This post is 3 months in the making! (Well, more due to my procrastination) By request, here is a timeline of action items to piggyback on my previous post on Fundraisers, Benefits, and Cause Events.
If you have any more questions on this topic, feel free to comment on this post or email me at info@eastwesteventproductions.com!
6 Months - 12 Months Prior
- Define the purpose for your event - Is it to raise awareness or to raise funds? Or both?
- Determine your budget - How much do you want to spend and if you are donating profits to a cause, how much is your goal to raise?
- Decide on the W's - Who? What? Why? When? Where?
- Who? = Who is your audience? How many expected guests? Any partners you can work together with?
- What? and Why? = see above - purpose and goal. What type of event do you want to hold? What type of atmosphere do you want to convey? An upscale affair? A fun soiree?
- When? and Where? - time and location is obviously crucial. Make sure the venue fits with your purpose and theme. For example, and this is an extreme example - if you are holding an awareness event on human trafficking, it wouldn't be wise to hold the event at a nightclub, where who knows - human trafficking might exist under that same roof.
- There are several logistical issues you should think about as well - Is there sufficient parking? Is security necessary? What type of catering is needed? Will you be providing entertainment?
- Start enlisting and contracting your vendors and partners at this time.
- Next up, start creating your guest list.
- Create invitations and flyers for your guests. To save on costs, electronic is the way to go! A great site to create invitations and ticket tracking is: Event Brite
- A great way to raise monetary funds and in-kind donations is by developing a Press/Sponsorship Package and going around to local businesses. Local businesses are usually great about supporting efforts in their direct community, especially if they know what they would be getting in return. Perhaps an ad in your event program or an opportunity for their coupons to be distributed at your event? Here is a nitty gritty guide on how to put together a Sponsorship Package.
- Form a publicity and marketing plan - How will you promote your event?
- Follow up with your vendors to make sure everything is according to plan.
- Get cracking on promoting your event if you haven't already done so! The heaviest promoting should happen at this time. Use all social networking venues - they're viral and FREE!
- Find and buy decor to use at your event.
- Do venue walk throughs with your event staff, partners, and vendors.
- Ensure the A/V is well equipped at your venue for your needs.
- Recruit volunteers - churches, student organizations, local task forces, etc, are great avenues!
- Continue to synch up with your vendors by holding regular meetings or calls.
- Determine you guest count, create a check in sheet, and name badges.
- Confirm all venue arrangements and vendors.
- Make sure final payments are arranged.
- Event rehearsal should take place with all entertainers and stake holders.
- Assign staff/volunteers to their specific stations or tasks. It is helpful to create a detailed day-of timeline so everyone knows exactly where they need to be at what time.
- Create event signage to direct guests.
- Assemble favors and gift bags if any.
- Prepare and set up check in list, name badges, signage, favors, equipment, etc.
- Do a sound check at least an hour before the event.
- Make sure staff and volunteers are at their designated spots.
- Pick up and set up catering if necessary.
- Decorate event space.
- Open doors once everything is ready to go!
- Have the event!
- Collect donations at the door or during the event with various jars/boxes placed throughout the venue.
- Count the donations and send to appropriate charity.
- Make final payments and settle invoices.
- Write follow up releases - How many people attended? How much money was raised?
- Send a thank you note to guests via Event Brite or social networking sites.