you might be called upon to head up such an event. You will need to use event planning techniques for such an occasion.
What is Event Planning?
Event planning is the process of planning a festival, ceremony, competition, party or convention.
Step 1: Define Purpose of Event
Determine if the purpose of the vent is worth the time, effort, and resources needed for an event. Ask if an event is the right tool for communication for the purpose. Review if the type of event matches the purpose.
Step 2: Goals of the Event
Once you have determined that an event is the best tool for the desired action, you should define the goal of the event. Try to define the goal as some measurable outcome, such as number of people in attendance.
Step 3: Budget the Event
Determine how much your organization is willing/able to pay for the event. Review revenue opportunities as well as expenses.
Keep in mind if the event is a fundraiser or should produce enough revenue to break even from expenses. Partner contributions should also be factored in, along with donations from local, state and national government.
Call vendors and ask about pricing, and inquire about non-profit pricing. Research if donations to your organization are tax deductable.
If the event has been done before, ask to see the budget and vendor list to help guide your plans.
Step 4: Consider Logistics
When deciding on where to host the event, keep these things in mind (also keep in mind budget for event):
- Size of space
- Lighting
- Parking
- Electrical Supply
- Computer/Internet Access
- Electrical Outlets
- Setup Area
- Food Storage/Preparation Areas
- Cleanup Procedure
- Pre-Event Access to Space
- Cancelation Procedure
- Handicapped/Disability Access
- Public Transportation Access
- Child Care Resources
Research all special licenses and/or permits that might be involved. Contact city government and local law enforcement and event venue. Some areas that should require some research are:
- Alcohol
- Food
- Live/Loud Music
- Sports Activities
- Monetary transactions/Solicitation
- Use of Public Space
- Law enforcement after hours/amount of people
- Fire codes
- Liability insurance (Organization & Event Venue)
Step 5: Select Date/Time
When selecting the date and time of the event, there are many factors involved.
Internally, check to see availability of staff to participate in the event. Consult board of directors of their availability to both participate and fundraise for the event. Also check with volunteer availability, too.
Do an environment scan and determine if there are any conflicts with the proposed date/time, including:
- Other scheduled events,
- Non-traditional holidays
- Work/school schedules
- Public transportation schedules
- Cultural norms
Remember: reviewing date/time might actually lead you to new partners for your event, such as schools, churches, and neighborhood organizations.
Step 6: Create Checklist/Project Timeline
Set up a checklist/project timeline, with specific tasks that must be accomplished by specific dates with specific roles for staff and volunteers.
Some of the things to keep in mind are:
- Publicity
- Catering
- Entertainment/Speakers
- Decorations
- Audio/Visual
- Overnight Accommodations
- Transportation
- Contracts
- Finalized Agenda/Program
- Confirm Attendees
- Materials for Event
- Name Badges
- Signage
- Shipping to Event Location
- Set-Up
- Reconfirm Details
Step 7: Plan Publicity
Plan your publicity and community outreach. Use agency partners and your board of director’s contacts. Determine if you need to adjust budget for publicity costs, such as printing, ad buys and media (cds, video tape).
Media:
- Radio (community/non-profit announcements; non-profit advertising; on-air interviews)
- Television (community spots; interested parties that have a certain "beat' they cover and might want to videotape the event; on-air interview)
- Newspaper, ("beat" reporter; columnist interested in the issue, community event/meetings section)
- Internet/Blogs (your own website, partner website, special website for the event?, bloggers interested in the issue/event, message boards, craigslist, email list, e-newsletter)
Produced Materials:
- CDs
- Video Tape
- Internet Video (YouTube, Agency Website-Hosted Video)
- MP3s
- Fliers
- Press Release
- One sheet for event and agency
- Invitations
- Newsletter
Community Outreach (where you might place materials and make in-person announcements)
- Church
- Schools
- Health Clinics/Doctors/Dentists
- Bookstores
- Restaurants
- Local/State office buildings
- Grocery Stores
- Library
Step 8: Evaluate Event
