Note: Please document everything. This helps you, your volunteers, and future organizers.
- 1. Identify what type of event you would like to organize. If appropriate, talk it over with others to see if there is enthusiasm for your event.
- 2. Determine the goals of the event and what is to be accomplished. Define your objectives and outcomes of the event. Identify the target audience and focus of the event, i.e. a fundraiser.
- 3. Decide on a date and time for the event and check the date is appropriate. Ensure the date does not conflict with other important events, and publicize your date on the congregational calendar so others do not organize new events that conflict with your event.
- 4. Consider locations and types of facilities to host the event. Determine the use of space and seating arrangement and capacity required for the event. Decide who will be responsible to secure the facility and to act as the event coordinator.
- 5. Ask people to assist with the execution of the event. Remember to treat volunteers with respect, checking to ensure they are on track and all is well. Provide choices, training, support and feedback. Thank volunteers during and after the event. Consider establishing partnerships with other committees.
- 6. Create an event / program budget and review it with others to ensure it is reasonable. Identify the sources and amounts of potential revenue and expenses.
- 7. Create an event timeline and communicate it to everyone involved in the planning of the event. Outline all essential decisions/activities in a time sequential order from the point of initial consideration to decisions being finalized and decisions being executed. Assign who will be responsible for each function.
- 8. DETERMINE KEY DECISIONS
PROGRAM
- a. Determine the order of activities that need to occur at the event.
- b. Decide who will be responsible to disseminate the types of information on the event.
- c. Determine who will perform or execute the agenda items.
- d. Determine if a published program is necessary and who will create and print it.
PRESENTATION AND SPEAKERS
- a. Identify the topics of info to be shared.
- b. Determine if presenters/speakers are needed. If so, identify potential persons and invite them to participate.
- c. Decide time frame for each presentation or speech.
- d. Decide the type of communication that should transpire with the presenters/speakers, when it should occur and who will be responsible to execute and follow-up.
EQUIPMENT
- a. Identify what equipment is necessary for the event or activity.
- b.Identify potential sources to secure needed equipment.
- c. Evaluate the cost of the equipment.
- d. Decide who will be responsible for the pick up and return of the equipment.
MATERIALS
- a. Determine what materials are needed, and identify potential sources to purchase them.
- b. Decide who will be responsible for purchasing, preparing and storing the materials.
AWARDS / HONORARIA
- a. Determine who will receive awards – presenters / speakers
- b. Decide on awards items and identify sources to purchase them.
- c. Decide who will be responsible for purchasing awards and presenting them.
PUBLIC RELATIONS
- a. Identify the method(s) which will be used to publicize the event.
- b. Decide who will be responsible for the development of invitations, flyers, press releases, emails, etc.
- c. Decide who will be the contact for public inquiries on the event or activity.
INTERNAL COMMUNICATION
- a. Determine the method of communication to the people within the organization to inform them, include them and encourage them to participate, i.e. by email, newsletter.
CONSIDER SPECIAL ADDITIONS / ITEMS IF NEEDED:
- 1. Food
- 2. Music
- 3. Decorations for hall, tables
- 4. Flowers
- 5. Photography / video
- 6. Clean up (check if there will be a charge at the venue)
9. ALWAYS, ALWAYS FOLLOW UP WITH A DEBRIEFING MEETING AND MAKE NOTATIONS TO
PASS ONTO NEXT COMMITTEE.
You have planned well and are ready to go. Have a successful event!