When you’re planning an event, are you the kind who likes to roll up your sleeves, set wheels in motion, and plunge headlong into details (logistics)? Or are you more of a visionary, a big-picture thinker who likes to paint with broad strokes (strategic)?
Whether you prefer event planning logistics or strategies, or dabbling in a bit of both, these nine milestones and list of pro tips that go along with them are not to be overlooked. We’ve categorized the to do’s as logistic and strategic items, so you can delegate them out to your team members according to their strengths. Note that the milestones may vary for the type of event you’re hosting, but the general rule of thumb is, the earlier you can do them, the better.
3 months out
For PTA presidents, summer is the ideal time to get started in thinking about an annual back-to-school event. Sure, it sounds like lightyears away, but it’s better to start planning early, when you’re not already in the throes of a new school year.
2 months, 2 weeks out
One way to create buzz is by effectively naming your event. A title – just a phrase, or even one word – can be extremely vital to achieving success, neuroscience research suggests. How many other areas are affected by your creative decisions – publicity, menu, staging, décor, speakers, entertainment, music, audio, volunteers?
Remember, you can’t move forward with a lot of other areas until after you’ve made many of your creative decisions.
1) Save-the-date message.
2) Invitation (include a calendar attachment and set a reminder/alert).
3) Reminder message.
1 month, 2 weeks
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