event planning 101from the school of hard knocks

events

• who - who is your audience

• what - what kind of event

• where - this is big

• why - what’s the point

• how - what are the details

disclaimer• definitely no event planner

• twestival - 3 events in the bag

• podcampaz - on the organizing team with 3 events

• will give a look at what goes into planning twestival phoenix

twestival challenges

• subject to whims of global

• date not flexible

• infrastructure determined

• timing not up to us

who• who is your audience

• drives decisions - format, venue, etc.

• who is your sponsor audience

• positioning of event will depend on this

• where will you get volunteers

who: team• advisors

• registration

• volunteer coordinator

• event director

• raffle / silent auction

• documentarian

• a/v

• design

• development

• social media

what• purpose behind the event?

• event type?

• social / educational?

• provide food/drink?

• entertainment? activities?

• size / scope? event day

• recurring?

where• venue is key

• venue is key

• venue is key

where: considerations

• cost - space, services, service charge

• location

• insurance

• services provided (food, drink, tables, chairs, wifi, etc.)

• allowance of outside goods/services

• licenses required / fees

why• what is the purpose?

• social / educational /charitable?

how: team• meetings

• basecamp

• email

• im

• google docs / forms

how: charity• nominations - uservoice, blog post

• research

• twitter profile - followers, # tweets, stream

• charity navigator / guidestar

• website

• facebook

• charity

how: publicity• blog - wp please?

• twitter - tweets, w/link to blog posts

• cotweet / hootsuite / tweetdeck (sched)

• facebook

• yelp

• press releases

• brand > username

how: listings• blog

• facebook

• upcoming

• yelp

• twitvite

how: fundraise• platforms

• amiando / eventbrite

• firstgiving / charity sites

• blog

• pif

• sponsors

• donors

how: sponsors• with twestival, big social payback

• see what companies want to engage in sm

• what value can we provide to them

• attendee demographics

• social media exposure

• sponsorship levels

• row feeder

how: donors• what value can we provide to them

• social media exposure

• beat the street

• keep going no matter what

• resources

• one sheet w/event & charity info

how: day of• registration / payment

• laptops > platforms

• silent auction

• bid sheets / tally / announce / collect

• sponsors / donors

• keep contact / document

how: day of• volunteers

• coordinator / schedule

• food / beverage

• entertainment

how: after• sponsor thank you’s

• continued social media exposure

• donation receipts

• follow up

• wrap up

• media - flickr / youtube / etc.

how: after• recurring

• use the same platforms

• strengthen the relationships

• make it easier every year