the 12 step plan to a successful event “you are the key” the 12 step plan to a successful event...
TRANSCRIPT
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
Which Project for You?What type of activity/event do you want to do?
ELIMINATE ProjectKiwanis One Day
Car WashBake Sale
Talent Show
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?
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?
Organizing the Project
• List job responsibilities• Create an organization flow chart• Time line to complete tasks
• Weekly review to identify problem areas
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?
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
Team Coordination
• Keeps the team focused on the goal• Nurtures the team mentality
• Project planning stays on schedule
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
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 ChecklistAdd to project organization chart who is
responsible for each type of publicityFlyers Newspaper adsPosters BannersPress Releases Photographer
Social MediaRadio Announcements School announcements
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