Event Development, Planning, Promotion and Logistics

What makes a great event?

A discussion on how to make it crazy good – without going crazy . . .

Planning, Planning and more Planning

A discussion on how to make it crazy good – without going crazy . . .

6 – 12 Months OutWHAT IS THE BUDGET?

What is the purpose of this event?

FundraiserBrand Awareness/Product Promotion

Celebration

6 – 12 Months OutPick a Date

(and stick with it!)Check for calendar conflicts

Choose a Theme(and stick with it!)

6 – 12 Months Out

Site visit at potential sitesFeasibility, Capacity, Lighting, Power, Kitchen

Facilities, Access

6 Months OutCreate contact list for vendors:

site rental, table/chair rental, decorations, food, drinks, sound/lights, entertainment, promotional

materials, media buys, etc.Investigate need for permits, licenses, insurance,

etc.

6 Months Out

Determine # of attendeesCompile mail/email lists

Cost EstimatesDraft initial budget/spending plan

3 – 6 Months Out

Get written contracts from vendors(site, entertainment, food, etc.)

Invite/Confirm VIP’s, Speakers, Sponsors, etc.

3 Months OutDevelop Graphics

LogoSave the Date, Invitation, Promotional Materials

Set marketing and public relations scheduleStart-up to Wrap-up

3 Months Out

Investigate need for permits, licenses, insurance, etc.

3 Months OutRequest logos (sponsors)

Order invitations, promotional materialsComplete mailing list

Sign contracts

2 Months Out

Mail invitations, distribute promotional materialsConfirm orders and contracts

1 Month Out

Walk-through venueConfirm orders and contracts