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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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