Copyright 2015 @ Imaginings. All rights reserved.

Copyright 2015 @ Imaginings. All rights reserved.


EVENT OVERVIEW CHECKLIST

For Business, Home or Event


      Make your event an affair to remember!  From a private party to an annual fundraiser,             creativity is the key.  For example, many non-profit events feature silent auctions,
      but how many
invite local artisans to participate in the overall theme and decor?               Consider selecting six outstanding auction donations and conduct a live auction
    with a local or on-line personality
who can stream at least part of the event on
      local or internet media?  Introducing a fresh twist on an established theme can provide           the basis for modifying old decor or introducing new materials that will highlight
      display of corporate or educational materials!  While the following checklist was
      designed for non-profit fundraisers, some aspects are applicable to any event.  See
      our page on
Display and Stagingfor ideas on accenting your special event. 

    1.  REVIEW EVENT BASICS
           
~  How does it fit within your overall goals? Beyond potential revenue, what 
                 is its overall value?
           
~  Is it in harmony with, and does it strengthen your work toward your
                 long-term goals?
           
~  Can you afford the event's up-front expenses?
           
What appropriate facilities, equipment and materials are available to you?
           
Do you have appropriate insurance coverage?
           
~  Paid or volunteer, do you have adequate personnel to operate the event?

    2.  SET THE DATE, TIME, THEME AND TEAM
        ~  Check local event calendars to avoid conflict with larger events in your area
                 or those with parallel themes.
        ~  Explore designing an inter-organizational project.
        ~  Invite local, regional, national or even international celebrity involvement.

    3.  DESIGN ADMINISTRATIVE MATERIALS
        ~  One of the most useful items you will need immediately is an Event Planning
                 Calendar with deadlines.
        ~  When having vendors, you may need to have your attorney determine if your
                 contract forms need updating.
        ~  Evaluate your needs for operational forms--including staff scheduling.

    4.  RESEARCH & DESIGN PROMO MATERIALS REFERENCING UPCOMING EVENTS
        ~  In general these include, but are not limited to:  Fliers, posters, letters to
                 community leaders.
        ~  Evaluate your event's newsworthiness for each possible media outlet.
        ~  Verify media event calendars, editorial and advertising protocols and
                 deadlines.
        ~  Generate timely media releases [see our Media Release Samples page]and
                  support forms.
        ~  Remember to excite your base by promoting internally with staff/volunteers,
                 clients/members and other supporters.  Consider offering them discounts
                 for advance enrollment or purchase of tickets and other items, provided this
                 will not undermine interaction with the public.

    5.  SOLICIT VENDORS AND AREA BUSINESSES
        ~  Provide supporting area businesses with a full promo packet; ask them to
                 display posters and even sell tickets, if appropriate
        ~  Offer vendors, their staff and family members internal advance discounts.

    6.  EVALUATE EVENT FACILITIES, EQUIPMENT & MATERIALS
        ~  Contact potential vendors, entertainers, and special guests about their needs.
        ~  Examine entrances/exits, parking, overall spaces; signage, electricity and
                 sound systems.
        ~  Consider restrooms, waste disposal, food preparation spaces, appliances,
                 and equipment.
        ~  List all operational details from pens, tape, and name badges, to tables,
                 linens, and dishes.

    7.  DESIGN EVENT LAYOUT AND OPERATION
        ~  Diagram event displays, table layouts and signage (numbered plus narrative).
        ~  Determine points for: check-in for vendors, staff, special guests; reception
                 for last-minute gifts, donations, auction items; general ops and upcoming
                 event promo material distribution.

    8.  CONDUCT A DRY RUN OF THE EVENT
        ~  Practice yields a smoother operation, especially with new events, personnel,
                 procedures, and/or equipment. Even if you can't access the facility you will
                 be using for the event, conduct a mock operation with key personnel using
                 markers on a dry erase board or cutout symbols for people and materials
                 on a detailed drawing of the layout.

    9.  CONDUCT A POST-EVENT SURVEY
        ~  Use a 5-point scale to solicit response from: attendees, vendors, performers,
                  staff, media.
        ~   Include a general comments section to encourage suggestions for future
                  events.

    10.  EXPRESS GRATITUDE
         ~  Call key donors, staff, volunteers, guests; mail personalized notes to other
                   key contacts.
         ~  Mail general thank you cards to vendors, volunteer core, survey respondents.
         ~  Consider special recognition of some participants at future events.


REMEMBER TO KEEP YOUR MOMENTUM ALIVE!

For tips on strengthening your wordsmithing skills, visit Jeanne’s blog:Blog.ImaginingsWordpower.com