Planning Special Events - Part Two - The Master Plan
"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