"The master plan is
plan you create to ensure you have covered your bases when planning your event. Doing so will increase your chances of having a wildly successful outcome, leading to more referrals, happy clients and more sales." Heidi Richards
1. Create your checklist. A checklist provides an organized roadmap to executing your event. What resources will you need, donations, people, money? - A sample checklist is included below.
2. Create a Timeline! This should be a part of checklist and is perhaps most important component of document that will insure success of your event. The timeline should include items such as, when programs are printed, when invitations/brochures should be printed and mailed, when to start media or publicity campaign, when to order decorations. It includes registration deadlines. If it has not already been determined, timeline also includes location of event.
3. Create your budget. This should include all revenue opportunities (registration sales, tickets, donations, sponsorship, concessions). It should also include expenses for printing, lodging, food, supplies, security, speakers, permits, insurance, postage and miscellaneous items yet to be determined.
4. Think about logistics. They include size of space needed for event, setup (tables, chairs, parking, signs, port-a-potty’s, tents), cleanup, emergency plans, transportation and services that are provided by police and fire departments.
5. Promote event. What is major objective of publicity? Is it to raise awareness or attendance? Is it to build good community relations? If you do not have a media list, it is never too soon to start creating one. Whom do you know who works for local print, radio and television? Whom do you know who knows someone who does? If it is a local event, drawing on local community, find out if a local Media Guide or directory is published. Many newspapers have these resources, and so do many libraries. If it is a national event, look for national media directories for assistance. There are several to choose from. Some of ones I use are: Gebbie Press All-in-One Directory (1-845-255-7560), Bacon’s Media Catalog (1-800-621-0561), and Bradley Communications (1-800-989-1400). These directories are available on disk or books.
