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Event Planning Tips

November 14, 2011

Step 1: Form a Working Group or Host Committee
You don't have to do it alone! Some of the most successful events include a group of people who represent a wide range of ideas and expertise. Once you have formed a working group, call a meeting to formulate an event-planning checklist, assign roles and delegate responsibilities.

Step 2: Choose a Location
Keep it simple! Fancy and elaborate does not equate a greater generating capacity. The easiest place to have your event might be the best place including,

  • Your house or apartment or a friend or family member's place
  • A local community center or church
  • A coffee shop, bowling alley, or club
  • Any place that is fun, convenient and free!
Keep in mind the nature of your event, the ages/interests of your guests, and your budget when choosing a location.

Step 3: Pick a Date
Choose a date that works for you, your chosen location, and the majority of the people you are planning to invite.

Step 4: Create your Invitations and Develop an Invitation List
This is your opportunity to be truly creative! The design is all your own, from an evite to a hand crafted invitation, but be sure to include all the pertinent information in the context, including:

  • Date
  • Start/End Time
  • Location
  • Description of event/theme and activities
  • Cost (if applicable)
  • Working Group Members and Contact Information  
  • RSVP deadline and contact information (if applicable)

Step 5: Generating Donations and Dollars
In thinking about the best way to raise money at your event, be sure to consider the people that you are inviting as well as the type of event you are having and associated costs. Here are a couple of things to consider:

  • Would most of your guests be able to make a contribution at the door?
  • Are you providing food or an activity that has a cash value (bowling, etc)?

Step 6: Final Event Check List
Throughout the event planning process you've been adding to and crossing out "to do's" on your list and now is the time to verify that all necessary tasks have been completed. Send an event reminder to all potential attendees

Step 7: Post Event Follow Up
Congratulations! Your event was a tremendous success, but there are a few things that still need to be completed, including sending "thank you" to your working group, attendees, venue, etc.

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