Post on 18-Jan-2016
description
Event Planning
Things to Consider When Putting on a Large Event
Agenda
• When to have the event
• Where to have the event
• Who to Invite• How to Invite
them
• Setting up the space
• Content and Take-Aways
• Other things to consider
• Questions??
When to have an event
DATE•Are other events going on•Beginning vs. end of the week•Weekends!
Time•Morning vs. afternoon vs. evenings•Meal times? Food?•Length of Event
– Fluid or rigid structure
Where to have the Event
• When picking a location:– Preview the space
• Will it be large enough to suit your needs?
– Is it easily accessible?• Will participants be able
to easily locate the building?
• Will you need to include directions?
• Is parking accessible?
Who to Invite?Choosing a Target Audience:
– Open Event or Closed Event– Specific Clubs– Community Groups/Churches– Specific Classes or Grades– Specific Age, Race, Gender, or other
demographic? FGC, Low-Income, etc.– Language Barriers
Publicizing the EventHow To Invite People:
• Formal Invitations?
• RSVP’s required?
• Flyers/Word of Mouth
• Email Listservs
• Phone Calls
• Local/Community Groups
• Newspaper and Radio Ads
• Announce in classes
Attracting Attendees• Food
• Entertainment
• Valuable Information
• Take-Away’s
• Door Prizes/Raffle
• Prominent Speakers/Guests
Cleaning Up• Coordinate with
janitors, maintenance people:
– Lighting – does someone need to turn it on? If so, who is responsible for doing this?
– Staging Tables and Chairs – don’t assume these things will be there on the day of your event
Setting up • If you are having people move around, form groups etc. Please coordinate this in advance
• Technology:– Do you need to
bring your own computer, flash drive, music, microphone, CD Player, Projector, Screen etc
Content and Take-Away’s• Plan what you want to say –
practice it!• What do you want your attendees
to get out of the event?• Prepare an Agenda• Will you have hand-outs or take-
aways?
– Handouts– Goody Bags
Funding and Donations…
– Often times you can get local community groups to sponsor or fund your event
– Ask for donations• Food• Door Prizes• Raffles• Sponsorship
Other Things to Consider…
• Plan to Stay Late and Come Early:– Arrive Early:– Stay Late:
• Answering questions• Talking and making connections• Supervising Clean Up• Show your interest and dedication
• Confirm Everything:– Save all your emails in relation to planning the event– Deal with specific people – get names!
Questions??