event planning a to z

Event Planning A to Z

Presented by The Arts Counc i l , Inc .

Non-Profi t Un ivers i ty June 10, 2015

Who We Are & What We Do

Our co re p rog rams inc lude Pub l i c A r t , A r t s Educa t ion , A r t s Commun i ty Promot ion & Suppor t , and Commun i ty Even ts :

The Arts Council stimulates and supports community creativity and engagement by advancing the arts, entertainment and culture to enrich quality of life, education, and economic development in the greater Huntsville metropolitan region.

Event Planning A to Z

Tips that apply to events of a l l s izes

In formed by exper ience both attending and

p lanning a wide spectrum of events

We’ l l take quick quest ions at the end of each

letter

b

A is for AUDIENCE

Who’s coming?

Who is the intended audience? Ask these quest ions:

• W h a t a c t i o n d o y o u h o p e e v e n t a t t e n d e e s t a ke ( d o n a t e , j o i n ,

re g i s t e r , v o l u n t e e r , e t c . ) ?

• W h a t d e m o g r a p h i c g ro u p w i l l m o s t l i ke l y t a ke t h e d e s i re d

a c t i o n ?

Now, bui ld your event to suit that audience.

b

The GenerationsTrad i t i ona l i s t s (Bo rn be tween 1925 and 1946)

Baby Boomers (Bo rn be tween 1946 and 1964)

Genera t i on Xe rs (Bo rn be tween 1965 and 1980)

Genera t i on Ys o r M i l l enn ia l s (bo rn a f te r 1980)

Which one is the key target for your event?

b

More about Millennials

A c c o r d i n g t o a 2 0 1 3 r e p o r t , m i l l e n n i a l s a r e u s i n g v o l u n t e e r i s m a n d

“ g i v i n g b a c k ” a s a w ay t o c o n n e c t w i t h o t h e r s :

• 5 6 % w e r e p r o m p t e d t o h e l p o u t b e c a u s e t h e y g o t t o m e e t n e w p e o p l e w h o c a r e

a b o u t t h e s a m e c a u s e o r i s s u e .  

• 5 6 % g e t i n v o l v e d i n v o l u n t e e r i s m i n o r d e r t o m e e t p e o p l e .

• T h e y ’ r e t e c h - s a v v y , t o o : 4 6 % o f m i l l e n n i a l s h a v e d o n a t e d t o a c a u s e v i a a

n o n p r o fi t ’ s w e b s i t e .

S TAT S F r o m h t t p : / /b l o g . h u b s p o t . c o m / m a r k e t i n g / n o n p r o fi t - m i l l e n n i a l - s t a t s - l i s t

b

Determine your target audience at the beginning of your planning and keep them in mind throughout.

Be Post-It People!

B is for BUDGET

Budgets = A Plan!No mat te r the s i ze o f you r even t , you need a work ing budge t !

• Dete rm ine your p ro jec ted income and expenses .

• What a re you r expense p r i o r i t i e s?

• C lea r l y commun ica te the budge t to you r en t i re team.

• Cons tan t l y Mon i to r expenses and t rack income .

b

What’s in your budget?

b

• Building/facility/location (space rental, site use permits, security guards, portable toilets, tents, cleanup costs)

• Advertising and promotion (save-the-date postcards, photography, posters, invitations, event programs, publicist costs, postage, event website with a ticket purchase feature)

• Production (lighting and sound equipment, technical labor, stage managers, auctioneers)

• Travel and per diem (for guest speakers, performers, or special guests)

• Insurance

• Food and beverages (including permits for the sale or serving of alcohol, if necessary)

• Decor (flowers, rented tables and chairs, linens, fireworks, banners)

• Miscellaneous (prizes, awards, talent treatment, name tags, signs, t-shirts)

• Office expenses (letter writing, mailing list and website management, detail coordination)

• All other staff expenses

Here’s a quick rundown of budget items that may apply to your event:

C is for CONTRACTS

Tips for Event Contracts

b

• Wo r k w i t h y o u r o rg a n i z a t i o n ’ s l e g a l a d v i s o r ( s ) t o d e t e rm i n e w h a t

c o n t r a c t s a re n e e d e d . I f m o n e y i s exc h a n g e d , i t m a y b e b e s t t o

h a v e a p a p e r t r a i l !

• Fi n d a s a m p l e c o n t r a c t o n l i n e o r f ro m a p a r t n e r o rg a n i z a t i o n t o

c u s t o m i z e t o y o u r n e e d s .

• H a v e y o u r l e g a l a d v i s o r ( s ) re v i e w a n d a p p ro v e y o u r d r a f t .

• Ke e p p a p e r c o p i e s o f y o u r c o n t r a c t s o n s i t e a t t h e e v e n t .

B e B i n d e r Pe o p l e !

D is for DESIGN & DECOR

The First Impression

b

M a ke y o u r e v e n t s t a n d o u t w i t h exc e l l e n t g r a p h i c d e s i g n !

• T h e s i m p l e r , t h e b e t t e r.

• U s e o n l i n e re s o u rc e s s u c h a s P i n t e re s t f o r i n s p i r a t i o n a n d

C a n v a . c o m t o d e s i g n e v e n t c o l l a t e r a l .

• Pa r t n e r w i t h a p r i n t e r !

• S t a y t r u e t o t h e o rg a n i z a t i o n ’ s b r a n d .

Branch out and t ry…

www.fi ver r. com

Working with a Graphic Designer

b

I f y o u h i re o r p a r t n e r w i t h a d e s i g n e r …

- S ke t c h o u t y o u r i d e a a n d b e c l e a r a b o u t ex p e c t a t i o n s

- C h o o s e a c o l o r p a l e t t e y o u c a n c a r r y t h ro u g h o u t t h e e v e n t

-A g o o d d e s i g n e r w i l l b e w i l l i n g t o p ro v i d e y o u r fi n a l fi l e s i n t h e

f o l l o w i n g f o rm a t s , a l o n g w i t h a c o l o r g u i d e :

E P S

P N G

P D F

J P G

Working with an Event Designer

b

W h e n w o r k i n g w i t h a n E v e n t D e s i g n e r o r y o u r v o l u n t e e r d é c o r

t e a m …

-B e c l e a r a b o u t ex p e c t a t i o n s a n d B U D G E T ( i s e v e n t d é c o r a n

ex p e n s e p r i o r i t y ? )

- S h a re y o u r v i s i o n o f h o w t h e e v e n t / p a r t y w i l l fl o w.

-A s s i s t t h e m i n c re a t i n g p a r t n e r s h i p s ( fl o r i s t s , re n t a l c o m p a n i e s ,

v e n u e m a n a g e m e n t , e t c . ) .

- C o m m u n i c a t e a b o u t s p o n s o r s i g n a g e a n d o t h e r n e c e s s a r y

d e c o r a t i o n s .

E is for END GOAL

What’s the Goal?

v

b

Fundraiser or Friendraiser?

F is for FOOD

Eat It Up

Fo o d c a n m a ke o r b re a k a p a r t y !

-T i m e o f d a y o f a n e v e n t c a n i m p a c t a t t e n d e e ex p e c t a t i o n s .

- I s f o o d t h e m a i n s e l l i n g p o i n t o f y o u r e v e n t ? B e t t e r m a ke i t g o o d !

-T h i n k t h ro u g h y o u r s e r v i n g m e t h o d s a n d e a s e f o r a t t e n d e e s .

- G e t i n w r i t i n g w h a t y o u r c a t e re r w i l l p ro v i d e ( p a p e r p ro d u c t s ,

n e c e s s a r y w a rm i n g a p p a r a t u s , e t c . )

- I f y o u ’ re w o r k i n g w i t h f o o d v e n d o r s / f o o d t r u c k s , h a v e a c o n t r a c t !

BE GOOGLE PEOPLE!

G is for GOWN OR GALOSHES?

H is for HELPING HANDS

Volunteer Love

S o m e t i p s f o r v o l u n t e e r m a n a g e m e n t :

- C o m m u n i c a t e , c o m m u n i c a t e , c o m m u n i c a t e !

- H a v e a n e m a i l t r a i l .

- D e l e g a t e , b u t d o n ’ t a b a n d o n .

- D e s i g n a t e v o l u n t e e r s a t e v e n t s ( s t i c ke r s , n a m e b a d g e s , s h i r t s ,

e t c . )

-B e g e n e ro u s w i t h t h a n k y o u s !

Better to be overstaffed!

I is for INDOOR OR OUTDOOR?

Location, Location, Location!

b

• May not have all accommodations for catering

• Sometimes fixtures, furniture and equipment are included; sometimes not so much

• Accessibility may be an issue

• Signage is a must!

• May need infrastructure like power, potties and plumbing

• Food and beverage licenses are different in many cases

• Decor moves to a grander scale (tents, banners, etc.)

• Ease of parking and entering the event changes

• WEATHER!

INDOOR: OUTDOOR:

J is for JOIN

K is for KIDS

Kids and Events

I s y o u r e v e n t k i d - f r i e n d l y ?

- M a ke i n t e n d e d a g e o f a t t e n d e e s c l e a r o n a l l c o l l a t e r a l .

- I f y o u ’ re a f a m i l y - f r i e n d l y e v e n t , t h i n k a b o u t a c c o m m o d a t i o n s f o r

d i a p e r c h a n g e s a n d b re a s t f e e d i n g .

- I f y o u ’ re s e r v i n g a l c o h o l , c h e c k y o u r l i c e n s e a n d i n s u r a n c e a b o u t

w h a t a g e s m a y a t t e n d .

-Yo u r l i q u o r l i c e n s e m a y re q u i re c e r t i fi e d b a r t e n d e r s . I f i t d o e s n ’ t ,

c o n s i d e r t h e m a n y w a y. Can you cu t off a sponsor o r vo lunteer?

L is for LICENSES

M is for MONEY

Event Finance

M a n a g i n g t h e fl o w o f m o n e y o n s i t e a t a n e v e n t i s c r u c i a l t o t h e

s u c c e s s o f y o u r f u n d r a i s e r !

- Pu t o n l y t r u s t e d v o l u n t e e r s o r p a i d s t a ff i n c h a rg e o f h a n d l i n g

c a s h , c h e c k s a n d c re d i t c a rd s .

-Th ink th rough your cash needs and opera t ions be fo re the

event !

- D o n ’ t f o rg e t a b o u t re c e i p t s , a c a s h b ox , a n d h o w y o u ’ l l t a ke c re d i t

c a rd i n f o rm a t i o n .

Branch out and exp lo re Square Card , the PayPa l sw iper,

Venmo

N is for NECESSITIES

Think Dirty

E v e r y e v e n t h a s n e c e s s i t i e s l i ke p o t t i e s a n d t r a s h .

- I f i n d o o r s , a s k t h e v e n u e m a n a g e r w h e re ex t r a p a p e r p ro d u c t s ,

s o a p a n d a n y re s t ro o m c l e a n e r s a re s t o re d .

- I f o u t d o o r s , G o o g l e “ p o r t a p o t t y c a l c u l a t o r ” t o fi n d o n e o f t h e s e :

Trash Talk

Tr a s h i s p a r t o f e v e r y e v e n t . D o n ’ t f o rg e t i t i n y o u r p l a n n i n g !

- I f i n d o o r s , h o w m a n y c a n s a n d b a g s d o e s t h e v e n u e p ro v i d e ?

-W h o i s r e s p o n s i b l e f o r c l e a r i n g t h e t r a s h a f t e r t h e e v e n t ?

- I s r e c y c l i n g a v a i l a b l e ?

- I f o u t d o o r s , a re t r a s h c a n s a n d d u m p s t e r s a v a i l a b l e ?

- I f s o , w h o i s r e s p o n s i b l e f o r c l e a r i n g t h e t r a s h a f t e r t h e

e v e n t ?

- I f n o t , w h a t p a r t n e r s h i p s c a n y o u f o r m t o a c c o m m o d a t e t h e

e v e n t ’ s t r a s h ?

O is for OPPORTUNITIES

Every event presents collaboration opportunities;

what are yours?

P is for PUBLICITY

Needs List: Publicity Basics

b

• Press release

• Event logo and graphics

• Talking points with clear call to action

• TV and radio interviews

• PSAs

• Print materials (posters, postcards, etc.)

• Talent opportunities at your event for media (emcees, models, “celebrity” appearances)

• Graphics customized for social media platforms

• Board, volunteers, members empowered to INVITE, LIKE, COMMENT and SHARE

• Event hashtag that’s clearly communicated

• Email schedule for event newsletters

• Digital invitation/graphics

• Up-to-date website

• Online ticket/giving portal

• Budget for Boosting!

TRADITIONAL MEDIA: DIGITAL MEDIA:

Remember your target audience? Develop a message tailored to them! Case in point: BEER.

Q is for QUID PRO QUO

-Merriam-Webster

Quid pro quo - ("something for something" in Latin); something that is given to you or done for you in return for something you have given to or done for someone else

“

Event Partnerships

Yo u ’ re a n o n - p ro fi t ; u s e y o u r a s k i n g p o w e r a n d t a x s t a t u s t o

s t re n g t h e n y o u r e v e n t s … a n d s a v e m o n e y !

- F l e s h o u t y o u r e v e n t ’ s n e e d s .

- E x p l o re w h o c a n m e e t t h o s e n e e d s i n t h e c o m m u n i t y.

- M a ke t h e a p p ro a c h a s t r a d e : t h e y m e e t t h e n e e d , y o u p ro v i d e a

t a x l e t t e r , s p o n s o r re c o g n i t i o n , e t c .

- F IN ISH THE JOB: a f t e r t h e e v e n t , s e n d t h e t a x i n f o r i g h t a w a y , a s

y o u r t h a n k y o u !

R is for RSVP

S is for SAFETY & SECURITY

Safety = #1 Priority

Yo u ’ v e g o t i n s u r a n c e , b u t t h e fi r s t l i n e o f d e f e n s e f o r y o u r

o rg a n i z a t i o n i s YO U . T h e s a f e t y o f y o u r e v e n t a t t e n d e e s s h o u l d b e

y o u r # 1 p r i o r i t y !

- H a v e a n e m e rg e n c y p l a n t h a t a d d re s s e s m u l t i p l e w o r s t - c a s e

s c e n a r i o s .

-T h i s p l a n s h o u l d i n c l u d e c o m m u n i c a t i o n s w i t h b o t h y o u r

t e a m , a t t e n d e e s a n d t h e g e n e r a l p u b l i c !

-T h i n k t h ro u g h fi re ex i t s , t r i p h a z a rd s , e t c . U s e y o u r i n s u r a n c e a s a

g u i d e .

-A n o ff - d u t y o ffi c e r o r o t h e r s e c u r i t y p e r s o n n e l g o e s a l o n g w a y !

T is for TICKETS

Tickets & Lists =Necessary Evils

H o w w i l l y o u r a u d i e n c e g a i n a c c e s s t o y o u r e v e n t ? E x p l o re y o u r

o p t i o n s t o s t a y a h e a d o f d i s a s t e r !

- K n o w y o u r c o s t p e r p e r s o n t o d e t e r m i n e p r o fi t m a r g i n o n e a c h t i c ke t ;

y o u ’ l l n e e d t h i s f o r t a x p u r p o s e s !

- D e t e r m i n e t h e c r o w d s i z e y o u r t e a m c a n f e a s i b l y m a n a g e a n d s t i c k w i t h

i t .

- O ff e r o n l i n e t i c ke t i n g a n d d o n ’ t f o r g e t t h e d i g i t a l t i p j a r !

- E x p l o r e p r e - s a l e i n c e n t i v e s ( V I P t i c ke t s , e a r l y a c c e s s , e t c . ) a n d

c o m m u n i c a t e t h e m c l e a r l y.

- A t t h e e v e n t i t s e l f , h a v e m u l t i p l e t i c ke t / l i s t m a n a g e r s t o g e t p e o p l e i n

t h e d o o r q u i c k l y !

U is for UNIQUE

V is for VIRAL

Make Social Media Work for Your Event

G e t a g re a t re t u rn o n t h e t i m e y o u i n v e s t i n s o c i a l m e d i a :

- P ro d u c e s h a r a b l e c o n t e n t t h a t y o u r e v e n t a u d i e n c e c a re s a b o u t .

- U s e t a g g a b l e c o n t e n t , l i ke p i c t u re s f ro m y o u r l a s t e v e n t , t o

p u b l i c i z e y o u r c u r re n t o ff e r i n g s .

- S t a y t r u e t o y o u r o rg a n i z a t i o n ’ s b r a n d , b u t d o n ’ t b e a f r a i d t o t h i n k

o u t s i d e t h e b ox .

-Ta ke p i c t u re s w i t h a n a c t u a l c a m e r a ! Yo u ’ l l n e e d t h e m l a t e r.

- U s e s o c i a l m e d i a t o m a ke y o u r e v e n t s e e m exc l u s i v e t o a t t r a c t

a t t e n t i o n .

W is for WEATHER

Whether You Like It or Not…

… w e a t h e r c a n a ff e c t A N Y e v e n t , i n d o o r s o r o u t ! D o n ’ t f o rg e t t o :

- H a v e a p l a n f o r w h o m a ke s t h e c a l l t o d e l a y , re s c h e d u l e o r c a n c e l .

-B e re a d y w i t h v o l u n t e e r c o m m u n i c a t i o n s a n d a d r a f t p re s s re l e a s e

t o u p d a t e w i t h i n f o rm a t i o n .

- D o n ’ t h e s i t a t e t o c a l l t h e n e w s ro o m s o f e a c h s t a t i o n ( 2 5 6 - 5 3 3 -

1 9 1 9 , 3 1 3 1 , a n d 4 8 4 8 ) w i t h y o u r a n n o u n c e m e n t .

- C o n s i d e r c l e a n u p i n t h e c a s e o f a m a j o r e m e rg e n c y.

X is for XYLOPHONE

Y is for YOUR SANITY

Plan to Succeed!

N o n - p ro fi t e m p l o y e e s a re k n o w n f o r w o r k i n g a b o v e a n d b e y o n d o u r

c a l l o f d u t y. B u t b u rn o u t h a p p e n s , e s p e c i a l l y f o r t h o s e i n c h a rg e o f

e v e n t s . H e re ’ s a f e w t i p s o n ke e p i n g t h e b u rn o u t a t b a y:

- P l a n , p l a n , p l a n . Fa i l u re t o p l a n i s a p l a n f o r f a i l u re . H a v i n g a p l a n

t o g o b a c k t o h e l p s ke e p y o u f ro m w a s t i n g t i m e a n d e n e rg y , t o o .

-B e fl u i d . F l ex i b l e t h i n g s c a n b e n d a n d e v e n b re a k ; fl u i d t h i n g s fi l l

t h e s p a c e t h e y ’ re g i v e n w i t h o u t s n a p p i n g .

-B u i l d a g re a t t e a m .

-Ta ke v a c a t i o n w h e n y o u c a n !

Z is for ZOO…

But you are the keeper!