Planning a successful Event
Brainstorming
Determine why you are putting on the event. Some helpful questions to ask while you are in the phase of the event planning process are:
What is the purpose of this event?
How will this event help your organization reach its goals?
Has your organization held a similar event in the past, and what was the response?
Event Planning
Identify basic needs
Who is the audience? What are their needs?
What is the type of event? (Educational, social, meetings and group business, etc.)
How large do you want the event to be?
Develop program goals and objectives
Define what you want participants to learn or experience from the program.
Organize program plans
Decide on time, date and location of event
Establish event budget
What costs could be associated with the event? List out all expenses you could think of, including room or venue rental, equipment rental, food, entertainment, and advertising. Use your budget to help you make choices for program activities.
Organize Program Plans
Decide on event time, date, & location
Consider the following:
What size venue/room is needed?
How much more time is needed for set-up?
Should a rain date/location be reserved?
Are multiple spaces needed?
Plan Activities & Timeline
Do you have accessible options for your event?
Use this checklist and longer guide to check for accessibility. You can also ask your venue operator for additional options.
Think also of livestreaming your event for members or attendees who cannot attend in person.
You can request an ASL interpreter for your event here.
Share timelines and specific roles for the event so everyone can meet their expectations
Confirm which organization members will arrive early for setup and which will stay late for teardown
Create any evaluations for the event to give out there or send later
Day of the Event!
Review timelines & roles
Have a great event!
Evaluate the Event
Receive & pay final invoices for all services
Have event attendees complete an event evaluation
Hold a debrief meeting with organizers
Create a list of changes and suggestions if event is going to be held again
Send thank you letters or emails to speakers, volunteers, entertainers, sponsors, and attendees
Post images & outcomes from your event on social media