Event Development, Planning, Promotion and Logistics

What makes a great event? A discussion on how to make it crazy good – without going crazy...

Planning, Planning and more Planning A discussion on how to make it crazy good – without going crazy...

6 – 12 Months Out WHAT IS THE BUDGET? What is the purpose of this event? Fundraiser Brand Awareness/Product Promotion Celebration

6 – 12 Months Out Pick a Date (and stick with it!) Check for calendar conflicts Choose a Theme (and stick with it!)

6 – 12 Months Out Site visit at potential sites Feasibility, Capacity, Lighting, Power, Kitchen Facilities, Access

6 Months Out Create contact list for vendors: site rental, table/chair rental, decorations, food, drinks, sound/lights, entertainment, promotional materials, media buys, etc. Investigate need for permits, licenses, insurance, etc.

6 Months Out Determine # of attendees Compile mail/ lists Cost Estimates Draft initial budget/spending plan

3 – 6 Months Out Get written contracts from vendors (site, entertainment, food, etc.) Invite/Confirm VIP’s, Speakers, Sponsors, etc.

3 Months Out Develop Graphics Logo Save the Date, Invitation, Promotional Materials Set marketing and public relations schedule Start-up to Wrap-up

3 Months Out Investigate need for permits, licenses, insurance, etc.

3 Months Out Request logos (sponsors) Order invitations, promotional materials Complete mailing list Sign contracts

2 Months Out Mail invitations, distribute promotional materials Confirm orders and contracts

1 Month Out Walk-through venue Confirm orders and contracts