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Planning your Event!Eat So They Can 2013
Define your goal
What is your event about?What do you want your end result to be?Is it realistic?Who is your audience/clientele?Can you do it all on your own or do you
need help?
Type of Event
Deciding the type of event you are going to hold defines the answers to the rest of the questions in this presentation.
Chose your target age group or population.
Details need to be appropriate to your audience:◦Time, Day, Dress, Food and Drink, Activities,
Entertainment, Prizes, Location.
BUDGET
Set your budget right at the beginningStay organised
◦Keep track of all expenditures◦Keep all receipts◦A spreadsheet is a great way to stay on top of
everything!
Budget
When working out costs for your event:◦Make sure the cost is appropriate to your
audience◦Work out how much of your entry/ticket costs
go directly towards to cause◦Is it a great deal?◦Don’t be afraid to ask for a better deal from
venues and suppliers!
Other ways to raise funds
Once you have decided on the type of event you are running, here are some other options for raising more funds!
Raffles – donations of prizesGames
◦Heads or tails, Coin closest to the bottle, Challenges, Trivia competitions, Board games.
Auctions
Sponsorship
Sponsorship is a great way to support your event!
Sponsorship can be in the way of funds, goods and services and donated prizes.
Develop a sponsorship plan; what is “in it” for the sponsors
Advertising, promotion at event, tickets, logo on promotional materials, space at venue.
Sponsorships
Is/Are your sponsor(s) appropriate to the cause?
Too many sponsors?Don’t make promises you can’t keepGive them some info about ESTC and the
work that they do.A thank you after the event is super
important!!!!!!!
Your Venue
Is your venue easily accessible?Disables access?Decorations – It is easy to make
somewhere look stunning for not much money!
What does the venue provide in the package/hire cost?
Catering and BarExtra costs
Advertising and Promotion
Free advertising options are out there!
◦Facebook and Twitter◦Community Notice Boards and Newsletters◦Shop windows◦Letterbox drops◦Newspaper coverage◦Press Releases
Advertising and Promotion
If purchasing advertising:
◦Make sure the form of media you are using is reaching your target audience
◦Negotiate with the provider – pay for advertising space in return for free promotion as well i.e. – newspaper articles, on air mentions, photographs
Eat So They Can!!!
Catering is a big part of your event!!
Do you need to provide options for dietary requirements?
Is food appropriate for your event – cocktail, sit down meal, buffet.
If they offer you a taste test, go for it!
Timeline
Have a timeline of how you want your event to run.
Give this timeline to:◦MC or Guest Speakers◦Entertainment◦Venue operators◦Security
If you get disheartened
Remember why we do this:
On the day!
Relax! Everything will be fine! Wear comfortable clothes and shoes when
setting up – you will be on your feet and you may get dirty!
Drink lots of water, especially if you are going to enjoy a few drinks that night!
Keep a folder with all details with you at all times – quotes, contact details and contracts.
On The Day
Make sure all details have been covered. Check all sound and audiovisual equipment
twice. Once when it is all set up, and once just before your guests arrive.
Don’t try to do it all yourself – ask for help if you need it!
Have a contingency plan!!!Stick to your timeline as much as possible, if
you need to change it, make sure everyone it affects knows!
AFTER YOUR EVENT
Find out how much you have raised for ESTC!◦If you can give a rough estimate during your
event, this can be very exciting, people love to know how much they have helped out the cause!
Send out thank you notes within a couple of weeks.
Give yourself a pat on the back! You did it! WELL DONE YOU!!!!
How to grow your event with Social Media
If you’re using
FaceBookTwitter
G+
LinkedInPinterestYouTube
etc
Social media can help find
SponsorsSuppliers
Supporters
And grow your event
Where possible reference
@EatSoTheyCanOr
#ESTC
Think of social media as being like dropping a
pebble in a pond
Keep messages
ShortSharp
To the pointShare links (Blog, Website)
Use Images
Follow up
It’s important to follow-up on your updates
Let people know your progress
Ask, Ask, Ask
To help grow awareness – ask, ask, ask
Want something shared – ask
Have a calls to action
Inspire people to act with clear,motivating steps
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