Event planning 101
Transcript of Event planning 101
event planning 101from the school of hard knocks
events
• who - who is your audience
• what - what kind of event
• where - this is big
• why - what’s the point
• how - what are the details
disclaimer• definitely no event planner
• twestival - 3 events in the bag
• podcampaz - on the organizing team with 3 events
• will give a look at what goes into planning twestival phoenix
twestival challenges
• subject to whims of global
• date not flexible
• infrastructure determined
• timing not up to us
who• who is your audience
• drives decisions - format, venue, etc.
• who is your sponsor audience
• positioning of event will depend on this
• where will you get volunteers
who: team• advisors
• registration
• volunteer coordinator
• event director
• raffle / silent auction
• documentarian
• a/v
• design
• development
• social media
what• purpose behind the event?
• event type?
• social / educational?
• provide food/drink?
• entertainment? activities?
• size / scope? event day
• recurring?
where• venue is key
• venue is key
• venue is key
where: considerations
• cost - space, services, service charge
• location
• insurance
• services provided (food, drink, tables, chairs, wifi, etc.)
• allowance of outside goods/services
• licenses required / fees
why• what is the purpose?
• social / educational /charitable?
how: team• meetings
• basecamp
• im
• google docs / forms
how: charity• nominations - uservoice, blog post
• research
• twitter profile - followers, # tweets, stream
• charity navigator / guidestar
• website
• charity
how: publicity• blog - wp please?
• twitter - tweets, w/link to blog posts
• cotweet / hootsuite / tweetdeck (sched)
• yelp
• press releases
• brand > username
how: listings• blog
• upcoming
• yelp
• twitvite
how: fundraise• platforms
• amiando / eventbrite
• firstgiving / charity sites
• blog
• pif
• sponsors
• donors
how: sponsors• with twestival, big social payback
• see what companies want to engage in sm
• what value can we provide to them
• attendee demographics
• social media exposure
• sponsorship levels
• row feeder
how: donors• what value can we provide to them
• social media exposure
• beat the street
• keep going no matter what
• resources
• one sheet w/event & charity info
how: day of• registration / payment
• laptops > platforms
• silent auction
• bid sheets / tally / announce / collect
• sponsors / donors
• keep contact / document
how: day of• volunteers
• coordinator / schedule
• food / beverage
• entertainment
how: after• sponsor thank you’s
• continued social media exposure
• donation receipts
• follow up
• wrap up
• media - flickr / youtube / etc.
how: after• recurring
• use the same platforms
• strengthen the relationships
• make it easier every year