Set the Event Goals

• What are you trying to achieve for your organization/department?

• What are you trying to achieve for your audience?

Identify your Target Audience

• Who are you trying to reach?

• Do you have a defined audience that is established or must you first determine who the audience will be?

Set the Tone for your Event

• What is the most effective environment in which to convey your message?  Consider:

- Physical location, size of room (not too big or too small)

- Layout of the room, type of furniture, type of seating

- Atmosphere -  formal or casual?

- Comfort of room - heating/cooling, lighting, noise levels etc

• What is the most appropriate date for your event?  Consider:

- National, state, local and religious holidays  (not just Christian ones)

- National, state, and local major events

- Public School calendars

- Campus Calendar

- Calendars of your VIPs/Special Guests

Develop a Budget

• How much can you spend?

• Will this be a ticketed event and if so, will ticket prices cover costs?        

• Decide up front where you are willing/able to economize and where you want to focus the bulk of your financial resources.

• A well-thought out budget will include the following (as applicable):

- Food and beverage costs (don't forget comps)

- Speaker/presenter fees (don't forget travel, lodging, ground transportation)

- Printing costs (invitations, posters, letters, programs, certificates, etc.)

- Media advertising

- Postage costs

- Any required labor (custodial support, police, grounds support, technical, etc)

- Decorations, favors, gifts for presenters/special guests

- Supplies (nametags, placecards, folders, etc.)

- Photographer and photos

- Rental of equipment which may be needed (pipe & drape, sound equipment, etc)

 

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