Planning events break down into the following categories: - logistics -- day-of tasks and pre-planning to secure venue, other resources, food, etc.
- promotion -- email; word-of-mouth; call-trees; printed ads, etc.
- fundraising -- ways to both pay for the event and raise money for the organization
Logistics TasksNeed greeting party to get our guest’s contact information updated and pass out name tags - Set up crew; acquires and positions serving pieces, paper plates, trash cans, cutlery, etc.
- Take down/clean up crew, assists host with cleaning up, and returning loaned/borrowed items.
- Work up a list of things that can be “borrowed”, from members, for any event. (Who & What) Everett, large cooler, 8 folding chairs, 2 folding table, etc..
- Prepare an event planning document (with time-lines), using Project or Visio or something similar. This will keep 1st timers from having to invent the wheel, and pros from missing something.
Promotion Tasks- Get a commitment from those that attend an event to personally contact one or more people they would like to have seen at the event.
- Tee shirts? Event committee should have been there in “Event Tees”. BOD members could have been in PLAN gear to.
- We should check pricing at places like vistaprint.com, overnightprints.com, and clubflyers.com. For the 2011 Spring Fiesta, the pricing for printing from clubflyers.com was $77.67 which included double-sided, full-color printing completed in 24 hours. Shipping was $17.51 for ground shipping. Total was $87.41 using a 10% savings promo code. Adding the second side cost an additional $5 or so. The biggest factor was the 24 hour turnaround on the printing side (not shipping) -- we'd save about $30 if we have them done a few days in advance. Next time, we can have these done for around $43 + $17 shipping ($60 total) if we plan a little further out.
Fundraising Tasks- Fundraising committee should have some gig to seek donations
- Door prizes? Drawings are fun; makes people want to be there
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