Planning A Special Event

‘Tis the season for holiday parties and other special events. That means many of us have an added responsibility to that of our already busy jobs. Following are some tips that can help.

Determine the type of event and budget. Carefully match it to your needs and your audience. Is its purpose to entertain? To inform? To reward? You would plan a very different event to reach out to new constituents than you would to thank your supporters.

Create a committee. Choose representatives of as many different facets of your organization as possible, and at all levels. This will help bring broad perspectives to the event, and will also help to create support for it as committee members talk among fellow employees.

Determine measurable objectives to determine the event’s success. These may include attendance, the amount of money raised, staying within budget, etc.

Make a checklist. This is your step-by-step guide to organizing and executing your event.

Set the date. Then plan backwards. Plug in your checklist items starting with the date of the event, and working backwards on your calendar to see when you have to start. This is the time to delegate tasks and consider all logistics of the day of the event.

Publicize the event. You will want to publicize the event among all audiences who may be interested. Target the media they read and watch. Don’t forget the power of email and website PR.

Determine “day of the event” logistics. Develop a written agenda of all that will happen. Assign roles for committee members and volunteers. Make sure that everything is in place: set up, clean up, refreshments, transportation, speakers, ticket takers and so on.

Hold a meeting the day before the event. Meet with everyone who will be working for you that day, and not just your committee. Distribute a copy of the “day of the event” agenda. Review it and work out any concerns/questions your workers may have.

Follow up after the event. Remember to thank everyone who helped to make your event a success--in writing if possible. (An e-mail notice also works!) Then, hold a post-event planning meeting to determine what could be done better or differently next time.

More Tips

Consider staggering arrival times to avoid bottlenecks at registration tables or entryways.
Give guests something to do right away. Steer them toward a cocktail hour or to view an exhibit, as they’re waiting for the main event.
Provide guests with an agenda, or post one, so they will be aware of the sequence of events.
Be flexible. You may need to adjust the schedule for unexpected needs. That’s part of event planning.