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.
12 months out
Some organizations create separate event pages dedicated to planning for their upcoming fundraisers.
For Delta Gamma Phoenix Alumnae Chapter, this lets administers get a head start for their “Tables that Bloom” annual fundraiser that benefits the Delta Gamma Foundation and its philanthropic endeavors.
Tony Marmo, president of the Ulster County Italian-American Foundation, dedicated to advancing and preserving Italian heritage in the Kingston, NY, area, hosts 130-plate dinners each month to raise money for scholarships, cancer treatments, and charities. Each dinner raises as much as $5,000.
“You have to create buzz,” Marmo said. “You need an interesting topic or speaker – something to draw a crowd.”
Six months out from your event date might seem like a long time, but remember, you can’t move forward in other areas until after you’ve made many of your creative decisions.
2) Invitation (include a calendar attachment and set a reminder/alert).
3) Reminder message.
On your calendar invitation, don’t forget to set an event reminder. Include directions and link to a map if that’s not already on your dedicated event site.
On memberplanet, you have a ton of email features at your fingertips, from templates, to targeted distribution lists, to tracking reports. Use them to optimize every email send.
In publicity, reminders are essential. Digital Marketing Ramblings reports the average office worker receives 121 emails every day. Because emails are so disposable and we’re all easily distracted due to multitasking, everyone needs multiple reminders.
Marmo agreed: “One email sent one time just isn’t going to do it. You’ve got to promote the event and sometimes do it in more than one way.”
The logistics of strategy
We’ve just taken a look at strategy and logistics tasks in planning your event. By understanding which types of planners you and your team members are, you can up your game in any of the areas that need work.
Log in and get started with your next event.
Updated and Refreshed since original publication on 12/1/2017