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??