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Event Planning Tips
The most important part of an event is not the talent. It's not even the location.
It's the planning. Many events are poorly planned, and as a result, often fail to reach their greater potential
because of a lack of financial planning, time management and direction.
- Identify the goal or purpose
of your event.
- Calculate your event's financial needs and determine how to raise any extra required funds.
- Create an effective marketing plan to promote the event. Do not expect news about your event to automatically travel by word of mouth. Word of mouth doesn't just happen on it's own; even if it is a great event.
- Secure your venue and make arrangements
with all others who will play a part with your event's success (the photographer, designers, caterer, security,
transportation, etc.)
- Allow yourself enough time to book your artists, including the signing of contracts
before you begin marketing and selling tickets. Your artists will then need time to prepare long before the day of the
event. Remember, if you're advertising, the newspaper, TV, radio, publicist or street team will also need time
to get the word out about the event, and your audience will need time to hear about your event a few times
before deciding to attend. People also need time to purchase tickets and make other arrangements (inviting
their friends to attend with them, finding something to wear, and making travel arrangements)
- Create an
itinerary of the event day and share it with your artists, vendors, and others who need to know what's going
on. These people have just as much of an interest in things running smoothly as you do, so they will be a
great help in ensuring the success of the event if you let them, so make sure they are well informed.
- Ask a few local companies if they'd be interested in helping to finance the event (sponsoring) in exchange for you advertising their business before and at the event, perhaps by placing them on the event flyer, mentioning them at the show, giving them ad space on the event's website or printed program, or distributing their info at the event. Sure, they may feel good about helping out, but it's just as important that they see this as an affordable and worthy investment for them too. So let them know exactly how this will benefit them as well. And of course, be sure to follow through and do exactly as you promised. When seeking sponsors,
it's a good idea to present your opportunity to them in written form as well. They may need to present your ideas to other members of their organization or company, and may even need time to think it over or assess their financial ability.
- Getting professionally printed flyers is often the most cost effective when it comes to producing hand-outs for your upcoming event. Your local print company may or may not be the best option, depending on the quality, quantity, and turnaround time you require. Do not assume that cheaper quality or less quantity will cost you less. Remember also that time is money, and with all of the time and effort you would put into manually printing your own flyers, plus the paper and ink costs, it's usually going to cost you (or your friend) more to print your own flyers than going to a professional. Your quality will also probably
be less impressive too, and that may matter to the person you hand the flyer to as well. They may be more likely to trash your flyer and skip your event, and your prospective sponsors may turn down the opportunity work with you as well, and that's not what you call saving money. The same rule applies for the design quality of your other promotional materials and many other decisions you make about your event.
...more tips coming soon!
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