Event Planning Tool: A Four-Step Process
From Common Energy UVic
The following is a four step process for organizing events. Please feel free to make changes and add tips.
Contents |
[edit] Step 1 - Define the purpose
Not starting is sometimes better than stopping halfway through; you may save yourself time, energy and money. Before starting, determine the purpose of your event, and then consider the following points:
- Is the purpose important enough to merit the time and expense needed to properly publicize and hold the event? 1
- Is the type of event properly matched to the purpose that it serves? Events can range from awareness to recruitment to fundraising; always keep in mind the purpose. If the event does not match the purpose, re-evaluate. 1
- Do you have the necessary support? To properly plan, advertise, and implement an event, you will likely need assistance. Check in with others to see if they will be able to help. If they cannot, find out when they can, and schedule accordingly.
[edit] Step 2 - The Major Details - Who, When, What, Where and More
There are many things that can de-rail an event. Some you will have control over, some you won't. To maximize the probability of success, reduce the variables that you do have control over. Consider the following:
Logistics
- Who? - Determine your target audience. Knowing your target audience will allow you to best cater to their needs, especially regarding dates and times. If you are targeting a wide audience, try and find a balance that will benefit each faction.
- When? - Planning an appropriate time for your event is crucial. Know your target audience and try and cater to their schedules.
- What? - Ensure the event is well-suited to your audience, and advertising accurately.
- Where? - where will the event(s) be held? Ensure the location is accessible to all. If possible, provide a map with directions. People not familiar with the university campus find it very confusing; if possible, provide signage. Some events will have more than one location, for example selling tickets on campus for an off-campus event. Be clear.
Create a Budget
- Even if the event is not designed to generate income, it is still smart to make a budget. To find an example of a budget, please click here
Communication
- Most importantly, advertise your event as early as possible. The most common response from someone who does not attend an event is that 1) they did not know about it, or 2) they are already booked. To mitigate the probability of these responses, advertise your event well ahead of time.
- Please visit the Communication list of services for more complete information.
Plan for evaluation: Evaluation is a key component for future planning. Holding the first event is often the most challenging step, as many unforeseen things can occur.
- Before you implement an event, set out what you want to accomplish, and criteria which will indicate if you have accomplished your goals. Measurable event objectives may include attendance, the amount of money raised, the number of library cards issued, the amount of smiles garnered.
[edit] Step 3 - The Minor Details
Once the major details are accounted for, there are many small things to take care of to ensure the event runs smoothly. Remember, the smallest things, like someone not having a key to the cabinet projector, can severely paralyze an event. When trying to account for all the little details, put yourself in the shoes of the people who will be participating.
From the perspectives of guests:
- Is the event easy to get to? Are there clear directions and adequate signage?
- Is there enough seating?
- Can everyone see and hear well?
From the perspectives of the presenter:
- Is the event easy to get to?
- Is there a quiet place to gather thoughts and prepare?
- Is the necessary technology working well? Powerpoint? Microphone? Projector?
- Is there water available (no bottled water! get a jug and a glass).
- Does the question period need a moderator? (ask the lecturer if he or she feels comfortable moderating - if not, provide one).
- Have you thanked the speaker? Do you have a thank you gift? (for gift baskets, see [here].
From the perspective of the volunteer?
- Is it clear what they are supposed to be doing?
- Is there enough work to be done? Volunteers can become irrate, and rightfully so, when they show up to help and everything is done, or there is no job for them to do. Organize your volunteers well.
From the perspective of the organizer?
- Are there people to help setup?
- Do you need event greeters?
- Are you set up to have a check-in table; sign-up table; donation table?
- If you are handling money, do you have a float?
- Are there people to help clean up?
[edit] Step 4 - Evaluation and Appreciation
- In step 2 you developed ways which you would evaluate your success. Revisit these goals.
- Have a meeting with everyone who helped organize the event. Ask them what worked well, and what could use improvement.
- Thank everyone who participated. For one-time projects, most people will be volunteering their time. It is important to appreciate your volunteers.
[edit] Tips
- Be flexible. Even with the most scrupulous planning, things may not go according to plan. The best remedy is to put a smile on your face and adapt as quickly and as efficiently as possible.
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