First of all, we want to thank you for tuning into last Wednesday's call about how to plan the perfect special event - your feedback was awesome and we got some great ideas for what topics you want us to cover in the future - so Thanks!
How would you like to win a free copy of the workbook that goes with this month's call? We were going to announce the contest last week, but we ran out of time. (And would have announced it sooner the day after, but Syd's son got sick with the flu, and after she nursed him back to health, she got it and has been out of commission.
I just talked to her last night and she's finally starting to feel a little bit better (she's gone from begging me to put her out of her misery to saying that she's one step up from death...I guess that's an improvement, right?!)
Anyway, I'm going to announce the contest now - and you can enter right away.
First, let me tell you a little bit about the workbook. We designed it so that you can print it out, and put it into a 3-ring binder. And when we say "workbook" - we're NOT kidding. This little baby will almost plan your entire event for you! (Okay, that's a bit of an exaggeration...) But
let me tell you what's inside:
There are 10 sections in the workbook:
Section 1: Planning Your Special Event: This section takes you by the hand and walks you through the steps you need to take to plan your event - whatever it is. You'll get worksheets, samples, templates and more! For example:
- Quiz - The Secret of Your Success - Want to know if you're choosing the right special event, or what your chances for success are? This online interactive quiz can help you to figure it out. This quiz works for any type of event, and you can take it as many times as you want for as many different events as you want to test yourselves for.
- Planning Process - This worksheet helps you keep on top of all the different elements necessary for planning a successful event.
- Logistics - What it is, how to do it the right way.
- Publications Checklist - Can you think of every single publication or document you might need to put your special event together? Now you don't have to - we've created a comprehensive list AND a timeline to help you figure out what needs to be done by when!
- Critical Path and Timeline - This table not only helps to keep you on track, but it gives you a realistic idea of what needs to be done by when. (Think of choosing the type of event, booking your site, figuring out what permits you need - special event, vendors, alcohol, food handlers' street, city, fundraising, etc. Are you going to need special event insurance - if so, what kind and how far in advance do you need to apply? What about creating your planning committees, choosing a head, providing job descriptions, creating an action plan, developing a budget, etc. Will you need security? What's your emergency plan? (On-site first aid, an emergency plan in case of specific problems such as health problems, missing child, theft, violence...) The critical path and timeline helps you keep all of that and more organized and on schedule.
- Templates - Recruitment Letters, Job Descriptions, Duties and Responsibilities, Special Event Mission Statement Planner, Master Contact List, Budget Forms and more!
- 3-Tier Event Coordination Committee Chart
- Organization Chart
- Sample Committee Meeting Agenda
- Staff and Board Resources Checklist
- Committee Timeline
- Job Titles and Duties
- Tips for keeping your committees happy, focused and motivated
Section 4: Publicity, Advertising and Promotion: One of the key elements in creating a successful - and profitable - special event is how you promote it. This section walks you through everything you need to do to promote your event. (And will tie in with what radio talk show host Wayne Kelly will be teaching you in next month's teleseminar which is all about how to get media exposure the right way!) Here's just some of the tools and resources you'll be able to use right away in this section:
- What are the different types of advertising and which ones should you use in promoting your special event? (I've listed 15 - and some of them won't cost you a dime - but can increase attendance and donations by 30% or more!)
- 7 Questions you must ask before planning your publicity campaign - do this wrong, and your promotion efforts will be a waste of time, effort and money!
- Personal Contacts - how to ramp up the effectiveness of making personal contacts - while making sure that people do it the right way.
- How to make the most out of your publicity opportunities
- Tips for writing a press release that gets the results you want
- Sample press releases
- Media Timeline
- Promotion Checklist
- Using the Internet for Promoting your Special Event
- Job Descriptions and duties samples
- Tips for Recruiting the right volunteers for the right jobs
- How to Screen and Interview prospective volunteers
- Volunteer Training
- Supervising Your Volunteers
- Motivate and Recognize Your Volunteers
- Templates, Checklists and Sample forms
- Planning Exercise for Recruiting Volunteers
- Volunteer Job Descriptions Template
- Volunteer Waiver and Release Template
- Sample of Volunteer Application Form
- Volunteer Training - What to do in Case of an Emergency
- Volunteer Training - Handling Difficult People
- Volunteer Training - Specific Duties during the Event
- Volunteer Evaluation - of the Event
- Volunteer Evaluation - of your Organization
- Volunteer Evaluation - of the Volunteer
- Volunteer Recognition - Creative and Inexpensive Ideas for Recognizing your Volunteers
There are several different types of special events and reasons for holding one. Most of the time, creating a successful special event means more than having a great idea, putting together a few activities and providing food and entertainment. It also means making a profit - or at least breaking even. We're going to go into the different ways you can raise money to help you underwrite the costs of your special event and also tell you how to turn your special event into a money making bonanza! Here's a little of what you'll find in this chapter:
- The Big "3:" Grants, Sponsorships and Fundraising
- Where to find grants that fund special events
- How to put together the perfect sponsorship package
- What you need to know about raising funds during your special event
- Sponsorship Checklist
- Sample Sponsor Package Templates
- What needs to go into your sponsorship request letter
- Sample sponsorship letter
- Sponsorship Recognition Ideas
- "Level" the playing field
- Sample grant proposal
- Operating Budget Template
- Grant Application Package Checklist
- What your fundraising committee needs to know
- Tips for creating a profitable special event - every time
- How to turn your one time event into a "signature" annual event
Choosing the right site for your special event is one of the most critical factors of whether it's going to be a success - or an abject failure. This section covers the what, where, when, how and why to choosing the perfect site. For example, you'll find:
- Site Evaluation Checklist
- What You Need to Know
- Indoor vs. Outdoor Sites
- Having a Back-up Location
- Liability and Insurance Issues
- Risk Management
- Can You Get and In-Kind Donation?
- Your Responsibilities
- Doing the Walk-through
- Getting Permits
- What about: alcohol, lighting and electricity, street closures, police, security, fire and emergency services, creating a location map, music, games and amusement rides, music and concerts, food, vendors - including set-up, licensing and permits, parking, toilets, noise, tents, fireworks, inclusion and handicapped access, first aid, lost kids, insurance and more...
Here is a kind of firestarter of creative ideas for planning your next special event. It also includes basic tips, how-to's, checklists, samples and more - things like:
- Auctions
- "Thons"
- Food Events
- Job, Health, Book, Craft and other "fairs"
- 5-K runs
- Golf Events
- Indoor Events
- Outdoor Events
- How to Combine Different Elements and Make Them Work
- Planning Checklists
- Sample Letters
- Templates
- Timelines
- Roles and Responsibilities
- Putting it all together
In-Kind Donations can keep the cost of putting on a special event down to almost nothing - which is a good thing, especially if you don't have a budget! This section includes a run down of what you need to know about getting In-Kind Donations and includes many sample letters, forms and templates that you can use.
Section 10: Everything Else
This section is everything else that we kept finding or thinking that you might want or need. It's got lots of other forms, flyers, graphics and other useful tools and resources!
Contest Information and Rules:
We're going to give away 5 Special Event Workbooks - here's how you can win!
1. Post an entry on the blog and tell us a little bit about your upcoming special event - or, if you haven't planned it yet, tell us about your organization and why you want to plan a special event.
2. Tell us why you should be chosen to win. Get creative. Go all out. Have fun with it!
That's all there is to it. The contest is officially open now, (November 14, 2007) and will run through Wednesday, November 21.
Syd and I will go through all the entries received and choose the five winners. We'll notify you after the Thanksgiving holiday.
We wish all of you good luck!
Cheryl and Syd
