Identifying the answers to these questions will also reduce planning errors and make your event as successful as possible.
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
- 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
- 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)
Last Modified: September 21, 2010