How to implement a successful event

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  • #656
    Karina DeJong
    @karinadejong

    Events are a key area in which our foundation’s market themselves within the community. A way to celebrate their community, their donors and all the amazing work happening. No matter big or small, here are some key factors in how to implement a successful event:

    -create a timeline for all tasks that need to be completed and SET deadlines
    -set a preliminary budget with your board and finalize the final budget post event…this will help with future events in the same capacity
    -decide what the goals are: what are you trying to do or say? How do you want guests to be entertained? What impact do you want to make with this event?
    -consider recruiting an event team: do you want an event planner? Who is doing what?
    -get all the permits and insurance pieces you need if necessary
    -work with vendors in a timely fashion, be clear and confirm with what are you looking for (caterers, videographers, photographers, florists, musicians, dessert vendors, etc.)
    -strategize on how you want to promote your event: mailing, social media, e-blasts, newspapers, website, etc. PLAN ahead if working with outside marketing consultants and mail house for mass mailing and invitation design
    -create a script and agenda for the event including all staff and board duties required
    -practice all powerpoints, video, and technology prior to event (soundcheck and rehearsal is important!)
    -gather all necessary items for event including awards, programs, registration items, etc.
    -have a master spreadsheet of guest list and request any allergies to note to the caterer, this can also be used to create a seating chart if preferred. Have these printed at your event to confirm any confusion or questions.
    -set up the venue beforehand. Preview before deciding on your location and to see if it is suitable for your event type. Are you using décor-are you bringing or having someone decorate for you?
    -send thank yous for any help provided for the event
    -collect and submit all vendor receipts and ensure all vendors are paid
    -conduct an event de-brief to help determine successes or ways to improve in the future

    These are just some key factors in how to implement a successful event. What are some other ideas and proponents for your organization to have a successful event?

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    • #657
      Amy Lee
      @alee

      Great post regarding events @karinadejong!

      Additionally, sponsors are always key for a successful event.  You can’t have those decorations, delicious meals, and video productions without money.  Unless you have an unlimited supply of money within your organization or you are able to have a successful event with very little cost, sponsors are key.  Some key things to remember with sponsorship’s are:

      – Have an ask letter that makes an impact on them.  Why should they sponsor your event over another and/or what does your organization do that makes it stand out?  What will they receive in return for their sponsorship?

      – Follow up with that ask letter with a personal touch.  Give them a call, send them a personal letter or email asking for the sponsorship, take them to coffee, etc.

      – Once sponsorship is received, make sure they understand what you need from them for promotion and prep work for the event (logo, names of attendees, etc.) and make sure they know the event details so they can relay this information to anyone who might need to know.

      Thank them!  Before, during and after the event.  You can never thank your sponsors enough.

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