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ISSUE: Nov/Dec 2007
Manager’s Helper
Event Planning Checklist
By Tammy LeRoy
A special event held at your facility—whether it is an open house, a chamber of commerce mixer, a child fingerprinting event, or a charity event—is your opportunity to make yourself known in the community. Just as an organized, well-planned event that comes off without a hitch will make your organization look professional, the opposite is true when things don’t go well. The prevention? Follow a checklist. Successful events don’t just happen; they are always well planned.
1. Evaluate the event.
Be sure an event merits the extra work it will entail before going ahead. What is its purpose or end goal? Will the rewards be sufficient to merit the time and expense needed to properly plan and publicize the event? Whom do you want to reach?
2. Devise a work plan with a timeline.
If you’ve evaluated the event and found it worthy of your efforts, begin planning at least three months in advance. List all tasks that must be completed and develop a timeline of when specific jobs need to be done. Consider whether there is anyone to whom can you delegate some of the workload. Break up tasks so that you are doing a little bit each week rather than ending up in a panicked rush a few days before the event.
3. Create a budget.
Will there be refreshments? Do you need to rent tables or chairs? What about decorations? Small gifts for attendees? If appropriate, ask other community businesses to co-sponsor and chip in for expenses. Be specific about what they can pay for and how much it will cost. Planning in advance will give you time to shop around for good prices. Also, as you go through your checklist, remember to ask yourself whether there are any incidental expenses you are overlooking.
4. Consider logistics.
What is the maximum number of attendees you expect at any one time? What, exactly, will they be doing at the event? Will they be concentrated in one area or will they mill about the facility? Will they sit or stand? If they are assembled in one area, is it spacious enough? Can you plan an overflow area outside? Devise a setup for tables, chairs, and displays that will allow the best flow through the space. Where will attendees park? Who can help you with coordination, setup, and cleanup? Hold a meeting with co-sponsors and employees the day before the event to ensure that everyone knows their responsibilities, and be sure to review your emergency plans.
5. Get the word out.
Promoting a special event requires creative thinking. Who might like to attend and how can they best be reached? Are there groups that should receive postcard invitations? What should your marquee message be? Are there church bulletins or school newsletters that could reach potential guests? Be sure to send a press release to all local media sources.
6. Evaluate the event.
Now that it’s over, do an assessment of the event so you can continue to do what worked and improve on what didn’t. Some general questions to ask are whether the event fulfilled its objectives; what worked and what needs improvement; what items were missing on the checklist; whether the attendance was satisfactory; and what feedback you received. Lastly, be sure to send a thank you note to everyone who helped with the event.
Tammy LeRoy is Editor of Self Storage Now and Associate Editor of Mini Storage Messenger magazine.
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