Lets plan an event
Lets plan an eventLiberty County Chamber of Commerce &
CVB
So you think youre a master event plannerVideo
What do we do in a year10 Progress Through People LuncheonsOn
average 30+ ribbon cuttings12 Business After Hours (2 that we
handle everything for)10 exhibit openings4-8 workshops9 Leadership
Liberty Sessions (to include graduation & ATL visit)Tourism Day
at the CapitolFilm Day at the CapitolBoard RetreatCupcake War2-4
Eggs & Issues BreakfastsChamber Annual Banquet
continuedGolf TournamentLow Country Boil1-2 Hail/Farewell events
for ArmyCelebrate at least 1 holiday per month membership
wideLegislative Appreciation every other year (2017)3rd ID Day at
the Capitol every other year (2017)10+ SPLOST community meetings
(2016)Blues & BBQChristmas ParadeChristmas in the ParkChili
Cook-off (2016)Chamber Backyard BBQ (2016 and ongoing)
How many we do it withA staff of 7 people puts together all of
these events. Some take place in the same week. Some in the same
day.Most of our volunteers come in with: Blues & BBQ, Christmas
in the Park & the Christmas Parade. This is an additional 5-10
planning folks and 5-10 volunteers per event.
MARY
5
Our how to is called a to do
Video
Why a to do vs a how toBecause everything has to get done. It
doesnt matter who does it. Or who gets credit for it.Because while
there is a semblance of numbering or sequencing of tasks, it still
must all get done and if youre doing it as a TEAM then everyone can
be working on something. How do you keep track of the TO DOWe use
an Excel spreadsheet that we can all access at any timeIf you are
the lead for the event you set the deadline priority and assign
tasks, otherwise people can choose tasks that they are either
familiar with or have time to do amid their regular job duties.If
we dont have file sharing how do I use this method? Use Google
Docs/Sheets, its free & easy! Click here
ExampleTaskDoneWhoFollow-uporder sponsor sign from xpress
signs28-SepLeahPick up on Mon 10/3 ($120)- DONE by Marycall
sponsors to get headcountJoeyget "stuff" from sponsors per
agreementJoeydouble check with Shell House they're all set; make
sure we have tea28-SepErincall 9/28 to verify numbers, verified tea
and time for oystersGet Water
To doWhat is the goal of your event?To have a lot of people?To
make money?To educate?Just to be fabulous?Why is this
important?Because without a goal you cant plan. To educate, you may
not want loud music and/or entertainment. To make money, you need
to keep costs low & search for bargains more effectively. To
have a lot of people, you might want to put more $ into
marketing.
MARY
To doChoose a date/time/locationA great idea when choosing a
date is to check w/the Chamber & CVB for the community
calendar, to include things like City/County Commission meetings,
Ribbon Cuttings, Galas & more!Be sure to check popular sports
schedules locally & nationally. Especially football. Be sure to
think about the time of year & the weather.Make sure that your
venue can accommodate your chosen date or guess what? Its not your
date anymore!Make sure your caterer can accommodate your date or
same goes! If you are using property other than your own, there may
be a permitting process. Be sure to check and see what process you
have to go thru.
MARY
To doBudgetSample event budWhy budget & how to trackUnless
youre independently wealthy we all need to watch pennies.Even if
your goal isnt to make money, one of your goals should be to have a
great event as cost effectively as possible.Whether you are the
bookkeeper or someone else is, make sure that expenses are tracked
where you can see them at all times.ExpensesSunday Evening
EventSound/lightingTransportation (bus)Tent RentalTable
cloths/cleaningEntertainmentFacility costFansPrinting
costs/BindersInvite printingFood Promotional Products/giftsLight
RentalTable/Chair RentalCenterpieces/dcor PostageSecurity/Crossing
GuardsAlcoholBartenderPostageLiquor Rider for
InsuranceIceMiscellaneous ExpensesSignsTotal:
To doCommittee/Staff DrivenDepending on the size of your event
determine how large of a committee you may need to plan that
event.Set a regular meeting schedule BEFORE or at the first meeting
& stick to it.Assign/request volunteers for sub committees.
Determine if you will need additional volunteers for your event
beyond committee members. Sometimes it is MUCH easier to keep
things internal and run them yourself. Less opinions.
To doEntertainmentIf you need entertainment this should be done
very early on. A lot of bands, solo performers & other groups
book months in advance. Waiting until 4 weeks before your event is
not the time! And most require a deposit. Ask for a contract. If
they dont have one do one yourself. This should include the price,
how must they be paid, how long they will play/sing/perform and any
other concessions you have to make (food, beverages, merch tables,
etc.)For larger events you usually have a rider from the performer
with certain requirements for sound and equipment. Pass this info
along to your sound technician and make sure the two communicate
well in advance.Make sure you are aware of any electrical needs.
Bands often plug in so much stuff that a regular 110v wall outlet
is not sufficient. You may have to get an electrician to install a
jump box to avoid tripping breakers.TIP-negotiate with an artist
who may be in your area already. (how do I know that?)Make sure you
understand the stage requirements for things like space needed
& overhang heightMake sure you understand any dietary
restrictions of your entertainers.
MARY
To doPermitting City of Hinesville requires permits for 50 or
more people. This is an Assembly Permit. Click here. This should be
done at a minimum of 30 days prior to your event by their policy.
Our recommendation is to do it at least 90 days prior. Especially
if you are going to need HPD/Fire/Public Works support. Are you
having alcohol at your event?If your event is in the City of
Hinesville limits then you are required to get a local permit for
alcohol consumption. That local permit then has to go to the State
for approval through an online process that takes at minimum 30
days to complete. https://gtc.dor.ga.gov/ From there you can order
alcohol, providing the approved permit to a distributor.You are
also required to get an alcohol rider on your insurance policy to
protect yourself, committee members, the facility and your
business/organization. Having alcohol at your event will require
some type of security.Having alcohol requires some type of ID check
system (remember flashlights & separate colored bracelet for
drinkers who are of age)
ERIN
To doMoneyFor large events an on-site banker is best. Someone
who is behind the scenes, collecting cash quietly and locking it
away somewhere.For ticketed events one person again handling the
money is best. He/she sees to the change needs and is ultimately
responsible if money is misallocated.
ERIN
To doMake a site plan.Even if you dont really know where
everything is going to go exactly, it is useful to have, especially
for volunteers & those new to your organization/business.Things
like: where are the trashcans, vehicle parking, water sources,
bathrooms, emergency vehicle parking, first aid kitAnd then
eventually for a large public event: vendor layout, volunteer rest
station, registration, stage, etc. TIP: A Mothers Area is something
we get requested a lot at large scale events.TIP: Knowing the
rules/laws/ordinances on pets based on your event location.
To doSponsorsIf your event requires a budget outside of your
organization/business then you may have to find sponsors. Sponsors
are going to want bang for their bucks! And theyre going to want a
written package.Make sure you require a sponsorship contract that
clearly outlines what youre giving, what theyre receiving and when
money is due. Make sure you fulfill your obligation to the sponsor
and follow up with a thank you card afterwards. If you are posting
on social media on their behalf, tell them those results. If they
get free tickets, make sure you confirm the number who are
attending, as the number of free people can frequently get
increased without your knowledge.
To doMarketing/Collateral MaterialsName your event-this will be
the branded nameUse of the word Annual before the 2nd year causes
confusion & what if you decide not to do it again?Incorporate
the event into your existing advertising, public relations &
marketing campaigns.Lets talk about Facebook events
(https://www.facebook.com/events/876489165807233/) Why/when should
I create oneWhy should I boost oneHow do I track attendanceHow do I
cross post eventsWhy shouldnt I create a separate Facebook page
just for my event?Create an individual press release on every
production element of the event.SponsorsEntertainment scheduleWhere
do proceeds goBe sure to use social media and cross promote with
other community events/organizations where you are able.Remember
that the Chamber/CVB does free flyer design for community eventsIf
an invite is required, save-the-dates are great 2 months out &
a regular invite a month out.If you have to order signage for
sponsors or marketing, order several weeks in advance & set a
plan to go pick it up.
To doSecurityBased on location of your event (Hinesville or
elsewhere) you may be required to have officers present.The number
of officers is determined by the law enforcement agency based on
the number of people you think maybe present.To schedule officers
for Hinesville you contact Kirkendall (368-8211) and for the
Sheriffs Dept its NestorIt is often helpful to have skilled traffic
officers as well for large events to help with parking.Be sure to
include paying these people in your budget. They do not work for
free. Traffic officers are typically $15 per hour and security is
$20 per hour.
MARY
To doShopping ListBest to do several days before the event.
After you have gotten everything from storage/office supply closet,
etc. ready to go. That way any I thought I had them items can be
scratched off & not duplicated.Shopping lists are best done in
DETAIL. Dont just put salsa, put 16 oz of salsa or 24 oz, otherwise
you may get 5 gallons. If the detail doesnt concern you then assure
the shopper that the detail is not important, i.e. string color.For
events that you do monthly or yearly, keep your shopping list so
you do not have to recreate the wheel each time.We encourage people
to shop local and shop Liberty, however, sometimes Sams is a needed
thing. And Sams is a Chamber member! Win-win! A handwritten
shopping list is NOT preferable if you are NOT the shopper. If
someone else is completing this task taking 5 minutes to type it to
ensure that Leah Ground Meat is actually Lean Ground Meat is one of
those necessary evils.Choose your shopping time wisely. Dont head
to Walmart at noon or 4pm, its going to be busy.Have a plan for the
day to shop based on your space to store stuff. If you buy 15
pounds of meat it has to go somewhere before your event. If you
dont have a refrigerator or space to store you have just wasted
time and money. Same goes for beverages that must be kept cold. If
you purchase beer cold you have to KEEP IT cold. MARY
To doAlcohol PurchaseWhat to buy We typically do beer &
wineWineWe usually do a Moscato, Reisling & Merlot. There are
far more Moscato drinkers in Liberty County than the other types of
wine.You dont chill the red. You do chill the others.Make sure you
have a corkscrew.Make sure you have cups.We usually do liter
bottles a 2 to 1 ratio on the whites and 3 to 1 on the reds. So
more moscato, then more reisling and less merlot.Koozies are
gold.We typically do a domestic and import beerUsually Budlight
& YuengLing are the most popularWe prefer kegs, less trash
& less workIf you must order other, use cans, they WEIGH far
less.Remember if it comes cold, its kept cold. If its not cold, it
needs to be iced at least 4 hours prior to the event.Icing
beverages requires FAR MORE ice than you realize. You will need at
least 10 bags for 2 large coolers to fill them ONE time. Re-icing
as it melts will require an additional cooler with bags inside.
To doStorage/Supply ListType out what youre going to need from
your closets, storage units, etc. and also use this same list to
solicit donations from board members, volunteers and others. Its
best to go over the list with your entire group because what one
person remembers another may forget. Remember to always pack &
take a tool bag. Complete with: scissors, hammer/nails, rope,
fishing line, tape of various sorts and zip ties.Gather stuff from
storage/closets the week of the event. Early in the week so you can
replace missing or broken items.For night time events dont forget
flashlights & test the batteries.Extra pens/markers are also
always helpful. Make sure you have a vehicle or vehicles that are
large enough to transport everything. Or think about renting a
Uhaul or other truck.
MARY
To doDecorateIdeasPinterest is always helpfulLocal stores like
Stacys Florist or CarlasGood websites to order
from:Save-on-crafts.comOrientaltrading.comPlanDo you know where
tablecloths are coming from if you need them? Do you have to clean
them? How much are they? Remember to add to budget.Do you know
where the tables/chairs are coming from if you need them? Do you
have to clean them? How much are they? Remember to add to budget.Do
you have to move them into place for your event? Plan manpower.
Have a decorating plan/vision so others can help you.When storing
decorations for later, labeled totes are great.
To doSet upIf tables/chairs are requiredDecorationsSignageSign
in/Registration placeTrash receptaclesSound
systemStageBathroomsVendorsEntertainmentTents if required
MARY
To doTake DownIf tables/chairs are
requiredDecorationsSignageSign in/Registration placeTrash
receptaclesSound systemStageBathroomsVendorsEntertainmentTents if
required
MARY
To doVolunteersVolunteer matrix sent out at least a month
priorThis should contain assignment dutiesTime slots Where to
meetWhat to wear (matching shirts, even if you cant afford to buy
one, just request everyone wear one color is VERY helpful
especially for large scale events)Assign volunteers/staff to tasks
that best suit their personality & lessen your frustration.
i.e. a timid staff person will not do well on Stage Management or
Traffic Control. Remind volunteers/staff to bring extra clothes
just in case of inclement weather or south Georgia heat.Lost &
Found & Question BoothHelpful for large scale events for both
event-goers & your volunteers
To doVendorsEnsure access to restroomsMake sure they have a copy
of the map. Emergency routes and routes in/outEnsure access to
trash/recycle binsEnsure they understand your set-up and tear down
times.Ensure they understand any public dumping of things like
grease/oil or water could results in fines from the City and/or
Environmental Health and that you may not allow them back in.Be
sure to let them know about access to potable water or lack
thereof. Be sure to let them know about access to power or lack
thereof.Be sure to have a signed application. We have found that a
charge of some kind, even if its only $5 will hold people to the
commitment. Or a refundable deposit. Keeps you from scrambling day
of to make up that face painter that never showed. Based on the
event provide a list of suggested activities or restricted
activities (i.e. NO SANTA at Christmas in the Park)
To doCatering/FoodWhether the caterer has their own contract or
not, use your contract. Your contract outlines when you expect to
arrive, when you expect to leave, what they are serving, what the
cost is to include any hidden fees, if catering tables are
provided, if tablecloths are provided, etc. Have their contact info
(a CELL number) and make sure they have yours (a CELL number). And
we recommend a second back-up person for both as well. Choose the
caterer as early as possible. Menu choices should be based on
preference and location. Its the southMango Chicken will not go
over well. Most have menus that they should be able to provide. We
remind the week of, confirm final headcount several days prior and
then cross your fingers & toes that everything goes as
planned.The Chamber/CVB has a list of member caterers that we are
happy to share and experience with all of them.We have found that
with lunch and dinner events people will demand dessert. It is
definitely an expectation. Plan accordingly.
MARY
Other To doLast minute reminders:SprinklersTrash drop off and
pick-upTent drop off and pick-upTable/chair drop off and
pick-upSign placementDcor drop off and pick-upAlways have water
extra. Caterers do not typically leave anything. And people are
still thirsty who dont drink alcohol. Dont forget to assign someone
to picture taking.If you need a flag for the Pledge of Allegiance
make sure to take one or ask the venue if they one. Dont
assume.Same goes for a podium and for a sound system.If you need
reserved signs and/or programs make sure to add them to the to do
list.Luncheons are always SO quiet, you can hear people chew. Good
to bring an ipod and speaker to break up the sound.Always take
extra extension cords. MARY
Other To doLast minute reminders:Barricades/conesPossibly walk
the area of your event, handing out reminders to businesses you may
impactAlways bring extra trash bagsBring staff & volunteer
food. Nothing makes staff & volunteers grumpier than being
hungry.If youve identified problem children before the event make
sure you focus special attention on their reminders and handling
them specifically. Not just a bulk email. Large scale events may
require things like street sweeping and/or community service
workers for trash pick-up. Be sure to coordinate that or else hear
about it on Facebook the next day.Large scale events may require
light towers. Large scale events may require golf carts, gators, 4
wheelers & Southern Lincs.Fans are always appreciated. To go
boxes for extra food. Citronella is also appreciated at times.Door
prizes if required. MARY
REMIND, REMIND, REMIND, REMIND REMIND, REMIND, REMIND,
REMind
keep a folder of everything with you & take it with you. to
include contracts, vendor apps, etc.
And finallyAs long as your group of staff and volunteers work
together as a team to follow the plan you have set in place &
agreed to everything should go pretty smoothly.HOWEVER, every
single event is new and no matter how many times you do it, there
is ALWAYS going to be a snafu of some sort. Remaining calm and cool
and knowing who needs to handle a situation is key.
