Successful Event Planning. Chapter Fundraisers and Membership Events

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1 Successful Event Planning Chapter Fundraisers and Membership Events Our attempt to meld chapter fundraising within our role at the Mohave Community College.

2 Contents Chapter Fundraisers and Membership Events... 1 Introduction Steps to Get You Started With Event Planning Develop Event Goal and Objectives Organize a Team Set a Date Brand Your Event Create a Master Plan: Determine Administrative Processes Identify and Establish Partnerships & Sponsors Create a Publicity Plan Establish a Budget Determine Evaluation Process... 8 Publicity Options MEDIA RELATIONS EVENT CALENDARS WEBSITE Event Notices and E-newsletters SOCIAL MEDIA What Is Post-event Publicity? High Level Planning: 4-6 Months Ahead of Event * Months Ahead of Event months prior to event week ahead day ahead Event day Immediately following event Event Planning Checklist

3 Event Planning Contact List BUDGET PLANNING WORKSHEET POST-EVENT EVALUATION Checklist for Event Planning Prepared for the 2015 Annual All-Boards Retreat. For more information or assistance, please contact: o Dan Lara, Executive Director Office: Cell: dlara@mohave.edu o Melissa Wadley, College Advancement Manager Office: Fax: mwadley@mohave.edu o MCC Foundation 1971 Jagerson Ave., Kingman, AZ MCCFoundation@mohave.edu Web: Resources used: o o o Due to the modifications within this guide, it is appropriate to state that WildApricot.com does not endorse the MCC Foundation, in accordance with their creative commons licensing. 3

4 Event Planning Guide About this Guide This Event Planning Guide was adapted from the guide produced by Wild Apricot, providers of membership management software for associations, nonprofits and clubs. It is designed to help the staff and volunteers of small nonprofit and membership organizations that are just getting started with event planning and management. Any use of specific software needs to be addressed by MCC s IT staff, College Advancement staff, and the Foundation s Board of Directors. Checklists from other colleges and universities have also been researched. Samples of these tools are provided. In short, you may use the tools that work best for your event and group. Introduction Many small non-profits and membership organizations host events that may range from local chapter gatherings to large fundraising affairs. Since many of your staff and/or volunteers may be new to event planning and management, we created this guide to offer an introduction to, and broad-strokes overview for those just getting started with event management. Since event planning, hosting, promotion and evaluation are all very dependent on the type of event you hold, we ve had to keep the information in this Guide at a very high-level (e.g., not too much detail). However, we hope that you can review the chapters and use the Event Checklist as a starting point in your event planning journey. 4

5 How to Plan an Event 10 Steps to Get You Started With Event Planning What does event planning involve? Here is a high-level overview are some of the basic steps you ll need to follow when developing an event. We can't identify all of the details you ll need to think about (since much of it will depend on the type of event you are holding), but we hope the following provides a starting point for your event planning. 1. Develop Event Goal and Objectives The very first step is to establish a tangible goal and objectives. (e.g., why are you organizing this event and what do you hope to achieve?) 2. Organize a Team Any event takes a concerted team effort to handle all of the details. Consider identifying one key Event Manager or Event Chair as well as individual Chairpersons for subcommittees, such as: venue management; speakers; entertainment; publicity; sponsors; volunteer management 3. Set a Date The date might already be pre-set for a reoccurring event, but if this is a new event, be sure to consider the following before firming up your date: Give yourself enough time! Ideally, you should have 4-6 months to plan (depending on the nature of your event) Be aware of MCC s calendar (graduation, holiday breaks, registration, ceremonies, etc.) Be aware of other MCC Foundation events which may require support by office staff Be aware of statutory and religious holidays 5

6 Avoid school holiday time periods (e.g., winter, spring and summer holidays) Check dates with key participants e.g., speakers, presenters, VIP guests, etc. 4. Brand Your Event If you want your event to stand out, you need to choose a timely and compelling theme that sets you apart from your competition. This means that you need to come up with a dynamic overall theme and you need to take great care with the actual name since it can be a key attention-getter, especially in online media. Brainstorm names: When you are brainstorming the event name, think about: o how is your event different from other events in your sector? o what are you hoping to convey through this event? Create a Tagline: Once you ve come up with a name, also try to craft a tagline a short, memorable branding slogan that describes the event. Design a Logo: The final step will be having a logo created to represent your event. A logo can be an effective branding tool offering immediate recognition of your event in all of your publicity and promo items (e.g., T-shirts, water bottles, bags, etc.) o MCC & MCC Foundation Logos must conform to the graphics standard manual for all printing and publications (color, fonts, shape, etc.). All items bearing the MCC and MCC Foundation logos must be approved before printing. o Other Logos should be high resolution, standardized, and submitted to the Foundation office for web, social media and other publications (examples: Voices of the River, Kingman Wine & Food Festival). 5. Create a Master Plan: This plan should encompass all aspects of the event, including: Venue, logistics & catering management (contracts, permits, insurance, etc.) Speakers/presenters (identifying, confirming, logistics & management) Activities/entertainment 6

7 Publicity/promotion (online & off-line, e.g.,: web page & online promotion; events calendars; printed programs; media relations; signage; social media, etc.) Registration (online sign-up, payment and tracking; on-site sign-in, etc.) Sponsor/partner management Volunteer management 6. Determine Administrative Processes In other words, how are you going to keep track of your planning, registration, budget, guest and speakers lists, etc.? What level of support to you need from the Foundation staff? o Do you need membership lists? o Do you need donor/sponsor lists? o Do you have a donor or prospect list for your chapter that the Foundation staff does not? o Do you need physical printing, folding, stuffing and mailing? 7. Identify and Establish Partnerships & Sponsors Are there organizations that you could partner with or call on for sponsorships to defray the costs and increase potential participation? When you involve other people or groups in your event, they have a stake in helping spread the word and making the event a success. You might want to consider: Seeking corporate sponsors to fund a portion of the event. This can range from national organizations that might want to sponsor a dinner, offer a door prize or a key silent auction item, to local businesses that might be able to provide goods or services, such as flowers for the tables, gift bag items, etc. o Remember, goods and services must be tracked by the main office for record-keeping and tax purposes! Partnering with community organizations who might be able to offer a venue and/or assistance with organizing or staffing an event 7

8 8. Create a Publicity Plan Even with the most amazing speaker or entertainment line-up, you need publicity to get people in the door. Event promotion starts with the initial notice or page on your website, note in your newsletter or to save the date, and then builds to include online and off-line publicity, media relations and on-going outreach to encourage registration. And no plan is complete without the postevent thank-you s, sponsor acknowledgements and articles about the event s key messages or fundraising success. For details on promotion, check out the Event Promotion Guide attached. 9. Establish a Budget Your budget should incorporate estimates for all of the key items identified on your Event Master Plan. Don t forget to include any travel or accommodation costs for speakers, presenters, etc. 10. Determine Evaluation Process How will you determine if your event is a success? Do you measure success by the number of registrants or attendees or is it dependent on you breaking even or raising a target amount in donations? When you set your initial event goals and objectives, you should also consider how you will evaluate the event to determine your success. If your event involves tracking, for example, a silent auction, then you ll need to put some processes in place to identify goods offered in-kind and funds raised at the event. By the same token, if the objective of your event is to raise awareness, you ll have to benchmark and gather data on online social media activity/mentions etc. and offline publicity again based on your initial goals. 8

9 Event Promotion This Event Promotion Guide was created by Wild Apricot. It is designed to help the staff and volunteers of small non-profit and membership organizations that are just getting started with event promotion. For small-staff or volunteer-driven organizations with limited resources, hiring a PR firm or marketing consultant to help with event promotion is out of the question. But if you have ample lead time, effective planning, creativity and of course, willing publicity volunteers or staff, you can promote your event with little or no cost. Publicity Options The nature of your event, its scope (e.g., local, regional or national) and size, as well as your target audience, are all factors that will impact your publicity plan. However, here are some general ideas for publicizing your event in order to raise awareness, get media coverage and promote event attendance. Once you ve reviewed the five publicity options we outline and you determine which combination might best fit your needs, you can create a publicity plan for your event that maps out your chosen publicity tools, material requirements and timelines. 1. MEDIA RELATIONS Media releases can be used to gain pre-event publicity in order to drive ticket sales and also encourage the media to attend the event. If possible, you should have a 3-pronged media approach that includes: 1. Event Press Release: the purpose of this piece is to get the media interested in your event so they will promote it. This means you need to get all of your event s details across in an interesting and powerful way. Remember, some media may just take clips from your press release, so be sure it is clear, concise and persuasive. Press Releases must be approved by the College Advancement staff and MCC s Marketing Department. 2. Media Advisory: this is like an invitation to the media to attend your event. It should contain the usual who, what, when, where and why, as well as 9

10 additional details that are only relevant to the media (e.g. availability of speakers for interviews; venue details; set-up, etc.). 3. Media Alert: this is usually sent out the week of or day before the event as a brief reminder about the event with all of the relevant details (who, what, when, where, why and contact information). Remember to send your media, hi-def pictures, content, dates, times, locations, etc. to the College Advancement office for insertion on the MCC and Foundation s social media pages. **Backgrounder: This is like a fact sheet that offers all of the pertinent details about your event as well as your organization. The backgrounder would be included in the press kits for the event, and can also be sent along with 1-3 above to provide additional information on your organization and event. If you have a standard boiler plate backgrounder for your organization (e.g., mission/mandate etc.), you can edit this down and include a brief overview of the event, with any pertinent details e.g., is there a keynote speaker/guest-of-honor/celebrity etc. that you need to identify? Sending / Posting Your Media Releases: The method you use to send out your media releases will depend on the scope of your plan as well as your existing media relationships. For example, if you have an existing active or up-to-date media list that you use to regularly and effectively interact with the media you should continue your successful method. o The Foundation office uses our Crescendo interactive platform for ing weekly, monthly and special news blasts, as well as Facebook, Twitter and other social media platforms. If your organization hasn t done much media relations, you need to identify your media audience for example: o Are you looking for local coverage (newspaper, radio, TV)? o Is your event focused on the environment and therefore you d want to target the environment editors o Is it a community event that might target community newspaper editors; cable stations; political editors, etc. 10

11 o Would your event appeal to Business Reporters or Lifestyle editors, etc. You can use online newswire services to get broad coverage your media release for example: Free-Press-Release.com; PR Web; PR Newswire, etc. Some of these services are free and others have non-profit rates. Remember to send your posts and media releases for insertion on the news section of our Foundation website. You should also send your event news release to other organizations that might be able to publicize your event, including local colleges, universities and other non-profits or networking groups that might include a message in their online news or e-newsletters. o We use the relationships that are built through MCC s Marketing (MPIO) department when sending press releases to our local media outlets. MCC s Marketing and Public Information Office may be reached at: o Tim Kershner ~ tkershner@mohave.edu Office: Fax: o Jackie Leatherman ~ jleatherman@mohave.edu Cell: Office: Fax: Your chapter s local Chamber of Commerce membership may also be utilized. Check with your treasurer to make sure it fits the budget. Media Relations Contact & Strategy See if you can identify one or a group of volunteers with media relations expertise who can help craft the media releases, assist in developing your media list and act as key media contact person that MCC s marketing department can connect with on your events. Media Relations at the Event Site: In addition, you ll need to plan out a strategy for handling the media at the event itself. You should consider the following: 1. Setting up a Media/Press Table 2. Creating Media kits with all of the pertinent information, such as: o Event program o Backgrounder o Event Press Release o Speaker bios & photos (if available) 11

12 3. Having Press tickets and name badges available 4. Identifying a contact person who will greet the media and introduce them to the speakers, VIPs, etc. and set-up interview opportunities and photo ops (This will usually be the Executive Director of the Foundation or MCC s MPIO officer). Follow-up: If you ve ever been involved in media relations, you ll know that it is all about effective messaging and follow-up. Once the initial event press release has been sent out, you ll need to follow-up with the media to find out if they need more information to run a story or if they plan on covering the event. In addition, depending on the media coverage at the event, you may need to follow-up post-event to see if the media requires any additional information, photos, bios, etc. 2. EVENT CALENDARS Online event calendars offer some great free publicity for your event. For example, there are: media calendars state calendars non-profit calendars City/community free event calendars: The nature of your event will dictate the type of event calendar you re looking for. Once you find some pertinent calendars, be sure to check to see what type of information they need, what their timelines are and if on-going updates are possible. All calendaring on internal Foundation and MCC networks, as well as outside networks needs to be processed by the Foundation office and the Secretary to the Dean of your campus. 3. WEBSITE Your website offers many opportunities for event publicity. Make sure to notify the Foundation office to: Include a message about the event on our homepage -- in the news or upcoming events sections. 12

13 Include an event listing in our Online Event Calendar; Create a dedicated web page for our events -- that can include photos, details and maps and a link to online registration (and payment); Promote the event through a series of posts on your social media pages - and don t forget to Tweet and post Facebook updates when you create a new post; If the above options aren t possible, consider creating a website for the event, with a unique URL and a link from your website. Don't forget to include your Twitter hashtag on all web pages, forums, blog posts, etc Event Notices and E-newsletters can be effective to announce the event, provide updates and last minute reminders. You can send an initial notification, e.g., in advance of the event, then send a second a few weeks in advance to remind folks to register, then a final reminder a few days before the event. You should also be sure to create a special announcement or even a special edition of your e-newsletter to circulate ahead of the event. This offers a great chance to include information on presenters, speakers, and details about the event including photos, visuals - without the 140-character constraints of Twitter and the confines of a Facebook post. 5. SOCIAL MEDIA While this Mashable post, by Ben Parr, offers some great advice on How to Plan and Promote Events with Social Media, here are some event publicity social media basics to consider: Facebook: If you don t already have one, consider creating a Facebook page. As Ben Parr notes they are better than groups because you can appear in news feeds every time you update the Page s status. You can also create a Facebook Event. Twitter: Be sure to create a Twitter hashtag for the event and promote it and ask for retweets of key event information and updates. As noted above, don't forget to include your hashtag on all event web pages, s, blogs, etc. to build buzz. YouTube: Create and/or edit an existing video or podcast promoting your event and/or your organization and upload this to YouTube or Flickr. 13

14 LinkedIn: You can promote your event to your own LinkedIn network by sharing an update with a link to your event page; Facebook event, etc. You can also use the LinkedIn Events Application to include your event. Google+: You can promote your event to our Google+ network by sharing an update with a link to your event page; similar to Facebook. Pinterest: You can pin your events, photos, articles and more. There are some great ideas on Pinterest that we can use in our efforts. 14

15 Post-event Publicity If you want to reap the full benefits of your event and its objectives, you need to do more than simply send out some thank-you notes and host a wrap-up or post-mortem meeting. While you still have the participants', donors', volunteers' and even the media's attention - you need to use the momentum to undertake some basic post-event publicity and recognition. And to make sure this takes place, it s important to plan for and assign post-event tasks ahead of the event to ensure they receive the attention they deserve. What Is Post-event Publicity? Post-event publicity opportunities will depend on the nature of your organization and event, but here are a few examples of some basic post-event publicity activities: Fundraising event: o Update your event page to include information on the event s success (did you reach your goal? how much did you raise?) and photos of the event be sure to offer opportunities for additional donations - e.g., a link to your fundraising page, etc. o Create a news release announcing how much you raised at the event. Remind the reader about the objective for the fundraising event (e.g., if you are raising funds for a specific project offer the details on what this project will achieve) - don't assume they remember the details from your event press release, so include key points about why you had the event and what you'll do with the funds raised. Perhaps you promote upcoming campaigns - just be sure you make a realistic connection. o Include post-event stories and photos in your next: newsletter; web post; social media posts People love to see themselves in photos, so be sure to offer captions and identify event attendees or award-winners, etc. *Remember you should get permission to use photos and identify those in them in your newsletter or on your website. 15

16 Take advantage of additional promotion opportunities: In all cases, make sure the readers or visitors to your website viewing post-event materials have an opportunity to: learn more about the event especially if it is an annual affair contribute funds either to the specific event-related cause or your organization in general receive information about upcoming events and/or volunteer! Awareness-raising event: o Post videos and/or speaker presentations on your website and/or on YouTube and SlideShare -- Be sure to receive permission from speakers to post their presentations online. o Write a newsletter article about the event, summarizing its objective; what transpired and how this will impact your organization s mission in future. Again, this can link to photos, video and/or slide presentations if they are available and let volunteers and/or members know about: number of participants; media coverage (offer links to articles), etc. Educational / networking event: As above, be sure to: o Offer follow-up information to the media and your full networking contact list. o Offer presentations via and on your website -- if you have the presenters permission. o Additional promotion opportunities: If you collected contact information at registration or through other means (e.g., collecting business cards for a door prize) be sure to send out any newsletters or other post-event or organizational updates to your list and link these folks to your website for coverage of the event and/or presentations and promote future participation - e.g., joining the organization; becoming a donor; attending the next event, etc. Using all or a combination of these 5 publicity options - Media Releases, Event Calendars, Website, and Social Media - should offer some effective, lowcost publicity for your event. But remember, to achieve high impact, you ll need to start with a well-thought out strategy, effective planning, ample lead time and a lot of creative effort and follow-up. 16

17 Event Checklist The following is a generic Event Checklist that will help you get started in identifying all of the details you ll need to consider as well as an indication of the timelines involved with your event planning process. Please note that since association and non-profit events can range from a small workshop through to a gala fundraising event, we were not able to drill down to the level of detail you ll need to consider when planning your event. But we hope this checklist gets you started with your event planning. High Level Planning: 4-6 Months Ahead of Event * Establish event goals and objectives Select date Identify venue and negotiate details Develop Event Master Plan Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel, etc.) and create a budget Recruit event committee, event manager or chair and establish subcommittee chairs Create and launch publicity plan & brand your event (ensure staff and/or volunteers are identified to manage specific tasks e.g., media relations, VIP coordination, printed material design & printing coordination, signage, online /social media, etc.) Identify and confirm speakers/presenters/entertainers Identify and contact sponsors/partners *start your planning as early as possible. 3-4 Months Ahead of Event Speaker/presenter/entertainer liaison: e.g.: finalize presentation/speech topics get bio information, photo travel & accommodation arrangements have contracts signed if appropriate, etc. Financial/Administration: for example, determine: 17

18 Registration fees Set up/enable online registration Sponsor levels/amounts Identify items to be underwritten and accounting tracking details Venue/logistics planning, e.g.: Investigate need for any special permits, licenses, insurance, etc. Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc. Review security needs/plan for the event with venue manager Publicity: Follow publicity plan, e.g., Develop draft program Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.) Develop publicity pieces -- e.g., newsletter articles and/or ads, radio spots, print blog posts articles for submission to other publications and/or ads, etc. Request logos from corporate sponsors for online and printed materials Develop and produce invitations, programs, posters, tickets, etc. Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit materials (e.g., speaker info, photos, etc.) Create event page on your website Enable/create event notifications Create a Facebook event page Develop a promo video and post on YouTube and your Facebook page Register your event on a variety of online event calendars Create some buzz on your blog or member forums Determine VIPs and create invitation & tracking document (e.g., spreadsheet) 2 months prior to event Send reminders to contact list re registration/participation Presenters/Speakers: e.g.: Confirm travel/accommodation details Request copy of speeches and/or presentations 18

19 Sponsorship: Follow up to confirm sponsorships and underwriting Publicity: Release press announcements about keynote speakers, celebrities, VIPs attending, honourees, etc. Post your initial event news release on your website and circulate to all partners, affiliated organizations, etc. 1 week ahead Have all committee chairs meet and confirm all details against Master Plan and ensure back-up plans are developed for any situation (e.g., back-up volunteers as VIP greeters, additional volunteers for registration or set-up, etc.) Finalize event script Brief any/all hosts, greeters, volunteers about their event duties and timelines Final seating plan, place cards, etc. Provide final registration numbers to caterer Make print and online copies of any speeches, videos, presentations, etc. Final registration check, name badges & registration list Determine photo op and interview opportunities with any presenters, VIPs etc. and confirm details with interviewee and media 1 day ahead Confirm media attending Ensure all signage is in place Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank name badges, paper, pens, tape, stapler, etc.) Ensure all promo items, gifts, plaques, trophies, etc. are on-site Event day Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for VIP guests, seating charts and guest lists with you Check-in with each Committee Chair to ensure their team is on track 19

20 Immediately following event While you need to conduct a thorough evaluation and update your budget, there are post-event publicity, fundraising and member development opportunities that you can take advantage of with just a little pre-event planning. Here are some of the activities you might consider once the event is over: Financial status: gather all receipts, documentation, final registration data, etc. and update budget Send thank-you s and acknowledgement letters to: Sponsors Volunteers Speakers/presenters Donors the Media In your thank-you notes, be sure to remind the recipients of the event s success and how they contributed (e.g., dollars raised, awareness - number of participants, etc.). Post-event publicity see publicity section that follows Conduct a Post-Event Survey to learn what people enjoyed about your event, and where you have room to improve. Follow-up Communication with Event Participants Reach out to event participants thank them for participating and promote your ongoing programs and how they can support you throughout the year by joining, volunteering or making a sustaining donation. Conduct a thorough evaluation We hope you found this checklist helpful in getting started with event planning. Use this as a starting point to identify or assign activities to various volunteers or staff; or print this off so you can literally check-off items as they are assigned or accomplished. 20

21 Event Planning Checklist Use this basic checklist to assist your chapter in planning a successful event. Remember, we may not have all of the specifics that your event requires on this sheet, so brainstorm prior to starting your event planning to make sure everything gets covered! Event Name: Date: Time: Location: Event Purpose: BRAINSTORMING BUDGETING SCHEDULING Officer in charge: PERMITS Officer in charge: Will the event work? How many people do we need to make the event happen? Does the event serve a need previously not met on campus? Do we have the resources to make it happen? See Sample Budget Planning Sheet (attached) Talk with the appropriate personnel to reserve space o What size room do you need? o What kind of tech needs do you have? o What can you afford? Tentatively Book a couple of dates Call your performer (if applicable) and schedule the performance date Call your vendors and schedule the work Call the reservation office back to confirm your date Schedule a meeting to gov over your tech needs and room set-up Schedule the travel arrangements for your performer (if necessary), including a ride to and from the airport and/or hotel Book hotels and/or make dinner reservations for your performer Call for volunteers Food Permit filled out Special Business Licenses filled out Outdoor Space Permits filled out Alcohol Permits filled out Sound Permit filled out Lighting Permit filled out Sanitation Permit filled out Sales/fundraising Permit filled out Security Scheduled Film / Recording / Music License? Insurance Certificates requested? GRANTS/FUNDRAISING Officer in charge: If you are applying for grants, did you get your applications approved by College Advancement and submitted by the deadline? Have you scheduled an appointment to meet with Grant personnel? What measure are you taking to ensure you can pay your performer/vendors up front? 21 ADVERTISING Officer in charge: SHOPPING Officer in charge: WEEK PRIOR Officer in charge: DAY OF EVENT Officer in charge: Postering Chalking content Social Media content Photos Press Releases Other forms of Marketing Supplies needed for your event (Keep receipts & stay within budget!): o Silverware o Plates o Napkins o Cups o Decorations o Cashbox o Performer specific items/requests o Other Call reservations and make sure all details are secured Call Foundation office and make sure all permits have been signed and are completely ready to pick up Call performer and make sure travel arrangements are secured Assign event shifts for group volunteers (set-up, during, take-down) Create any programs or fliers needed at the event Arrive early for the event set-up Meet vendors at the event and assist with set-up Pick up performer (if necessary) and get to venue Compile/Handle performer requests (if any) Greet guests at the door Have fun! Clean up, remember that your reservations location may have special clean up regulations AFTER THE EVENT Officer in charge: Send thank you notes to sponsors, donors, performers and your hard-working volunteers Do a post-event evaluation (see example) Submit all transactions (cash, check, credit, and in-kind) to your chapter treasurer Make sure to pay all bills and turn in all grant paperwork on time!! **Keep a list of all the people, phone numbers and s that you are contacting throughout your planning. Collect them on the back of this list*

22 Event Planning Contact List Name Committee/Working? Phone Volunteers When/Where Helping? Phone Vendors Providing Phone Sponsors Comments Phone For more information or assistance, please contact: Dan Lara, Executive Director ~ Office: Cell: dlara@mohave.edu Melissa Wadley, College Advancement Manager ~ Office: mwadley@mohave.edu MCC Foundation, 1971 Jagerson Ave., Kingman, AZ Web:

23 BUDGET PLANNING WORKSHEET Here is a sample worksheet to set your project budget. ANTICIPATED EXPENSES ANTICIPATED INCOME Advertising / Publicity $ Bank Charges / Card Processing Facilities Rental Films/Music Licenses Food Lodging Permits Postage Registration Fees Security Speaker Fees / Honorariums Supplies Technical Support Travel Other: Admission Fees $ Raffles $ Donations $ Co-Sponsors (list below) Sponsorship Subtotal Anticipated Grants Income Name of Grant Amt Requested Amt Awarded Name of Grant Amt Requested Amt Awarded Name of Grant Amt Requested Amt Awarded Name of Grant Amt Requested Amt Awarded Name of Grant Amt Requested Amt Awarded Other Income: *Total $ *Total $ If your totals do not match, or if you are not hitting your target goal ~ you will need to adjust your program accordingly. 23

24 POST-EVENT EVALUATION 1. Did we meet our goals/objectives with this event? 2. Did we meet our budgetary goals? 3. Did we have enough volunteers for the event? 4. What could we have done differently to make the event better/ more productive? 5. Did we have enough advertising/pr for the event? How could we have made this better? 6. Did we execute the program in a professional manner? 7. Did we face any group conflict with this program? What was it? How was it resolved? What could we have done differently? 8. Would we bring this vendor/performer in again? Was it worth it? 9. Would we execute a similar program in the future? What changes would we make? 10. How does this program allow us to grow as a group, officer, and leaders? Was it a good program? 24

25 Checklist for Event Planning Identify the tasks that need to be completed and delegate them. Set a completion date for each task. Circle the items that are relevant to your program. All items are not needed for every program. Please feel free to print this page and use it as often as needed. BEFORE THE EVENT: The Budget: Completion Date Assigned To Date Completed Prepare proposed budget Identify funding sources General: Completion Date Assigned To Date Completed Check MCC Calendar Reserve facility Prepare and sign contracts Reserve equipment Coordinate room setup Arrange for security Arrange for disability accommodations Complete permits Comply with MCC/MCCF policies: Completion Date Assigned To Date Completed Sales Fund-raising Use of MCC/MCCF logo Noise Event registration Decorations Committee: Completion Date Assigned To Date Completed Decide on theme Design Purchase materials Construct Entertainment Committee: Completion Date Assigned To Date Completed Contract performer(s) Process payment(s) Advertising/PR Committee: Completion Date Assigned To Date Completed Develop strategy and schedule Design posters (MPIO may assist)* Create content for newspaper releases & ads* Create content for radio/tv ads* *PR needs to be approved by College Advancement and MCC s MPIO department. Submit content in a timely manner to allow for scheduling and distribution. Catering Committee: Completion Date Assigned To Date Completed Set Menu Choose caterer Contract caterer Process payment(s) 25

26 Production Committee: Completion Date Assigned To Date Completed Arrange for equipment Arrange for transportation Arrange for lodging Arrange for meals Tickets Committee: Completion Date Assigned To Date Completed Determine seating arrangement Order tickets (if paper) Setup online ticketing (if appropriate) Determine sales locations Notify ticket office(s) Schedule ushers Secure cash box Other Committees: Completion Date Assigned To Date Completed SEVERAL DAYS PRIOR TO EVENT, CONFIRM: Completion Date Assigned To Date Completed Facility rental and setup Equipment use and setup Security Caterer (and final headcount) Transportation / lodging Tickets sales Ushers Decorations Final wave of promotion Payment for services ON THE DAY OF THE EVENT: Completion Date Assigned To Date Completed Check setup Get cash box (and cash) Transport guests Have Fun!! AFTER THE EVENT: Completion Date Assigned To Date Completed Clean up Send thank you notes Make sure all payments are made Complete evaluation for files 26

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