How to Plan an Event
This is a brief guide to planning and hosting events. This document should help members of the Deep Green movement avoid some of the common mistakes made when planning events.
Before you begin, ask yourself these questions and write down the answers:
For events large or small, the secret to success is in the planning. Use a plan to help coordinate your decisions in organizing the event. That way you can keep track of your progress.
You will need to communicate your plan to everyone involved in the event. Everyone needs to understand what part they’ll play and how this fits in with the whole event theme and organization. One way to do this is by writing an event manual.
A calendar or timeline will also be useful to show everyone what needs to be done and when. Work backwards from the event date and put down all the fixed, non-negotiable dates first, e.g. when payment for equipment or venue hire is due.
The venue
Before looking for an appropriate venue, consider first the maximum number of people attending. Look for places based on that number. The cost of a venue will also be a major consideration. Local community halls, non-profit organizations and The Parks and Rec dept of any city are all good places to start ( not to mention cheap).
Consider getting a venue that is too small rather than too large. You want the appearance of a packed house to keep the audience energized.
You want to pay attention to the location of the venue. Is it easy to access by public transport? What kind of parking availability is there. Is it free or will people have to pay.
Other questions to think about are what equipment do you need and does the venue provide it? Is it wheelchair accessible?
The people
Firstly, define the roles you need people for. Keep in mind that you will probably need more people to help during the event than in the preparation and aftermath.
Whether you are working with paid staff or volunteers or a combination of both, you need to make sure you manage your people well. All your people should know what they are doing and know who their point of contact is in the lead up to and during the event.
If you’re recruiting new people make sure you have a clear job description for them. You’ll also need to provide them with any necessary info or training so they can complete their tasks.
With volunteers, it's all about motivation and recognition. Volunteers don't get paid, so they really need to be treated professionally. They should be selected for the position which best suits their skills and experience and briefed on their role.
Thanking volunteers is a must. Send them an email, give them a call, write them a reference for their resume, make them feel appreciated. The event cannot happen without these people, and they should be made to feel this. Whatever way you do it, if you thank them they're more likely to volunteer for you again.
Make Deadlines and check in frequently!
The money
You need to create a budget and stick to it. Cash flow is a big part of this. You need to find ways to get money and you need to receive that money in time to pay for people, venue and equipment for your event.
You can find budget templates on the Internet, but to begin you should list all your income (money you already have or that you will receive) and expenses (what you need to pay for).
Keep accurate records of what you have paid for and when, i.e. keep copies of all receipts and invoices relating to the event.
Sponsorship
Sponsors are partnerships your event or organization can have with organizations, businesses or government departments. Sponsorships do not mean that you need to sell out on what you believe or what you are trying to achieve. You need money for your event and sponsors benefit from making contributions to the community.
You can pursue two types of sponsorship: in-kind and cash. In-kind is in the form of goods and services the sponsor will provide for free instead of giving you money.
When looking for sponsors for your event, contact organizations that have similar aims to yours or that appeal to the type of people that your organization or event caters for. Food co-ops and collectives are great for this. They may not be able to give you money but they can usually provide food or other services or goods that will help.
Keep all your communications personal. Phone rather than email or write letters and meet with potential sponsors in person if possible. They are less likely to say no if they have to say it to your face.
Sponsors want to get their organization's name out there. What you offer them in return for their financial or in-kind support depends on the level of their sponsorship. You can thank your sponsors in a speech at the event and acknowledge them in event advertisements and publications.
Promoting The Event.
First, if your event is in Canada post it to the People and Planet Calendar.
Write a press release. Press releases are generally two paragraph descriptions of your event with all the important information, sponsors and often a quote or two. Write the PSA from the perspective of someone not directly organizing the event.
Find out which radio & TV stations do public service announcements (PSA's) or community event announcements and send them your press release. Ask around for a recent "media list" to obtain more contacts. If your event is newsworthy (big name speaker; controversial topic; also contact news departments. You can often find media lists and contact names on the internet.
Send or fax you press release to any newspapers, newsletters & magazines that carry community events.
Find out if there are any e-mail lists and on-line calendars for people sharing your interests. Ask around at relevant groups and organizations.
Poster, the neighborhoods near the event: churches, schools, libraries, bookstores, health food stores, cafes, laundromats, offices of related organizations.
The Event Itself
Logistics
This is all the bits you have to get right for the event to come together. It involves communications and management of people, product and facilities. Security, power, water, food, transport, accommodation, ticketing, and emergency procedures are all logistical concerns.
Equipment, contact lists and maps for event staff, and signage to direct participants at the event are examples of logistical elements.
If yours is a large event it may be necessary to have a logistical manager. This person should be in contact with all other managers, e.g. artistic director, finance manager, promotions manager, volunteers coordinator.
Risk management and legal issues
Think through the risks of different elements of your event. Have a plan for how to minimize risks and how to deal with problems if they occur. Check out the legal requirements of what you're doing. For example event insurance ( if needed), permits for road closures.
Things to consider are health and safety, especially hygiene with food handling and preparation. There are risks for both event staff and participants that you should plan for, e.g. safety with equipment, crowd management.
You also need to think about sound and lighting at your event, e.g. how to present information at a public forum or how journalists can record a media conference.
This is by no means a comprehensive guide to event planning. It's what we have learned from our own experience of organizing. We would be more than happy for people to share any relevant information that may be missing. Please contact us at deepgreenfertileground@gmail.com with questions or comments.
Before you begin, ask yourself these questions and write down the answers:
- Why is the event being held?
- Who will be the stakeholders in the event? (who will be interested or involved in the event?)
- When will the event be held?
- Where will the event be staged?
- What is the event content?
For events large or small, the secret to success is in the planning. Use a plan to help coordinate your decisions in organizing the event. That way you can keep track of your progress.
You will need to communicate your plan to everyone involved in the event. Everyone needs to understand what part they’ll play and how this fits in with the whole event theme and organization. One way to do this is by writing an event manual.
A calendar or timeline will also be useful to show everyone what needs to be done and when. Work backwards from the event date and put down all the fixed, non-negotiable dates first, e.g. when payment for equipment or venue hire is due.
The venue
Before looking for an appropriate venue, consider first the maximum number of people attending. Look for places based on that number. The cost of a venue will also be a major consideration. Local community halls, non-profit organizations and The Parks and Rec dept of any city are all good places to start ( not to mention cheap).
Consider getting a venue that is too small rather than too large. You want the appearance of a packed house to keep the audience energized.
You want to pay attention to the location of the venue. Is it easy to access by public transport? What kind of parking availability is there. Is it free or will people have to pay.
Other questions to think about are what equipment do you need and does the venue provide it? Is it wheelchair accessible?
The people
Firstly, define the roles you need people for. Keep in mind that you will probably need more people to help during the event than in the preparation and aftermath.
Whether you are working with paid staff or volunteers or a combination of both, you need to make sure you manage your people well. All your people should know what they are doing and know who their point of contact is in the lead up to and during the event.
If you’re recruiting new people make sure you have a clear job description for them. You’ll also need to provide them with any necessary info or training so they can complete their tasks.
With volunteers, it's all about motivation and recognition. Volunteers don't get paid, so they really need to be treated professionally. They should be selected for the position which best suits their skills and experience and briefed on their role.
Thanking volunteers is a must. Send them an email, give them a call, write them a reference for their resume, make them feel appreciated. The event cannot happen without these people, and they should be made to feel this. Whatever way you do it, if you thank them they're more likely to volunteer for you again.
Make Deadlines and check in frequently!
The money
You need to create a budget and stick to it. Cash flow is a big part of this. You need to find ways to get money and you need to receive that money in time to pay for people, venue and equipment for your event.
You can find budget templates on the Internet, but to begin you should list all your income (money you already have or that you will receive) and expenses (what you need to pay for).
Keep accurate records of what you have paid for and when, i.e. keep copies of all receipts and invoices relating to the event.
Sponsorship
Sponsors are partnerships your event or organization can have with organizations, businesses or government departments. Sponsorships do not mean that you need to sell out on what you believe or what you are trying to achieve. You need money for your event and sponsors benefit from making contributions to the community.
You can pursue two types of sponsorship: in-kind and cash. In-kind is in the form of goods and services the sponsor will provide for free instead of giving you money.
When looking for sponsors for your event, contact organizations that have similar aims to yours or that appeal to the type of people that your organization or event caters for. Food co-ops and collectives are great for this. They may not be able to give you money but they can usually provide food or other services or goods that will help.
Keep all your communications personal. Phone rather than email or write letters and meet with potential sponsors in person if possible. They are less likely to say no if they have to say it to your face.
Sponsors want to get their organization's name out there. What you offer them in return for their financial or in-kind support depends on the level of their sponsorship. You can thank your sponsors in a speech at the event and acknowledge them in event advertisements and publications.
Promoting The Event.
First, if your event is in Canada post it to the People and Planet Calendar.
Write a press release. Press releases are generally two paragraph descriptions of your event with all the important information, sponsors and often a quote or two. Write the PSA from the perspective of someone not directly organizing the event.
Find out which radio & TV stations do public service announcements (PSA's) or community event announcements and send them your press release. Ask around for a recent "media list" to obtain more contacts. If your event is newsworthy (big name speaker; controversial topic; also contact news departments. You can often find media lists and contact names on the internet.
Send or fax you press release to any newspapers, newsletters & magazines that carry community events.
Find out if there are any e-mail lists and on-line calendars for people sharing your interests. Ask around at relevant groups and organizations.
Poster, the neighborhoods near the event: churches, schools, libraries, bookstores, health food stores, cafes, laundromats, offices of related organizations.
The Event Itself
Logistics
This is all the bits you have to get right for the event to come together. It involves communications and management of people, product and facilities. Security, power, water, food, transport, accommodation, ticketing, and emergency procedures are all logistical concerns.
Equipment, contact lists and maps for event staff, and signage to direct participants at the event are examples of logistical elements.
If yours is a large event it may be necessary to have a logistical manager. This person should be in contact with all other managers, e.g. artistic director, finance manager, promotions manager, volunteers coordinator.
Risk management and legal issues
Think through the risks of different elements of your event. Have a plan for how to minimize risks and how to deal with problems if they occur. Check out the legal requirements of what you're doing. For example event insurance ( if needed), permits for road closures.
Things to consider are health and safety, especially hygiene with food handling and preparation. There are risks for both event staff and participants that you should plan for, e.g. safety with equipment, crowd management.
You also need to think about sound and lighting at your event, e.g. how to present information at a public forum or how journalists can record a media conference.
This is by no means a comprehensive guide to event planning. It's what we have learned from our own experience of organizing. We would be more than happy for people to share any relevant information that may be missing. Please contact us at deepgreenfertileground@gmail.com with questions or comments.