Post on 16-Mar-2020
Event Planning
Overview
● Introduction to Event Planning
● Keys to Successful Event Planning
● Volunteer Management
● Marketing and Promotion
● Sharing of Resources
What are your goals and objectives for your Chapter’s event?It is essential that as a chapter you outline the purpose of the event you would like to organize.
Introduction to Event Planning
1. Create a plan2. Create a timeline3. Create a budget
Create a plan● What would you like to achieve with this event?
○ Who is your target audience? Number of attendees?● How much revenue are you hoping to collect from this event?
○ Do you have a fundraising strategy?● Here is what your plan should encompass:
○ Venue and logistics○ Performers/Speakers○ Activities and entertainment○ Marketing and promotion○ Registration process○ Sponsors and partners○ Volunteer management
Create a timeline● Plan in advance!● Lay out dates, activities, roles and responsibilities, action items, and status
for your Chapter event● Click here for a sample timeline (Charity Village)
Create a budget● Be realistic● Identify expenses● Estimate all costs● Add in extra costs● Create a spreadsheet (See CPF BC & Yukon's Chapter Reporting page for a
budget template)
The Keys to Successful Event Planning
Event Planning 101● Plan ahead● Organize a team● Develop a budget ● Make a checklist● Schedule facilities and entertainers● Make reflections
○ What were the successes or failures of your event?● Keep in mind the 4 C’s:
○ Communication○ Consistency○ Clarity○ Creativity
Volunteer Management
Recruiting, training, and retaining your volunteers
Chapters: How would you like volunteers to support your chapter?
Volunteers: What would you like to gain from this experience?
Recruiting Volunteers● Reach out to experienced and new volunteers via Email or Social Media
○ Membership lists are sent out to Chapters every month○ Send your members a monthly or a quarterly newsletter
■ Make sure to include your Chapter events and any volunteer opportunities available
● Recruit volunteers online○ GoVolunteer.ca○ VolunteerBC.bc.ca○ VolunteeringVancouver.ca○ CharityVillage.com○ Craigslist○ Indeed.ca
Training Volunteers● Create a wishlist
○ List all of the help you might need○ Create different volunteer opportunities
● Provide training to create a successful volunteer○ Outlay clear expectations for volunteers (e.g. time commitment)○ State how you might dismiss a volunteer○ Screen volunteers
■ Criminal record checks are free with the CPF BC & Yukon branch● Email us at outreach@cpf.bc.ca for more information
Retaining Volunteers● Volunteer Recognition
○ Check in with volunteers○ Host a volunteer appreciation event
■ The CPF BC & Yukon branch offers $100 per chapter for the month of February to do something to celebrate and appreciate your volunteers
● Discuss the value of volunteering and the impact of their work
Things to Consider1. Before the event2. During the event 3. Post the event
Before the event● Confirm venue and performers
○ Do you need to submit a deposit?● Formulate fundraising ideas● Consider volunteer commitments
○ # of volunteer positions required○ # of volunteers per position
● Accessibility○ What can you do to make your event accessible to all youth?
● Come up with some marketing strategies○ E.g. Create a Chapter event #hashtag and/or a Facebook event page!
● Send invites to your local dignitaries ○ E.g. School Trustees, local MLA, etc.
During the event● Arrive early on location to set up for the event● Provide a brief history of your local chapter● Utilise social media and share #LiveUpdates● Hand out CPF brochures and Chapter swag● Pitch membership and reach out to potential volunteers!● Hand out feedback surveys● Take photos!● Thank volunteers and funders
Post the event● Collect feedback surveys
○ Summarize surveys for Grant Reporting submission● Thank volunteers and request feedback● Reflect on the event as a Chapter
○ What worked well? What could have been improved upon?● Share event details to our Chapter Resource sharing folder● Archive photos, posters, budget information and other important details for
succession planning
Marketing and Promotion
Marketing and PromotionHow do you market an event successfully?
1. Embrace #socialmedia
2. Monthly/Quarterly newsletter
3. Go where your audience is
4. Run a contest or have giveaways
5. Contact local media
Branding● Brand your event
○ Contact us at outreach@cpf.bc.ca to access your Chapter branding package
● Remember to thank funders and partners
Wait... there is more!
Partnerships● Neighbouring chapters● Local municipality● School district● Other organization(s)
○ ArtStarts○ Parks Canada○ Local Francophone Cultural Centre○ Community Theatre
Insurance● Does your event require insurance?
○ Did you know CPF National provides event insurance? ○ Coverage form available on CPF BC & Yukon's Socio-Cultural Grants
page● Take advantage of CPF BC & Yukon’s partnerships
○ National Film Board’s Rendez-vous de la francophonie throughout the month of March
○ REEL Canada’s National Canadian Film Day in April
Share Resources● Google Drive
○ Chapter Resource sharing folder gives you access to:■ Events and activities planning documents■ Communication and media guides■ Fundraising ideas■ Volunteer engagement tips & more!
● Socio-Cultural Inspiration Page○ Sample Chapter events○ Send us your event details at projects@cpf.bc.ca to be included on this
page● Connect with other Chapters
○ Join our Facebook Leadership Board!
What is your next step?Visit us at http://bc-yk.cpf.ca/
Contact us at 778-329-9115 or 1-800-665-1222
Merci beaucoup!
References● VolunteerToronto.ca● CharityVillage.com● TheVantagePoint.ca● ProjectManager.com● EventBrite.ca● HelloEndless.com● Gevme.com● WildApricot.com● NonProfitPeople.monster.com● TechSoupCanada.ca● Capterra.com● Billetto.co.uk