When planning an event ask yourself these questions first:
- Why are we having this event?
- How much will it cost?
- What will happen and where will it be?
- What if….
- Who’s coming?
- How can we make sure people have fun?
Do’s and Donts
- Develop a purpose and goal for your event. Never throw an event just to have an event.
- Organize a strong team. You need a solid team of about 5-10 people to organize an event. If you do not have a strong team, do not plan an event. Never try to throw an event by yourself.
- Work with your coalition contacts to combine resources. Use partners for volunteer support, supplies, and advice to ensure a successful event.
- Promise something you cannot deliver. If you think you can recruit 50 people to attend your event, do not promise 500 people.
- Choose a venue that is too large for your target amount of people. A 75 person event is impressive, but not when it is held in a venue that holds 2000. Keep your venue small and in a high traffic area.
- Hold an event that is longer than 3 hours. It is too hard to maintain interest and attendance. Always reserve the venue longer than the advertised time so people can come early and hang out afterwards; but only supply programming for 3 hours or less.
- Also publicize your peak time to the press. When do you expect the best speaker and largest crowd? This is the time to tell the press to arrive.