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Event Planning Tips


Once you have chosen an event ask yourself the following questions. The answers will help you
work out some of the details before you get too far along in the process.

1. What type of event do we want to produce?
2. What is the goal of the event? (Raise money, awareness, or both)
3. Who is the target audience?
4. How many people need to participate to make the event a success?
5. Where will they come from?
6. Why will it be interesting to people?
7. Is there sufficient time to plan the event?
8. Where would the event take place?
9. How many people will be needed to work on this event? Can you recruit enough
friends, family members, or chapter members to work on this event with you?
10. Is there another event like this in the area?
11. Is there a potential for sponsorship?
12. Are there any conflicts with other major events?
13. How will money be raised? (Business sponsorship, ticket sales, silent auction, direct
donations, etc.)
14. How will people learn about the event in order to participate? (Publicity such as
posters, flyers, emails, advertising, community events listings, etc.)
15. What are the “up-front” costs associated with the event?

Tips for a Successful Event

Once you have decided on an event several key factors will ensure its success. The most
important is proper planning. Use “To Do” lists and “Time Lines” to keep you and your team
on track and on schedule. But no matter how well you plan, no event ever goes the way you
think it will. Therefore, an essential part of your planning is to have a contingency plan or
“back-up” plan.

Creating a time line for “pre-event” work will help get you to the event on time and in good
shape. Creating a budget outline will ensure that your event makes money. And, creating an
“event-day” agenda will help everyone involved know where they should be and what they
should be doing. Please see the planning guides at the end of this section.
Other tips to help your event along:

• Allow enough time for planning and production of your event.

• Be sure to take advantage of all appropriate publicity opportunities to get word of
your event out there. These include press releases to local papers, free public
events listings, email lists, Chamber of Commerce or municipal signboards, etc.
Check in advance for the deadlines of free listings to ensure your event is publicized
at the appropriate time. Also, the Foundation can help spread the word through our
website, broadcast emails, and our newsletter – given the proper notice.

• Don’t be afraid to ask for In-Kind donations. The worst thing that can happen is you
will get a “no”, which is what you have if you never ask.

• Shake the trees and see what or who falls out! Once you begin working on your
event, start telling everyone around you (friends, family, co-workers) what you are
doing and what you need. You never know who may have the connections or
resources you are looking for.

• Give yourself and your event a goal. Telling people that you are trying to raise
$25,000 is better than saying we are trying to raise as much money as possible.
Having a goal will motivate people to help you get there. And, let people know how
those dollars will be spent. People like to know where their hard-earned dollars are

• Know when to ask for help. Planning and producing an event can be a big deal and
may feel overwhelming at times. If at any point you need any type of assistance feel
free to call us for help.