Event Planning 101 Avoiding Event Day Disasters Presented

Event Planning 101: Avoiding Event Day Disasters Presented by: Krystal Sondel

Today’s To Do List: (because every event planner has a to do list!) 1. Learn Krystal’s cardinal rule of event planning 2. Create a template to use when planning events 3. Learn from other attendees 4. Embrace tips to prevent day disasters

Photos by Mike Beato & Jim Cookfair

Krystal’s Cardinal Rule of Event Planning:

Event Planning Meeting All the key players Event Plan Specific details & logistics To Do List Marketing Plan Tactical marketing planning Calendar

Always start with WHY? • WHY are we doing an event? • WHY is an event necessary? • Do we need to: • Fundraise • Educate/Inform • Network

Don’t forget to ask WHO? • WHO will the event benefit? • WHO are we putting on the event for? • Donors, customers, potential clients, sponsors, politicians, media, etc… • Get specific – demographics like age, industry, income, gender, etc… TARGET AUDIENCE is KEY!

Then ask, WHAT? • WHAT type of event do we want to do? • Gala, 5 K, Golf tourney, Auction, etc… • Networking event, meeting, business dinner • Seminar, conference, trade show, product launch, press conference (the list is endless – get creative!) • WHAT are our broad goals? • • • Raise money Educate on a specific topic/product Get to know other companies Attract new customers Advocate for a cause

Figure Out HOW? • HOW are we going to pay for this? • What’s our budget? • Revenue vs. expense • Sponsors, ticket cost, etc… • Do your research • HOW are we going to market this? • Based on your target audience • Invitations, flyers, social media, press releases, advertising, etc…

Finish With WHERE & WHEN • WHERE are we going to host it? • What makes sense for your target audience? • What works in your budget? • What fits into your overall event goals? • WHEN should we host it? • Research what else is going on in the community • Be conscious of religious holidays (Lent – Fridays) • Time of year & time of day are important – goes back to knowing your audience

Set Realistic Goals • Attendance • How many people do we want to attend? • What is a realistic price point for tickets? • Sometimes a free event = a lot of no shows • Budget/Revenue • Rule of thumb – underestimate potential revenue, overestimate potential expenses • Can you attract sponsors? • Buzz • How can you get people talking about your event? • Use your attendees to spread the word – social media • How can you get the media there?

Budgeting Revenue 2016 Budget 2016 Actual Notes Sponsorships Auction items Event Ticket sales Total Revenue $ Expenses 2016 Budget 2016 Actual Notes Printing/Mailhouse Postage Supplies Mileage Meetings, Entertainment Banquet - Food & Beverage Speaker Fees Awards/Gifts/Prizes Rentals - A/V Equipment Total Expenses Net Revenue - $0. 00

BIG PICTURE

Discussion: What was the best event you’ve ever been to? What was the worst event you’ve ever been to? Why?

Event Planning Meeting All the key players Event Plan Specific details & logistics To Do List Marketing Plan Tactical marketing planning Calendar

The Event Plan Should Include: • All the important event information (where, time, date) • Detailed agenda/flow of event • Description of event “elevator speech” • Room diagram – lay it all out • AV needs • Food/beverage needs • Event day contacts • Decorations • Miscellaneous needs pertinent to the event • Collateral needs • Sponsor benefits/fulfillment

To Do List TASK DUE DATE COMPLETED BY Book speaker hotel 8. 31 Krystal Invitation draft design 9. 5 Kailey Social media calendar crafted 9. 5 Kailey First e-blast out 9. 1 Kailey Confirm final count to hotel 10. 5 Krystal Create PPT slides for day of 10. 5 Kailey/Krystal Opening comments prepared 10. 6 Kailey Day of signage completed 10. 7 Krystal Volunteer orientation 10. 8 Krystal COMPLETED ON

The Marketing Plan Should Include: • All the tactics you will use to promote the event: • Invitations/registration page • Social media (Facebook, Twitter, Linked. In, etc…) • E-mail marketing • Press releases, media alerts & media kits • Blogs • Paid advertising (print, web, billboard) • Flyers, brochures, postcards, etc… • Detailed calendar • Make sure your marketing tactics complement each other - know your audience!

Wait, That’s Not In The Plan! Annual Report 2015 Hob. Nob 2014

Communication is Key Communicating with attendees before & during an event will prevent day disasters • Send out detailed confirmation e-mails • Be specific on event cancellation policy (48 hours) • Ask for dietary restrictions • Send out reminder e-mails with specifics • Date/time/exact location/event agenda • Parking information • Alert attendees of any changes at registration • Communicate delays, speaker changes, etc… • Be honest

Post Event • Follow up with attendees • Send an e-mail with important event recaps: • Presentations • Photos • Links to next events (discounts? ) • Schedule a post event wrap up meeting • Bring together staff to evaluate the event • Look at your goals – how did you do? • Send thank you’s • Vendors, volunteers, emcee, staff who helped, etc… • Handwritten are best

8 Event Planner Musts • Have a backup plan • Especially for weather & technology • Don’t assign yourself a specific task • Have a great team working around you • Be available for when things come up • Be flexible! • Day of changes happen, often, so be able to adapt • Check then double check technology • Have backup presentations on a flash drive & in your e-mail • Pay for AV technicians – well worth the money!!

More Event Planner Musts • Always walk the venue before the event • • Keep an eye on flow for guests Potential hazards Double check parking options Find out where restrooms are • Don’t sweat the small stuff (easier said than done) • Odds are no one but you will notice • Find some time to network and enjoy (and try the food) • Making new connections is what events are all about • If you have events often, get to know attendees • Bring flats (ladies) & a change of clothes • Event set up is messy – and a lot of work • Flats will save your feet (and back)

Today’s To Do List: (because every event planner has a to do list!) 1. Learn Krystal’s cardinal rule of event planning 2. Create a template to use when planning events 3. Learn from other attendees 4. Embrace tips for dealing with event day disasters

Contact Information: Krystal Sondel Manager, Events Buffalo Niagara Partnership ksondel@thepartnership. org Cell: 716 -868 -7010 Office: 716 -541 -1720 Twitter: @lovinonbuffalo Find me on Linked. In!