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