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26225 US HWY 70, RUIDOSO DOWNS WWW.RACERUIDOSO.COMRESPONSIBLE GAMING PROPERTY 800-572-1142

IN GENERAL…TIPS FOR PLANNING SUCCESSFUL EVENTS

• Don’t panic!

• Ask for help.

• Define the goal of your event.

• Put together a timeline for your event.

• Design a budget for your event.

DON’T PANIC

You’ve been selected/volunteered/tricked? Into

planning an event. Now What? Don’t panic! Every event can be

successful when you plan carefully, do the right things at the right time, and have a reliable support team, as well as the tools and knowledge to

get the job done right

YOU ARE NOT SUPERMAN/WOMAN. PUT TOGETHER A TEAM. ASK FOR HELP.

DEFINE THE GOAL OF YOUR EVENT

What is your event about?

What’s the purpose?

What do you want the end result to be?

How are you going to achieve it?

Is it realistic?

BE SPECIFIC

PUT TOGETHER A TIMELINE FOR YOUR EVENT

A well thought out timeline is essential to the success of your event.

THE BUDGET

•Establish your budget from the beginning•Your budget doesn’t have to define your event or interfere with your goal•GET ORGANIZED BEFORE YOU GET STARTED. • Keep track of all expenses as

you go along• Forecast expenditures

HOW TO PICK A VENUE

Consider your event’s goal. Does the venue fit?

If you are selling admission tickets-will it attract your target audience?

Is it accessible?

Is it available?

Are dates flexible?

Is the venue size appropriate for your event?

What is the charge for the venue?

ADVERTISING AND PROMOTION

Advertising is expensive. If you have a budget for advertising, use it wisely spend where you will get the most “bang for your buck”

The first thing to consider is your target audience. Where are they? That’s where you want to advertise.

My best advice for buying advertising on a tight budget: Only advertise in media that agrees to give you free publicity in the form of on air mentions, editorial (advertorial) or in-kind trade

FOR ANY TYPE OF EVENT-THE DAY OF

If you are responsible for set up of the event, arrive at least 2-3 hours early

Wear comfortable clothing and shoes

Bring your binder with all event info & contact info

Greet volunteers or staff and brief them on the event

Examine the venue to make sure all details are covered

If applicable, make sure sound, lighting, and video have been checked

Set up registration table, if necessary

AFTER YOUR EVENT

Make sure all invoices have been paid

Send thank you notes to participants, volunteers, staffers, and sponsors

Hold a meeting with your team to review the event and look at successes and suggestions

Make a list of these items for the next event

Make sure your binder is complete with contracts, receipts, meeting notes, advertising tear sheets, copies of flyers, etc.

Pat yourself on the back, You Did It!

CHEF BRENDAN’S 10 TIPS FOR CHOOSING A CATERER

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

EVENTS AT RUIDOSO DOWNS

THANK YOU FOR COMING!

Upcoming events at Ruidoso Downs

• March Madness Promotion-begins March 13th

• Billy’s Sports Bar and Grill St. Patrick’s Day Party March 17th 7pm – 11pm

• FREE Slot Tournament March 17th

• Easter Buffet April 27th

• Kentucky Derby-May 7th

• Live Racing May 27th

• Billy the Kid Chute Out June 3 & 4, 2011