How to Plan Events
May 3, 2009 by Lakita
Filed under Dance in the Word, Practical Advice
I host Christian worship arts events, however, many of these tips can be applied to other events. Many of the items deserve their own post so I can go into more detail. Subscribe to my RSS feed if you would like to be notified when information is posted
1. Determine the "shape" of your event by asking yourself these questions:
Who is the event for? Gender? Age Group? Region? etc…
How many people am I expecting to attend? Be realistic!
What is the budget?
Who are your invited guest speakers?
Set a date? Are your dates flexible? Are there other major events that would attract the same niche on that day?
Count the cost! Determine registration amount. Tiered registration?
What is the budget?
Who are your invited guest speakers?
Set a date? Are your dates flexible? Are there other major events that would attract the same niche on that day?
Count the cost! Determine registration amount. Tiered registration?
2. Find a location based on the "shape" of your event: Churches, Hotels, Convention Centers, Community Halls
If you decide to use a hotel or a convention center, it is a good idea to have a lawyer or someone with experience look over the contract. There are all sorts of fees that can destroy a budget without proper planning and understanding. Churches also have protocol that must be followed — be sure to ask plenty of questions!
3. Secure your speakers – Get written confirmation of attendance
Before sending a formal letter, it is a good idea to call to see if the speaker is available and get an idea of the budget to determine if your event budget will allow you to accomodate the speaker.
Before sending a formal letter, it is a good idea to call to see if the speaker is available and get an idea of the budget to determine if your event budget will allow you to accomodate the speaker.
Contact your speakers with a formal invitation letter. It should include the date, location and purpose of event and what you would like them to do (teach, preach, present, demonstrate, etc). You also should mention what accommodations are covered by your budget (travel, lodging, meals, love offering, etc).
Some speakers may have additional forms for you to fill out. Alternately, you’ll need to collect more information later to accommodate your speakers properly (A/V needs, beverage preference, travel preferences, food allergies etc)
4. Design flyer
A flyer is often the 1st impression of your event. Sometimes, a catchy flyer will determine rather someone will continue to read the information. Also, if there is too much information on the flyer it may be glossed over. If possible, seek out someone with graphic design experience to put together your flyer.
5. Set up a registration portal (Eventbrite) & Paypal or merchant account
While it is not a requirement to have an online registration portal, setting up this type of presence automates the registration process, provides more exposure, and allows people to register instantly. There are plenty of Registration services out there, some of them, like Eventbrite (which I use and am most familiar with) allow you to set up a customizable webpage for your event, allow you to set registration prices, track attendees and promote your event. Most charge a transaction fee (similar to Paypal).
While it is not a requirement to have an online registration portal, setting up this type of presence automates the registration process, provides more exposure, and allows people to register instantly. There are plenty of Registration services out there, some of them, like Eventbrite (which I use and am most familiar with) allow you to set up a customizable webpage for your event, allow you to set registration prices, track attendees and promote your event. Most charge a transaction fee (similar to Paypal).
The ability to collect money online will allow people to register conveniently. If you already have a business merchant account, check with your bank for options. Alternately, you can use a payment processor such as Paypal or Google Checkout.
6. Advertise!
Use E-blast services (Nationwide Ministry for example)
Print Media (Newspapers and Magazines)
Conference Directories (Elijah List, ChristianDance.com)
Newsletters
Radio & Television
Direct Mail
Social Media: Myspace, Facebook, Twitter
Please don’t spam!
7. Recruit & Train Staff (paid or volunteer)
Ask for assistance early! It would be a good idea to walk through the entire event in your head and list the various positions & responsibilities. Use this to create staff job descriptions that you can share with people. Below are a few positions you may need:
Registration
Hospitality
Ushers
Setup & Teardown
Drivers
Seminar Assistants
Disclosure: I have listed referrals to several services that I am affiliated with. Eventhough I am an affiliate, I use them for my own events and offer my full endorsement of Eventbrite and Pre-paid Legal
Posted by Lakita Humber
Lakita Humber serves as the founder of Paneh Praise Dance & Mime Ministry and host of the Equipping the Saints Dance & Worship Arts Conference. Find out more about her or follow her on Twitter (@Paneh).
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Great post Lakita! I’ve bookmarked this site for some stuff I’m gonna try and do this summer so thanks for the tips!
Glad I could help! Best wishes on your future events!
Lakita
I like the words you are using lakita: “…define the SHAPE of the event…” instantly takes the reader in the future, at the place of the event; all of a sudden things become visible, creation has happened.
From then on, everything becomes flow and each action described seems to lead naturally towards the next, and the next and repeat until the construction is done, according to a plan that, after all, was not daunting…
You make big things seem “no big deal”
That is big!
Fred,
Awesome insight! I didn’t go into depth on the “shape” concept like I wanted to but you nailed it! Thanks again!!!
Lakita
Thanks for letting me know about Eventbrite. Hadn’t thought of using s site like that.
@Katy,
No problem! I stumbled on Eventbrite a couple years ago and have been using it for all my events: paid, free, large and small. I’m going to do another post soon that highlights the advanced features of Eventbrite such as creating your own affiliate program, discount codes, widgets and cross promotions.
Kita
Lakita, thank you for such a comprehensive action plan for putting together events. You’ve thought of everything! I find the difficult part of doing events is all the moving pieces, so your post will definitely be a guide for future efforts by my clients and me. I especially love the points you made about involving a review by attorneys and getting the speaker confirmed in writing. If you don’t take this stuff seriously, it can go really wrong, and sometimes in our non-profit events, we get a little too casual.
Hi Lakita,
Thank you for your article. It is full of pertinent information especially if you are planning for a large event. Very helpul advise and very detailed from start to finish. Good tips about the legal advise too. I will definatley keep points with you. Iron sharpen Iron.
Thanks a-bunch!
Denise
@Denise & @Samantha,
The legal advice is crucial! I actually signed up with Prepaid Legal so I could have my contract reviewed! The attorney was able to point out some things that I was able to get removed that may have cost me thousands! I was also able to have an attorney write a letter on my behalf to settle disputes that would have cost a pretty penny.
Kita
hi Lakita
I use to host expos and I could have used this article back then.
well done, well explained & very practical.
I agree with your comments regarding the legality, even erecting the smallest of road signs has a legality around it. but it really takes no effort to do the legal, in fact you tend to gain more support and practical help when everything is actioned correctly.
thanks