Event planning isn't rocket science, but it can easily be overwhelming if you've never done it before or if you are in charge of a large event. I've found that event planning can be easier to manage if you break it down into bite-size chunks. For example:
- Clearly define the event
- Where will the event be?
- Who will attend the event and why?
- What's the purpose of the event?
- When will it be? How much time do you have to plan it?
- Outline a budget and funding sources. Is it for-profit or not-for-profit? What is your break-even point?
- Identify key functions - marketing, promotion, fundraising (if needed), planning, logistics, refreshments, volunteers, etc.
- Calculate timing. Start with the event date and work backward to see when things need to be done. If you have an event six months away, what needs to be done the week before? the month before? three months before, etc.?
- Create a committee or core group of volunteers to help iron out the details. Let each person take a role that suits their skills, talent and availability. Meet regularly but make each meeting productive with clearly defined goals.
- After the event, host a fun "recap meeting" to get input from the parties involved. What worked well? What could be improved upon next time? Did you achieve your goals?
Good luck - it isn't as hard as it seems when you break it down into manageable tasks.
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