The success of any kind of event depends greatly on the preparation done by its organizer. As an organizer, you must be able to cover all the event details from start to finish. Are you organizing your first event? Here are some tips that can help your event planning work like a breeze.
Set clear objectives. To begin, define the kind of event you’ll be holding. For example, you want to setup a school fundraiser event. Ask yourself the following questions:
- What is the purpose of this fundraiser?
- What are the specific goals you expect to accomplish?
- Who will attend? Who are your audience?
- Who will benefit from this event?
If you find it difficult to set objectives, seek the help of your colleagues and trusted friends. They might be able to see your ideas from a different perspective and provide helpful suggestions.
Make a checklist. Your checklist should not only include the materials and equipment you need to purchase and rent. It must also include the step-by-step guidelines to organizing and executing an event. This will help you not to miss any important procedure or transaction before and during the event. If you’re clueless about the items to include in your checklist, download a free template online and just add other items or action points which may be necessary for your event.
Develop a financial blue print for your event. A budget must include all your expenses like food, insurance, materials, permits, printing, rent, speakers, security, etc. It should also include revenue opportunities like donations, sponsorship, ticket sales and online fundraising. Read this detailed infographic from School Fundraising to discover how online fundraising can help you run a successful event.
Unexpected expenses are inevitable. Plan your budget ahead of time so that you will have enough money to cover such expenses and continue on with your event.
Plan your marketing strategy. Great publicity is key to a successful event. There are many different methods which you can use to let people – specifically your target audience – to know about your event. Determine who you want to attend and then target your advertising accordingly. Research about the type of advertisement that will work best for your target audience. If you’re going to have paid advertisements, consider them with inexpensive fliers, email marketing and word-of-mouth.
You can have a successful event by observing the above-mentioned tips. Don’t be dismayed if your event’s turnout is lower than expected. Turnout is a great indicator, but not the sole indicator of success. If your event was able to achieve its chief purpose, it’s already a success.