2. Make a checklist
A checklist provides a step - by - step guide to organizing and executing a special event.
3. Create a budget
The objective is to provide event planners with a financial blueprint. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations. Concession sales) as well as expenses printing, permits, insurance, speakers, food. Supplies, security.
4. Consider logistics
With many activities going on simultaneously, there are many details to be checked. Major areas to consider and plan for include: size of space or building used, utility support needed, setup (tables and chairs. tents, portable toilets, parking, signage) coordination, cleanup, emergency plans. transportation, and public services such as police and fire departments.
5. Plan publicity
Promoting a special event takes creative thinking balanced with practicality. The primary objective is to publicize the event, but secondary objectives should be considered.
- Are you trying to inform, educate or entertain?
- Increase awareness or attendance of the event?
- Build a base support from a specific audience?
- Facilitate good community relations?
Brainstorm all the available media in including marquees, school newsletters, church announcements, and cable and commercial stations. Make a detailed list with names of whom to contact and when.