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“The master plan is the plan you create to ensure you have
covered your bases when planning your event. Doing so will
increase your chances of having a wildly successful outcome,
leading to more referrals, happy clients and more sales.” Heidi
Richards

1. Create your checklist. A checklist provides an organized
roadmap to executing your event. What resources will you need,
donations, people, money? - A sample checklist is included below.

2. Create a Timeline! This should be a part of the checklist and
is perhaps the most important component of the document that
will insure the success of your event. The timeline should
include items such as, when programs are printed, when
invitations/brochures should be printed and mailed, when to
start the media or publicity campaign, when to order
decorations. It includes registration deadlines. If it has not
already been determined, the timeline also includes the location
of the event.

3. Create your budget. This should include all revenue
opportunities (registration sales, tickets, donations,
sponsorship, concessions). It should also include expenses for
printing, lodging, food, supplies, security, speakers, permits,
insurance, postage and miscellaneous items yet to be determined.

4. Think about logistics. They include the size of space needed
for the event, setup (tables, chairs, parking, signs,
port-a-potty’s, tents), cleanup, emergency plans, transportation
and the services that are provided by police and fire
departments.

5. Promote the event. What is the major objective of the
publicity? Is it to raise awareness or attendance? Is it to
build good community relations? If you do not have a media list,
it is never too soon to start creating one. Whom do you know who
works for local print, radio and television? Whom do you know
who knows someone who does? If it is a local event, drawing on
the local community, find out if a local Media Guide or
directory is published. Many newspapers have these resources,
and so do many libraries. If it is a national event, look for
national media directories for assistance. There are several to
choose from. Some of the ones I use are: Gebbie Press All-in-One
Directory (1-845-255-7560), Bacon’s Media Catalog
(1-800-621-0561), and Bradley Communications (1-800-989-1400).
These directories are available on disk or books.

Here’s a step-by-step checklist to help you organize your event.

The Task:

___ Select members of the planning team. Include leaders of
specific events to be

completed by (date).

___ Develop the master plan by (date). This may include the
theme, location, etc.

___ Choose the date for the event by (date).

___ Select secondary team leaders (subcommittee chairs) for
logistics by (date).

___ Recruit or hire team members for logistics by (date).

___ Create your publicity/ media campaign. Alert the media of
photo and interview opportunities by (date).

___ Prepare the “copy” for print materials including program,
registration forms,

tickets, registration/ identification badges, ribbons, awards,
etc. by (date).

___ Plan the decorations by (date).

___ Develop the schedule of events. Distribute to each person on
the team. Review assignments.

___ Determine how registration will be handled and by whom.

___ Create an Emergency Plan in case the event has to be
cancelled or postponed.

___ Have a “dress rehearsal” of the event with all responsible
parties to review roles and responsibilities of entire team the
day before.

___ Have the Event!

___ Mail a copy of the program and thank you letter to sponsors
and supporters of the event as soon as possible after the event.

___ Send hand-written thank you notes to your host (employer)
and the team you worked with. If possible, include photos.

___ Evaluate the Event

© 2005 - Heidi Richards