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