 After
assembling the event planing team, we develop a written
Event Plan that outlines
the following:
-
Project
• type of event and purpose
•
theme
•
date & time (prioritized options)
•
venue type
•
venue (prioritized
options)
-
Background
•
annual or one-time event
•
similar
events in past
- number of attendees
-
what you learned from event
-
Event
Goal
•
broadly stated, what do you
wish to achieve
-
Event
Objectives
•
concrete measureable objectives from event
-
Event
Audience
•
targeted invitees
•
number of invitees
•
number of guests expected
•
characteristics of guests
•
guests knowledge about host organization or event cause
•
where are guests traveling from
-
Event
Specifics
•
scheduling and look of event day (a clear
"vision" of ideal event)
•
determine MC, speakers, keynoter,
presenters, facilitators (honoraria,
fees, expenses refer to budget)
•
location
considerations
(hospitality suites, rooms/capacity, parking,
lighting, electrical supply, additional insurance,
security, event registration staff...)
•
determine vendors (catering, florists, A/V,
printing, entertainment,...)
•
review contracts and cancellation terms
•
special licenses or permits(alcohol, copyrighted
material, traffic control,...)
-
Promotion/Advertising
•
public and
media relations activities (press releases,
PSAs)
•
sponsorship packaging and outreach
•
promotion timeline (save the dates, letters,
flyers, invitations, internet,...)
- Budget
•
financial goal=break-even
or profit (or fundraising)
•
how much will host spend on event
•
expenses
(venue,
catering, contracts, equipment, advertising, honoraria,...)
•
event revenue
(ticket sales, donations, journal ads, sponsorships,...)
-
Evaluation
•
determine evaluation methods
•
design written evaluation forms (if
required)
•
scheduling for attendees to complete and submit written forms
•
post-event committee debriefing meeting
- number in attendance
-
financial outcome
-
goals and objectives accomplished
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