The Hispanic Child Support Resource Center Nuestros Hijos, nuestra responsabilidad
Communications
Two little girls

About Special Events / Action Plan

Organizing a special event involves minding many details—and keeping many balls in the air at once. Planning ahead and staying organized are the keys to success.

Here is an outline to get you started:

  • Set Goals: Why are you having the event? What turnout do you expect? Who will come? How will attendees benefit from the event?

  • Plan Ahead: Start planning three months to a year before your event.

  • Assemble an Event Planning Team: Use staff and, if available, volunteers. Outline each person’s role and responsibilities.

  • Set Measures of Success: Decide how you will measure success—by the number of attendees, number of new clients, etc.

  • Create a Budget: Figure both income (in-house funding, sponsorship funds, ticket sales) and expenses. Determine what you want your return on investment to be, then scale your plans accordingly.

  • Create a Timeline: Set due dates for each task. Work backwards from the event date to determine when each task should be completed.

  • Choose the Date, Time, and Place: Consider these questions:
    • Is your date near a holiday, when people may be out of town?
    • Is it at a time when people may have other commitments?
    • Is the location convenient?
    • Is parking and/or public transportation available?
    • Are the rooms large enough?
    • Are hookups available for electricity, phone, and Internet?

  • Develop a Theme: A good theme can focus your event, narrowing its scope and making the event’s goal clear. A creative theme can add panache.

    Once you’ve chosen your theme, add it to everything that promotes the event:
    • Posters, signs, flyers, and brochures advertising the event.
    • Radio and TV copy advertising the event.
    • Invitations.
    • News releases.
    • Calendar listings.
    • Your Web site and other online communications.
    • Your e-mail signature (plus a link to event details online).
    • Posters / signs at the event, plus all event decorations.
    • Giveaways.
    • T-shirts for staff.

Back to top

 

  • Decide Which Language to Use: Determine which language your attendees use most often.

  • Announce Your Event: Create your publicity materials with the event’s purpose and intended audience in mind. See our "Save the Date" card.

    Start your advertising well in advance of the event. Once you’ve set the date, send out “save the date” notices to everyone on your invitation list. If the event is public, send that notice to the media as well and run a related ad.

    You can run what are called “teaser” ads to generate interest in—and anticipation of—your event. These ads give secretive, intriguing hints that something special is coming. As the date gets closer, you slowly reveal more information. This type of campaign uses suspense to make your event sound enticing.

    Follow up with compelling, exciting ads that announce full details a few weeks before the event. Send invitations then, as well, to clients, local dignitaries, partners, and journalists.

  • Notify the Media: Invite the media to attend and cover your event. If there is a charge to attend, issue press passes that let the media in for free. You can use any media relations tactics to garner publicity. See our media advisories and press releases.

  • Organize the Logistics: Make a checklist for all tasks, using these items as a guide.
    • Create and send the initial announcement/“save the date” promotion.
    • Select your vendors, and sign the necessary contracts for:
      • Caterers.
      • Speakers, musicians, or other entertainers.
      • Photographers.
      • Printers.
      • Registration/Assistants.
      • Audio-Visual suppliers.
    • Determine if you need special licenses or permits.
    • Plan the program.
    • Make an emergency plan, involving police and fire departments if necessary.
    • Invite speakers.
    • Create and distribute promotional materials—ads, flyers, invitations, signs, etc.
    • Choose and produce giveaways or party favors, if any.
    • Create and send invitations at least three weeks in advance, asking guests to RSVP.
    • Arrange for decorations.
    • Make lodging and transportation reservations for out-of-town speakers and other guests, if needed.
    • Arrange items needed for event set-up: Internet connections and audio-visual equipment, tables and chairs, tents, portable toilets, etc.
    • Ensure that you have special accommodations for the disabled or hearing impaired.
    • Prepare name badges, signs, table cards, programs, and other event-day materials.
    • Re-confirm all details.
    • Supervise during the event
  • Evaluate the Event: After your event has ended, go back to the measures of success that you set in the beginning and see how you did. Review what worked well, and what did not, then make a formal record of those learnings so that you can apply them next time.
Back to top

Last Update: March 26, 2009 3:00 PM