The 12 Step Plan to a Successful Event“You are the Key”

Part One

Presented by: Gwen Leys and Ken Kruger

Goal

To help a child, a family, a community

Objectives

Learn effective Project PlanningPromote a successful fundraiser

Increase the value of the service timeAchieve greater productivity

Planning AheadWhat type of activity/event do you want to do?

ELIMINATE ProjectKiwanis One Day

Car WashBake Sale

Talent Show

What skills are needed?

Ask these questions

– What is your group passionate about?– Will the project make a lasting impression on the

community?– Is it achievable?– Is it FUN?

Determine your Goals

• What would you like to accomplish?• Who is your target audience?• Will the project attract participation from

people outside the Kiwanis family?

You’ve selected your ProjectNow What?

Decide on a date and time for the eventConsider locations and types of facilities to host the eventDetermine use of space and/or seating arrangements and capacity of venue requiredDecide who will be responsible for securing the facility – i.e. the Event Coordinator?

Start Early and Delegate Tasks

Volunteer Recruitment

Recruit and select volunteers

Their job is to serve on committees and motivate and encourage participation

from all members

Organizing the Project

• List job responsibilities• Create an organization flow chart• Time line to complete tasks

• Weekly review to identify problem areas

Team Coordination

• Keeps the team focused on the goal• Nurtures the team mentality

• Project planning stays on schedule

Logistics

The Logistics Committee works with the club administration, town officials, and other

members of the community to make sure the project runs smoothly

Community Networking

This committee will invite non-Kiwanis family members to participate

They will solicit assistance with:sponsorship

food donationstrash collection

signage

Food Committee

• Provide sustenance for the project participants

• Solicit in-kind contributions from local restaurants and/or grocery stores

• Provide water and other beverages

Public Affairs

Public Affairs involves a lot of planning, detail and follow-through

• This committee alerts the community and media about your event

• Select people who specialize in this area

Publicity Checklist

Add to project organization chart who is responsible for each type of publicity

Flyers Newspaper adsPosters BannersPress Releases Photographer

Radio AnnouncementsSchool announcements

Creating a Budget

What is your source of revenue?

How much will you charge for attendance?Will sponsors help offset the costs?

Will you have exhibitors? And how many?

Creating a Budget

What are your Expenses?

Venue FoodSupplies Advertising

Have Fun

If you have planned well and each volunteer has accepted responsibility for the success of the

project, you will have a successful event

Post Event Analysis

Doing a critical analysis of the project results as a learning opportunity

Questions?

Workshop Survey

Please complete your Workshop Survey for the

12 Steps to a Successful Event