With a solid plan in hand, party organizers take the first step toward creating a successful community event. By going through all the details beforehand, planners can lower the risk of unexpected surprises that detail an event.
An event plan covers all the event components. In addition to covering practical issues, it also may contain a timeline establishing when everything should happen. Some of the main areas every event plan should cover are listed below.
Start With the Purpose
The best place to start with event planning is by setting goals. A purpose statement for the event should clearly provide reasons why organizers are holding an event and what they hope to accomplish. It’s important for all event stakeholders to agree on these two crucial points. That way, everyone goes into the planning process on the same page in terms of what success will look like, such as reaching a fundraising goal or attracting a certain number of guests.
Pick a Date and Location (and Backups)
Time, date and place are the foundations for an event. Everything starts from these points, in terms of planning. Planners need to take great care in picking a date that works for the majority of expected guests, entertainment acts, food vendors, etc. Always choose a backup date, especially for outdoor events where one rain storm can wash out all your plans.
Delegate Responsibility
Every important phase of a successful community event needs a person in charge to oversee all the details. This includes areas such as hiring entertainment and speakers, working with the venue, food and drink, parking, and marketing and publicity for the event (including a website or Facebook page).
Hiring Vendors
Go over details of contracts with vendors, including those who bring entertainment, food and any supplies. Each may have specific needs in terms of setting up and breaking down equipment when the event is over. You’ll want to make sure you understand what each vendor expects, including power and space needs.
Find Partners and Sponsors
A successful community event should draw together everyone, and that includes local businesses, nonprofits and even public agencies. Planners should contact these organizations ahead of time to see if they are interested in sponsoring the event, lowering the event’s costs and providing the event partners with valuable publicity.
Provide Exceptional Entertainment
Planners have many options on the type of event entertainment they provide guests. They include thrill rides, inflatable games and slides, carnival games and more. Party planner should have no difficulty finding entertainment that matches the event theme.
Early Set Up
It’s key to get everything set up as early as possible for an event, because there is always at least one curveball to handle. That curveball typically involves making a last-minute run to the store to get some missing items, as well.
After the Event
It’s a smart move to write notes thanking volunteers, sponsors and crew members for all their hard work. Also, speak with people who attended the event to find out what you can change for next year to make your community event even more successful!
Following these tips helps event planners create an entertaining experience and a successful community event whether it’s a fundraiser, seasonal event or annual community bash.
