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