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					HOW TO SUCCESSFULLY PLAN AND ORGANIZE EVENTS

             Compiled by Dean Amory




 CHECKLIST FOR ORGANIZING LOCAL FUNDRAISING
        EVENTS AND CHARITY BENEFITS
Title of book: HOW TO SUCCESSFULLY PLAN AND ORGANIZE EVENTS

(CHECKLIST FOR ORGANIZING LOCAL FUNDRAISING EVENTS AND CHARITY BENEFITS)

Author: Dean Amory
Copyright © 2012, Edgard Adriaens,
ISBN CODE: 978-1-291-14675-2
First Printing: October 2012
Published by Edgard Adriaens
Dean_Amory@hotmail.com
Cover design by Edgard Adriaens
Book design by Edgard Adriaens

All rights reserved.
No part of this book may be reproduced in any form or by any electronic or mechanical means
including information storage and retrieval systems, without permission in writing from the
author. The only exception is by a reviewer, who may quote short excerpts in a review.
Dean amory



Visit my website at http://www.lulu.com/spotlight/Jaimelavie




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INDEX

INDEX ............................................................................................................................................. 3
DECESIVE FACTORS FOR THE SUCCESS OF YOUR EVENT ............................................... 4
PREPARATION .............................................................................................................................. 5
   1.1. Decide on the goal for the event. .......................................................................................... 6
   1.2. Determine the type of event you will organize. .................................................................... 7
   1.3. Practical and legal consequences of your choice. ................................................................. 9
   1.4. Organize a Team. ................................................................................................................ 10
   1.5. Design a definitive plan for your event. .............................................................................. 12
   1.6. Date and Time ..................................................................................................................... 13
   1.7. Location. ............................................................................................................................. 14
   1.8. Logistics. ............................................................................................................................. 15
   1.9. Staffing or Volunteers. ........................................................................................................ 16
   1.10. Risk assessment................................................................................................................. 17
   1.11. Invitations.......................................................................................................................... 21
   1.12. Publicity and printing. ....................................................................................................... 22
   1.13. Your Costs......................................................................................................................... 24
   1.14. The Speaker....................................................................................................................... 25
   1.15. Entertainment. ................................................................................................................... 26
WORK TO BE DONE 1 TO 2 WEEKS BEFORE THE EVENT................................................. 27
WORK TO BE DONE 2 TO 3 DAYS BEFORE THE EVENT ................................................... 28
THE DAY OF THE EVENT ......................................................................................................... 30
AFTER THE EVENT .................................................................................................................... 34
   Communication with Partners .................................................................................................... 34
   Report to the Public.................................................................................................................... 35
   Administration ........................................................................................................................... 36
A SHANTY TOWN CALLED CLARA ZETKIN ...................................................................... 347
Sources: .......................................................................................................................................... 39




                                                                                                                                                         3
DECESIVE FACTORS FOR THE SUCCESS OF YOUR EVENT
Very much as with any project, the success of your event stands or falls with the quality of its
preparation and overall organization.

Yet also other factors, such as the type of event, the timing, the location and your capacity to
surround yourself with a qualified and committed team are of paramount importance for assuring
a good outcome.

This practical manual will guide you through the various stages of the planning and
organizational process.

However, a warning is in place here: Although a good checklist is essential for the efficient
planning and organization of events, even the most perfect handout cannot replace the effect of
local social support to your initiative.

If you have organized fund raising events in support of local sports teams, youth organizations or
the community school, you will have encountered little trouble in recruiting team members, and
finding volunteers, sponsors and participants.

On the other hand, if your goal is to raise money for people surviving in degrading circumstances
in an obscure shanty town in some distant country, the field suddenly becomes a lot harder to
play. Because people do not feel personally connected to your cause, they will come up with all
kinds of pretexts in order not to have to participate. Potential volunteers will suddenly remember
a previous engagement, sponsors will regretfully inform you they have no budget left at this time
of the year and the objects raised by the targeted audience will range from health problems and
carefully formulated doubts about the good use of the money, to straightforward racist remarks.

Therefore, the less popular the cause, the more importance should be paid to the quality of the
other factors which might tilt the balance in your favor: A popular type of event, an original and
inspiring theme, outstanding performers, rock hard credentials, reputed sponsors, patronage or
public support from high pitched and well regarded public figures, local goodwill built over the
years through a well known and appreciated personal engagement in other fields, access to
volunteers through collaboration with other local organizations, …

Either way however, organizing an event implies hard and uninterrupted work from a dedicated
team and requires excellent interpersonal and communicative skills from the coordinator. More
so because both team members and volunteers are cooperating on a voluntary basis and therefore
not likely to accept being ordered about or being assigned tasks that they cannot easily
personalize with.




                                                                                                     4
PREPARATION




              5
1.1. Decide on the goal for the event.
A special event is a one-time event focused on a specific purpose.

Be sure do some strategizing and set goals before you begin. What is your mission? What is your
strategy? How will an event fit with your strategy and other tactics? What specific goals do you
want the event to achieve?

Make sure the purpose for the event and the goals set are important enough to merit the time and
expense needed to properly stage, publicize and evaluate the event.

How will you measure the success of your event? How much money do you expect to make?

Other measurable event objectives may include attendance, number of entry tickets sold, value of
sponsorship raised,

How will the goal be reached?

What will the money be used for?

How will it be transferred?




                                                                                                   6
1.2. Determine the type of event you will organize.
Have a brainstorming session to collect ideas.

Be aware of the competition and research your ideas and the market:

When choosing an event, make sure that it is a popular attraction that will bring in the types of
people you are hoping to attract.

What are other organizations doing to raise funds for their projects?

Which events are working? Which not? Why?

Have other organizations recently run similar events? What was the outcome?

Is their sufficient financial gain in running this particular event?



1.2.1. If you are looking for a smaller amount, try:

A bake sale (cakes, cookies, waffles, pies, …)

Selling fruits, flowers, calendars, candy or items for your home,

Competition (singing contest, dancing competition, poetry reading, beauty pageant, race, chess,
card games night, football knockout competition,…),

Garage sale (clothes, household items, toys, …),

Craft fair (painting exhibition, home made cards, books, handwork, …)

Car Wash (with extra services like vacuuming and waxing at additional cost),

Auction,

Raffle (Get the main price(s) for free from a local sponsor!),

Eating at a restaurant that will donate a percentage (generally 20%) of the sales to your charity,

Walk-a-thon

Quiz-night

Fashion show

Cookery demonstration by a well known chef

Hair and beauty hints and tips evening

Dancing display by local dance school


                                                                                                     7
In general: if third parties participate, a percentage of their sales should go to your charity

(fashion show, sale of paintings, handwork, …)



1.2.2. Larger amounts can use many different types of fundraising included into the bigger event.
Try:

Wine or food tasting event,

Concert,

Themed music night (e.g. classical, folk, …)

Picnic and music in the grounds of a mansion or castle

Fancy ball, traditional dance and food evening,

Dinner and entertainment or a style show,

Golf tournament.

Art shows and dinner at your local art museum are some of the most favorite fund raisers.

Silent auction

Raffle

Straight out donations or pledges.




                                                                                                    8
      1.3. Examine practical and legal consequences of your choice.
Each choice raises different logistical issues

If you're doing a silent auction, you'll obviously need donated artworks.

If it's a music-related event, someone must contact top-drawing local performers, who typically
book several months in advance.

You will need commitments from the chosen venue, and from the participating performers. The
more complicated the event, the farther ahead you need to plan; two to six months is considered
the norm.

Below are some legal requirements which have to be considered:

 -   Nomination of named organizer whose name will figure on all official documents,
 -   Fire precaution and safety plan,
 -   Permission for door to door sale of tickets,
 -   Permission to organize a raffle,
 -   Permission for sale of alcohol,
 -   Rights due for playing music,
 -   Prevention of public nuisance, crime and disorder,
 -   Public liability insurance
 -




                                                                                                  9
1.4. Organize a Team.


Consider how many volunteers are required.

For example, a straightforward auction or raffle only needs a handful of people to take money,
and call out prizes. The numbers multiply exponentially if you're planning a gala with elaborate
meals and drinks, which must be set up, serviced, and broken down again.

Good team members with different skills are a necessity. They can help with everything from
preparing schedules and budgets, to making invites and posters. They can help you get things
done

Before you set out to recruit team members, create a provisional budget and a provisional plan of
the benefit informing them of what you are asking them for and providing them with a financial
blueprint of the event.

Recruit a committee of friends, coworkers and business acquaintances to handle the event.

Create a committee that will lead the efforts for your fundraising benefit. Then determine the
necessary subcommittees that will be responsible for certain areas of the whole plan - for
example ticket sales, entertainment, gift solicitation and promotions. Decide how many people
should be involved in each subcommittee.

Don't be afraid to delegate authority.

Choose a chair person to manage your event. This person will organize your benefit and be the
main contact. A chair person is needed to guide the planning of this event and see it to fruition.

Assign each person or group to a specific task. Allocate someone to collect entry forms, take
responsibility for incoming money and payments due, bank money, send out information to
participants, register participants, write out certificates, sign sponsor forms, send out letter of
thanks, keep and analyze the budget, monitor and evaluate needs to be carried out, maintain press
relations, etc …

While you're engaged in those tasks, start looking for volunteers, who can come from family
members and friends.

Corporate sponsors may be willing to support your event, especially if you can convince them
that they can get good publicity, generate goodwill and associate with a worthy cause. Seek
sponsors to help absorb the costs associated with the benefit, from door prizes to food and
publicity, or huge overhead costs will eat up whatever funds you raise. Some sponsors will swap
services in return for a plug. Follow up on that promise, if you plan on making it.

Try to settle your committee, sponsor and venue lineup within the first couple of weeks of
organizing.

Schedule regular meetings to discuss the progress of the event. Expect weekly meetings with the
core team to keep track of the planning, and head off any last-minute, sticky issues. Meeting
periodically will allow the chair to confirm that everything is going to plan. Additionally, it will

                                                                                                       10
offer committee members an opportunity to get together and be updated on their peer committee
progress

Set up a time table and list when each item should be finished.

Prepare a list with all relevant mobile, phone numbers, emails ids of team members. Also, make
a similar contact list for VIP, and supplier of any goods or services.

Keep detailed records of every thing you do.

After the event, make notes as to what worked well and what can be improved upon. This will be
your guide for the next time.

Sit down with your committee after the event to discuss what worked, or didn't. Even if the
benefit was only a one-off, it never hurts to revisit things. You'll never know if you have to
organize a similar event for someone else. Follow through with your sponsors, and don't be
afraid to get their feedback, while you're at it.

Thank your volunteers and sponsors by sending out cards, a summary letter, or special dinner.
After all, you want to recognize people for the hard work and support they gave in making your
event successful.

Post the final details on your website, including how much money was raised, how the
beneficiary fared, and - if you created an ongoing event - details that future volunteers and
sponsors need to know in gearing up for next year.




                                                                                                 11
1.5. Design a definitive plan for your event.
Get a firm commitment from all the team members. If alternative projects are brought forward at
the initial meeting, don’t discard them off hand. Ask why the alternative is brought up: Are there
reasons why your idea might not be the best way to raise funds?

Once the goal and type of benefit are fixed, brainstorm for an appropriate name

Lay out all the areas of the benefit planning stage in order to ensure that you don't miss anything.

Your plan should cover all areas of the benefit, from the subcommittee assignments to venue
requirements.

Your plan should also include a timeline that takes you from the beginning of the planning stage
to the end in chronological order.

It is important to make sure administrative actions are being taken care of as well. Things like
poor accounting, and lack of correspondence can create problems for any event.




                                                                                                       12
1.6. Date and Time
Schedule the event at a time when there will not be too many other things happening.

Summer is when many charities hold their events.

Try something formal, late February or March.




                                                                                       13
1.7. Location.
Unless your event occurs online, you'll need a venue to host it.

The location is vital: your event will be weighed by the nature and prestige of your venue!

The type of location depends on the goal and nature of the event.

Selecting a well known, official hall (library, cultural center, school hall, …) has consequences
which may prove to be an advantage or a disadvantage.

Elements to consider are:

     -   How well-known is the location with the target audience?
     -   Is it accessible to everybody? (both young and old? Selecting a youth-club for instance,
         will primarily draw young people)
     -   Is it considered politically neutral ground?
     -   Logistics: presence of kitchen, bar, sound-system, didactic attributes (beamer, micros, …)
     -   Presence of a stage, sufficient chairs, tables, cutlery, …
     -   How about power points, light and heating?
     -   What are the possibilities for (wall) decoration?
     -   Assistance available? (e.g. in case of problems with sound system, electricity, kitchen …)
     -   Presence of toilets & toilet-paper
     -   Presence of beverages – permission to serve own cocktails or wine?
     -   Access to the location: when and where will you receive / return the key?
     -   Arrangements for cleaning and washing up

Make a shortlist of three or four choices

The location should be handicap accessible.

It should be easy to find and have easy access. - Include a map and directions with the invitations
and all advertisements.

Take in other factors that affect attendance such as proximity to public transportation and
parking facilities.

Visit the venue with your team members, look around the place including parking, toilets, green
rooms, contact person, arrangements, various entrances and exits. Look for nearby places where
you can take photocopy, make phone calls, buy any things in case of emergency.

If the event is being held outdoors you should consider the possibility of bad weather:

 -   How will bad weather impact the activities planned?
 -   What may be the impact on the success of the event?
 -   What provisions are required to shelter the audience?
 -   Are the car park, footpaths, staging and other structures suitable for use in bad weather
     conditions?




                                                                                                      14
1.8. Logistics.
Gather items needed for the event. These items might include medals, games, mementos, prizes,
or certificates.

Make arrangements for photos, videos etc.

Make arrangements for food and refreshments. This is also a good time to prepare for special
accommodation such as for those who have disabilities etc. Check participants who are
vegetarian.

Make arrangements for chairs, tables, backdrops, microphones, speakers, computers, LCD
projectors, podiums to be set up at the venue.




                                                                                                15
1.9. Staffing or Volunteers.
Who will staff the benefit? Paid people or volunteers?

Staffing the event is extremely important.

Unless if handled by paid staff, make sure to use volunteers who have been volunteering for a
long period of time. One miss spoken work or action could be costly.




                                                                                                16
1.10. Risk assessment.

The separate parts to the risk assessment are shown below:

 - Identify the hazards associated with the event i.e. anything that can cause harm. (You can
   look at specific publications, visiting the site or venue and obtaining details of specific
   hazards from contractors, catering outlets and suppliers of special effects etc).
 - Decide who may be harmed and how
 - Assess the level of risk
 - Identify appropriate and adequate precautions;

Record your findings.

The overall event risk assessment will help to determine what controls or precautions you need
to put into place to manage the event safely. This should include planning, communicating and
practicing your emergency procedures. It is strongly recommended that every event is risk
assessed, whether the law says it should be or not.

Slip, trip, fall and other similar hazards should be considered and addressed as part of the risk
assessment.

Seek early approval from local authorities if road closure or special traffic management
arrangements are required.

Make sure emergency entrances and exits remain clear of obstructions at all times and are clearly
indicated by suitable signs, which are illuminated if necessary.

Risk associated with some hazards may vary given different types of crowd.

Think: What are the needs of young children, teenagers, those with disabilities and elderly
people? Then make “reasonable adjustments” for these people e.g. provide extra help at an event
and/or change the physical features to overcome physical barriers to access. If applicable, make
sure your event policy and promotional material reflect an inclusive approach (e.g. you could
provide material in larger print/alternative languages etc).

Does the venue comply to fire safety laws?

Electricity

Electricity can cause death or serious injury to performers, workers or members of the public.
Faults, damage, misuse or poor maintenance can result in an appliance or part of an installation
becoming unsafe, and a risk of electric shock or fire. In many circumstances the electrical supply
may be of a temporary nature, but this does not mean that it can be substandard or of an inferior
quality to a permanent installation.

 - The whole installation, including wiring, switchgear and any generator should be installed in
   a safe manner by a competent person (i.e. trained, suitably qualified electrician).
 - All electrical installations and equipment must comply with the general safety requirements
   and should be inspected/tested by a competent person in according with the procedures laid
   down in relevant standards.



                                                                                                     17
You should:

 - Satisfactorily protect any generator and/ or electrical equipment, including switchgear, to
   prevent unauthorised access and/ or interference.
 - Protect all electrical equipment from inclement weather, using covers, enclosures or shelters.
 - Ensure cables are used which are of the correct rating for the load. There should be no
   damage to the cables and they must be the correct type of connectors which are suitable for
   external use (where necessary).
 - Securely fix cables, protect them against sharp edges or crushing by heavy loads and position
   them so as not to cause trip or other hazard (e.g. by covering with ramps or rubber mats).
 - Provide sufficient fixed sockets outlets so that flexible extension leads and multi‐socket
   outlets can be avoided. Fixed socket outlets can be either permanent or on properly mounted
   temporary distribution boards. Ideally, equipment should be located within 2m of a fixed
   socket outlet, to avoid the need for long trailing leads.
 - Ensure artificial light to all parts of an outdoor venue is adequate if there is not enough
   daylight. Consider also the lighting of the first aid post, information area/marquees, toilets
   and emergency entries and exits.

First Aid management

 - Make sure that the basic services for first aid are always available. At smaller events a
   qualified first aider should be present and an area suitable for first aid treatment (a supply of
   water should be available). Ideally every event should have at least 2 first aiders. A voluntary
   first aid society may be asked to provide a First Aid Post staffed by qualified first‐aiders.
 - Make sure first aid posts are clearly signposted and provided with easy access for the
   audience. Make sure that all persons assisting at the event know where the first aid post is
   and where appropriate know the identity of the first aiders.
 - Record all people seeking treatment.

Welfare facilities

It is appropriate to provide an adequate number and type of toilets for the number of people
expected to attend the event including provision for people with disabilities.

The table below shows a general guideline for music events. Country fairs, garden parties and
other short duration events would warrant fewer facilities but events where there is a high fluid
consumption or with camping would warrant more facilities.

For events with a gate opening time of 6 hours or more
1 toilet per 100 females 1 toilet per 500 males plus 1 urinal per 150 males

For events with a gate opening time of less than 6 hours duration
1 toilet per 150 females 1 toilet per 600 males plus 1 urinal per 175males

You should

 - Ideally use toilets which are connected to mains services but temporary units may have to be
   provided. If non‐mains units are to be used you must ensure safe and hygienic waste removal
   is arranged.
 - Consider the location, access, construction, type of temporary facilities, lighting and signage.
 - Provide hand‐washing facilities (no less than 1 per 10 toilets) with (warm) water, soap and
   hand drying facilities. Antiseptic hand wipes or antibacterial gel should be provided where
   warm water is not available.
                                                                                                       18
 - Regularly maintain, repair and service toilets through out the event to ensure that they are
   safe, clean and hygienic.
 - Ensure floors, ramps and steps of the units are stable and of a non‐slip surface construction.
 - Provide a location where enquiries can be made about lost children, lost property and for
   information about the event. This could be the Control Room.
 - Provide drinking water within easy reach of the audience and all catering operations
 - Provide enough rubbish bins around the site at places where they will be most required
 - Make sure the bins are regularly emptied. Think about disposal methods and recycling.

Food safety advice

Any food (or drink) for sale or given out at your event must be safe. This means that it must
comply with all relevant food hygiene and safety legislation.
If you are preparing food for the event using volunteers you need to consider the following
matters carefully:

 -   Origin of all foodstuffs
 -   Positioning of the food and the food outlet
 -   Design and construction of the facilities and equipment
 -   Cleanliness and repair of the above
 -   Washing facilities
 -   Temperature control
 -   Staffing including appropriate training
 -   Food safety practices and supervision
 -   Knowledge of the ingredients in food being served‐ customers often ask to avoid problems
 -   from food allergies

Food outlets should be sited in areas where there is minimal risk of contamination of food, so
ideally they need to be away from toilets and refuse storage areas.

Ensure there are adequate arrangements for sufficient safe water and for refuse disposal.




                                                                                                    19
      PRE- AND DURING EVENT SAFETY CHECKLIST (EXAMPLE) .
Appoint named persons to check these matters & address or report back

ITEM                                                                                   COMMENTS

VENUE SAFETY
- Are premises free from hazards? (i.e. even ground/floor surfaces; no trip hazards)
- Are all attractions/activities/structures complete, checked and staffed?
- Are structures/seating sound & secure; stairways / platforms and equipment
  guarded; protective barriers/ fencing secure and not posing a hazard?

ENTRANCES/EXITS
- Are adequate entrances & exits open, clearly marked & staffed to control
  admission where necessary?
- Are all circulation areas, staircases/escape routes/ exits unobstructed with all
  gates/doors unlocked?

CROWD CONTROL
- Is the control room operational, with communications and PA systems working?
- Are the required number of stewards in their allotted positions; fully briefed on
  their duties and wearing jackets/tabards?

ELECTRICS
- Is installation complete/inspected/tested/certified (as appropriate by competent
  person); is cabling / equipment checked by competent person, secure/ protected
  & clear of public circulation areas?

LIGHTING
- Is normal and emergency lighting provided, in working order and lit where
  necessary?

MEDICAL FACILITIES
- Are there adequate trained first aiders on site; is a suitable clearly marked room
  (provided with water) available as a first aid post?

FIRE PRECAUTIONS
- Is fire fighting equipment in place; rubbish/combustible materials stored away
  from tents/structures? Stewards /staff briefed?

TOILET ACCOMMODATION
- Is clearly marked toilet accommodation available (including disabled); have
  arrangements been made to service them throughout the event?

RUBBISH
- Are sufficient bins provided around the site and arrangements made to empty
  them during the event?

FOOD SAFETY
- Are food stalls clean with safe water supplied and cold storage equipment set at
  right temperature?

NOISE CONTROL
- Has stage manager been advised of finish time for live music? Have stewards
  been advised of times they will tour to check no nuisance to neighbours?




                                                                                                  20
1.11. Invitations.


Who will you invite?

If you haven't already, start a computerized worksheet list of possible donors with mailing
information and a column to record donations. This can be used now and in the future. You can
also purchase a mailing list from local business that deal with mass mailings. They can target a
specific audience.

Invite people from the national headquarters of your charity. Send a personalized invitation to
corporation heads and local celebrities, or anyone that may be or has been a contributor.

Always include the date and time for the RSVP, knowing that some people will be late in
responding, plan accordingly.




                                                                                                   21
1.12. Publicity and printing.

Advertise in local and surrounding newspapers, charity newsletters, radio, television, internet
and word of mouth, or any other opportunities that come your way.

Local advertising weeklies and newspapers have a column “city posts” or “where to …” where
you can have your event publicized for free. National newspapers often have pages which they
reserve for local news. Mail your announcement well in advance and assure a telephone follow-
up.

Approach your press contacts, if you've made any, or the regional redaction of newspapers about
doing an advance story on the benefit. If the space isn't available, be prepared to submit a press
release outlining the details.

Some local organizations may agree to list your event in their membership magazine. Contact
them in person and inform about timing, form and content of your announcement. Check into a
live remote broadcast from the event site with your local radio station. If you don't ask, you don't
get.

It is always a good PR move to send out speakers, from time to time, from your charity to other
non profit groups and to participate in coordination councils to speak about your charity and
relate helpful information. These groups can help to promote the event.

Careful though needs to go into the design and production of materials for the event. Is there a
special logo or design that will be on all the materials? (correspondence, posters, entry forms,
sponsor forms, programs, certificates for participants, …)

Distribute a flyer or informative leaflet from door to door at least ten days before the date of the
event. Avoid posting the flyer on the same day as the local advertising newspapers.

You can also hand out or post forms to: people at other events, supporters of your organization,
schools, sports clubs, local cultural organizations, railway station parking lot, …

Your leaflet should contain

-      an interesting illustration to draw attention,
-      the 5 W’s (who, what, when, where and why),
-      how to get more information
-      name and address of the responsible editor
-      a reminder not to throw the leaflet away in public area’s
       (rather give me to a friend or acquaintance)

Prepare appropriate display materials, including flyers, handbills and posters, for your volunteers
to pass out or put up two to three weeks before the event. Make sure they know where to legally
stick flyers and posters. Slapping them on municipal property, such as utility poles, can result in
fines. Interesting places are: shops, malls, bank agencies, meeting rooms of local organizations,
libraries, town hall, service centers, cultural center, church porch, …

It may be a good idea to have your posters printed in two sizes : A4 or legal format posters can
be put up at small shops and by individuals before the home window. A3 posters are better fit
for shopping malls, bank agencies, message boards, etc…


                                                                                                       22
Put up a website to inform as well as answer questions about the benefit. Include major sponsors,
the event lineup and activities, and how the fundraising is coming along.

For larger events, a well-placed series of flyers and online ads are a must.




                                                                                                    23
1.13. Your Costs.
What are the costs to set up the event?

Establish a budget for planning the event. Remember that the idea of the event is to make money
to support a cause, so you don't want to incur too many expenses. Look for ways to keep your
costs down by getting volunteers and donated products and services in return for sponsored
recognition.

All possible expenses, incomes, sponsors, and contingent expenses should be included.

Get approval for your budget, schedule, draft schedule of activities, draft posters and leaflets,
etc… from your team members.

Remember: It is important to make sure administrative actions are being taken care of as well.
Things like poor accounting, and lack of correspondence can create problems for any event.

If the event will be small, you may be able to hold it in your building and use equipment you
have. Larger fund raisers may need a rented location and equipment.

Depending the case you make, some venues may waive rental fees, but don't leave them out of
the equation.

You may need to pay people to set up and tear down.

Ask local business to donate their facilities or products.

Find sponsors for prizes (raffle, competition, …) and incentives

Incentives are for encouraging fundraising (special award for the top fundraiser, bottle of wine
for raising 100 €

Deposits can be costly and sometimes unexpected, so be sure to have extra cash on hand.

When planning an event, you must consider the 6 Ps, the marketing mix:

           - people: audience, participants, entertainment,
           - product: type of event
           - price: tickets, entry, sponsoring, donations, sales percentage, own sales (books, T-
             shirts …), raffle or lottery, incentives for fundraising, advertising, staff costs,
             helpers’ costs (travel allowances, food, …), hire of facilities and equipment, public
             liability insurance, …
           - place: where?
           - period: date




                                                                                                     24
1.14. The Speaker
Hire a well known, entertaining speaker that will draw people to the event.

Generally, it is preferable to have one speaker, rather than to risk confusing the audience by
having various speakers treat different aspects of the subject.

Some celebrities or public figures will do this for little or no cost for fundraisers.

Do not limit yourself to inviting a speaker by e-mail or telephone. Assure a timely personal
contact with the speaker.

   -   Use the personal contact to introduce yourself, your organization and the audience,
   -   Situate the event in the context of your general activity and goals,
   -   Discuss the content, and schedule the time of beginning and duration of the speech
   -   agree on the time of presence, fee, travel allowance, possibilities for follow-up,
       availability of a written handout of the speech, folder or brochure

Plan the intervention carefully: you do not want the speaker to speak after the dinner …

As a rule, you require a personal contribution from the speaker: you do not want him to repeat a
speech he gave some time ago for an other fundraising event or to talk about subjects not
connected to your organization and its goals.

Emphasize the agreed duration of the speech. If the speaker is asked to deliver an introductory
speech only, his speech should not take longer than 15 minutes.

It is important both for the speaker and for the organizer to have a clear view of the people who
will assist. Take into consideration their age, social situation, educative level, knowledge,
motivation, commitment and insight.

   -   How much do they know about the organization, about the project, about the subject of
       the speech?
   -   Which questions might they have?
   -   Why are they present? (night out, social gathering, exchange ideas, …)
   -   Are they expecting general information, practical guidelines, encouragement, …?

The speaker should possess the necessary qualities, experience and expertise to talk about the
subject and build contact with the audience. Some speakers me be suitable for a young public,
but less suitable for a more mature audience.

He should speak from his personal conviction and should be unprejudiced and open to the public.
His speech should be sufficiently interesting, intelligible and clear.

It is an advantage if the speaker is known by the audience.

Be careful how the speaker is introduced: Don’t announce a “confrontation”, or “debate” unless
the speaker agreed to bring his speech as such.

Assure some kind of interaction from the part of the audience: the speech may raise questions
with the audience. Some of these questions may be about your project or organization more than
about the speech itself. Make sure a qualified moderator is appointed to assist the speaker and
answer to these questions.
                                                                                                    25
1.15. Entertainment.
Entertainment can be very expensive.

Look for some local musicians or comedians who need more exposure. This would be a good
way for them to get free advertising. You will not only be promoting the event with their names
in every advertisement, when they perform at the event, the guests will hear how entertaining
they can be.

You could even have a mini battle of the bands or battle of the comedians. Pass out ballets and
have the guests vote. Give an award to the winner.




                                                                                                  26
WORK TO BE DONE 1 TO 2 WEEKS BEFORE THE EVENT




Reconfirm all staffing, equipment and service arrangements

Ensure event staff have access to water and rest rooms

Make arrangements for collecting fees, if necessary (staff, petty cash, security)

Get supplies, exchange money, traffic cones, tape, tools, refreshments, …

Send out press release and contact local reporters at least one week before event

Remind VIPs about the event

Call the Speaker and performers for reconfirmation




                                                                                    27
WORK TO BE DONE 2 TO 3 DAYS BEFORE THE EVENT




Prepare any products and equipment that should be transported to the venue and put them in
marked boxes, ready for transportation.

Hold a "tie down" meeting.

Distribute a schedule of events to each committee member.

Check assignments. Check whether everybody will be present in time for the event, otherwise
make sure you get some more people to help you.

Distribute identification badges.

Check whether all invitations have been sent and responded to. Create a list of invitees.

Check whether all activities are going on schedule.

Check travel arrangements/maps/directions for participants.

Collect enough money/cash for the event expenses from concerned persons.
                                                                                              28
Check whether participants kit is ready. This kit might include a bottle of water, snack bar, note
paper, pen, brochure and any information they may need. It is also a good idea to include small
mementos.

Prepare minute to minute agenda for important activities.

Make a checklist of the things to be taken to the venue.

Answer any questions

Go to the venue and check whether all things are ready.

Get the keys, reconfirm contact data for assistance on the day of the event

Check all equipment present (sound, beamer, ….)




                                                                                                     29
THE DAY OF THE EVENT


Arrive early to the venue with your team members and volunteers, because there is still a lot to
do before the actual event will start.

Re-check for the electric reading and that all electronic equipment is in working order.

Make sure the organizers are wearing a distinct badge or some other noticeable implement so
that participants can find help if needed.

Place signposts from the street to the entrance if necessary

Put the Welcome Banners and other info in front of the building.

Make a reception and registration counter.

Inform the sponsors on where to put the stalls. (Make allocation of space earlier).

Keep the microphones, and speakers ready. Put on music for an informal event.

Make sure the host speaker has the schedule and resume of the chief guest ready. He/She should
be well prepared. Make sure the host/anchor/Master of Ceremony is aware of the purpose of the
event as well as the people who are organizing it.

Make sure that speakers are aware of any time constraints.

A lot of money may circulate during the event: make sure to timely empty the money cases and
secure the money received.

Welcome the delegates and others.

Check for clear indication of cloak room, ticket desk, …

Take care of any special requests, especially those of the outstations and chief guest.

Have a separate person to look after the needs of General Delegates (Non-VIPs) and for PR
(Public Relations).

Give directions to those who need them.

Take photos of all important things especially sponsors banners, your banner, entrance,
receptions etc.

Take note of questions and observations

Provide forms for feedback and follow-up

Ensure all resources (food, water etc) are sufficient, otherwise work out your contingency plan.

Take the feedback from participants.

                                                                                                   30
Start at the posted time (+ max 15 “academic minutes”)

If a pause is planned, limit it to about 15 minutes

Also end at the posted time.

Thank everybody for their participation.

Do not start to summarize, evaluate or express your personal appreciation for the event. If there
are announcements to be made, first inform the audience about the number of items, then state
them briefly.

Ending the event does not necessarily mean that the team should immediately start tearing down
the decoration, dismantling whatever temporary constructions have been put in place and
cleaning the local. This might on the contrary be the ideal moment for an informal chat, for a
last visit to an information booth or to contact any interesting people that may still be around.

However, do start cleaning up and shutting down in time. This may be the same day, of the next
day, depending on the time of closing and of the arrangements made.

Before leaving the venue, execute a general safety check. Make sure to check for correct shut off
of water, gas and electricity supply and that all doors are closed correctly. Do not forget to also
check any refrigerators or other equipment for correct closing or shut off.

If the cleaning up takes place the next day, it might be a good idea to offer something to eat
and/or drink to the team members.

Return keys after the tearing down and cleaning has been completed. Before leaving the locals,
check for forgotten items.




                                                                                                      31
32
33
AFTER THE EVENT


Communication with Partners
After the event is complete, it is good to communicate with all parties involved in the event.

Thank the all team members, especially sponsors and volunteers.

Have a Thank You party for those who helped.

Send letters to each participating organization to thank them for their cooperation and help in
carrying out the event.

Have a post-review meeting to perform better next time.




                                                                                                  34
Report to the Public
Create a public report including the basics, such as those outlined below. A public report will
help the general public and decision makers within your organization understand what happened
at the event and can assist planning, funding requests, cost assessments and other analysis for
future events.

 -   Brief description of program objective of the event
 -   Dates and locations of the event
 -   Number of participants
 -   Types and quantities of materials collected
 -   Contact information for those seeking more detailed information about the event
 -   Draft a press release publicizing the results of your event.

Use the opportunity to help the public see how much waste was reused or recycled.




                                                                                                  35
Administration
Finalize and settle the accounts.

Distribute any souvenirs or other publications to relevant people.

Deliver the receipts to sponsors and others.

Distribute the photos to those who require it and post the photos in your event website.

Evaluate the feedback forms (or feedback from your website)




                                                                                           36
A SHANTY TOWN NAMED CLARA ZETKIN
                                       This is a story of a girl in her early twenties, inspired by one
                                       idea: to help the neediest people she could find. She
                                       eventually found her way to a shanty town in Santiago,
                                       Chile, as part of a Mill Hill Mission. Soon after her arrival
                                       in Santiago, she took the dramatic decision to give up the
                                       “standard approach” to “helping slum dwellers”.

                                       Instead of staying in a comfortable place herself and
                                       supporting the people of Clara Zetkin from there, she built
                                       her own wooden cottage inside the slum and went to live
                                       with the people, share the dirt and poverty with them and
                                       fight together with them for better living conditions.

                                       For more than 12 years, she lived with the people from
                                       Clara Zetkin. The first half of this period, she shared their
                                       lives in conditions unworthy of man. The second half, she
                                       accompanied them in the new social barrio, named Santa
Clara, to which they were displaced.

This is the year 1978, and the girl I am writing about is my sister, Marlies Adriaens.



Marlies grew up as the third of seven children in a deeply Catholic home in Terjoden, a small
village near Aalst in Flanders, Belgium. After graduating as a nurse, she took short courses in
all sorts of practical things. Whilst working as a nurse in a hospital in Aalst, she became friendly
with a nun who had just returned home from Chile.

Another sister, preparing to continue the sister’s job at Hogar de Cristo, finally could not go.
With her mind meanwhile turned to the sufferings and needs of the poor people in Chile,
Marlies promised the sisters that she would go to Chile herself to help the people who most
needed her help and assistance.

A period of specialized courses and preparations followed. Then came a surprise telephone call
from one Antonia Beentjens in Holland: Would she be interested in a joint trip to Chile? Six
months later, the two girls found themselves lodged with two separate families in the suburbs of
Santiago, to learn Spanish.

Marlies and Anthonia were lodged in Maipú, in a respectable suburb of Santiago. Yet, on the
other side of the road was a campamento: a collection of about 400 shacks housing about 3.000
people.

According to local gossip, the campamento was a hotbed of vice, drugs, violence, robbery and
prostitution.
The reality, such as Marlies and Anthonia observed it, was that these were families who had fled
the poverty from other regions in Chile and were hoping to find work and build a decent living
in Santiago.

Soon, they started frequenting the people from the campamento. They immediately learned that
the people from the campamento, though treating them with the greatest respect, were suspicious

                                                                                                          37
about their real intentions and afraid to talk about their problems. After all, this was 1978 and
the country was being ruled with iron hand by Pinochet. People – especially poor people - were
not allowed to organize, and the oppression and intimidation from army and police had left the
people very conscious of their vulnerability and afraid of retaliations should they dare to break
the law.

There was something else hindering the relations between the people from the campamento and
the two European girls. “How can you help us? You don’t even understand our reality” they
were told over and over again. “At night, you go to sleep in a warm bed; during the week-ends,
you eat at restaurants and watch movies at the cinema … you don’t know how it is to spend your
days in mud and dirt, not being able to send your children to school, or to pay a doctor when
they need one.

With some trepidation, the two girls decided to built their own little cottage and settle down
amongst the people of the slum. “One day, no more than one day, that is how long it will take
before you are raped and robbed”, the good people of Maipú warned them. “I have been
robbed”, Marlies smiles: “But never in Chile. Some years ago however, in Brussels, the radio
was stolen from my car”.

To live with the people and be part of their life, was a first step.

The second step was, to become aware of the problems. There was no shortage of these:
poverty, unemployment, malnutrition, in some cases even bordering on starvation, especially in
the children. In addition: widespread neurosis in the women and alcoholism in the men, both the
fruit of frustration and despair. There were also the health problems related to living in
conditions not worthy of man: skin diseases, respiratory problems, allergies, parasites, …

Step three was the most difficult: convince the people to organize. “They will imprison us, they
will raid our houses, shoot at us, …” The tragic truth was that, unless they organized, they
would lose all they ever hoped to find in Santiago. Families would fall apart, people would die.
Marlies and Antona convince them that there was no alternative to organizing. And so, they
organized!

The first initiatives concentrated on the children. First, a “children restaurant” was organized
with leftovers from adjacent markets and food begged in shops. But soon, lack of space forced
them to switch to a system of “village kitchen” in which teams of women prepared the meals,
that were then taken home and eaten in family circle.

Knitting-teams made the uniforms that allowed the children to go to school and the smartest
youngsters helped the slow learners amongst younger children.

Once started, the people were eager to learn and create opportunities: lessons in dressmaking,
hair care and electricity were organized and the municipal authorities were contacted about items
such as distribution of water and electricity, collection of household refuse and medical
assistance.

               Solidariteitsfonds Chili 9400 NINOVE
         Account number: BE21 8333 5872 9003 - Bic code / Swift code:
                               GKCCBEBB



                                                                                                    38
Sources:
http://www.wikihow.com/Organize-a-Benefit

http://www.fundraiserhelp.com/organizing-charity-events.htm (Berwyn J. Kemp)

http://www.ehow.com/how_2352019_organize-benefit.html

http://www.citizenworks.org/tools/campus/tools-campus-fundraising.php

http://www.ehow.com/list_6121858_top-10-fundraising-ideas.html

http://ezinearticles.com/?How-to-Organize-a-Charity-Benefit&id=2781396 (Sharon Koss)

http://www.mass.gov/dep/recycle/reduce/toolkit/rchecklist.pdf

http://www.planetfriendly.net/promote.html

http://www.wikihow.com/Organise-an-Event

http://www.stoptb.org/assets/documents/getinvolved/resmob/tool2_eventplanning.pdf

http://www.librarysupport.net/librarylovers/eventips.html

http://www.dorsetforyou.com/media.jsp?mediaid=161009&filetype=pdf

http://soschili.skynetblogs.be/

http://www.rayenmahuida.tk/

http://santaclara-cerronavia.skynetblogs.be/




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NOW, GO FOR IT !




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DOCUMENT INFO
Description: This practical to do list for event planning and management will guide you step per step through the various planning stages: selecting type of event, deciding on goal for event, practical and legal consequences of choice made, organizing a team, fixing date and time, logistics, staffing or volunteers, risk management, invitations, publicity, note on entertainment, work to be done 1 to 2 weeks before the event, tasks 2 to 3 days before the event, the day of the event, after the event ....