How To: Event Planning for Community Organizations

Over time I experienced many success and challenges while planning events for community organizations (also known as community orgs).  The lessons I’ve learned could fill an entire classroom.  I decided to compile the top five (5) lessons to show what’s needed to plan an event for community orgs.  

Lesson #1: Purpose & Overview Get clear on why you are hosting the event.  Create a focused purpose statement and develop an overview of the event.  Be sure to list your goals within the overview.  

Lesson #2:  Budget Creating a solid well thought out budget really forces you to think your event out from beginning to end.  It would help to have an extensive brainstorming session prior to compiling your budget in order that you get a feel for how simple or extravagant your event will be.  Once you’ve decided that your budget will push you toward a more realistic vision.  Some tips to keep in mind during this stage are to work with non-profit friendly vendors and conduct a cost benefit analysis to make sure your event will not leave your org. dealing with negative numbers.  

Lesson #3:  Develop a Time line Developing a time line helps you to stay on schedule and avoid such things such as rush fees from vendor orders, procrastination, etc.  Be sure to align this with your budget.  

Lesson #4:  Human Resources Get the proper assistance and create mini job descriptions for those who help you out.  Set meeting schedules and agendas and communicate expectations and deadlines.  

Lesson #5: Evaluation Follow-up to every event is key.  Evaluation by your guests and event staff  help with identifying what went well and what needs improvement.  Be sure to share these results with the appropriate persons.  Remember no event is “perfect” something will always go wrong, however what demonstrates strong planning skills is how you deal with the unexpected.

Monique Phillips Owner/ Event Planner, Forté Events Co.

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