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Event Planning Information PowerPoint Presentation

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Slide 1 - Event Planning Things to Consider When Putting on a Large Event
Slide 2 - Agenda When to have the event Where to have the event Who to Invite How to Invite them Setting up the space Content and Take-Aways Other things to consider Questions??
Slide 3 - When to have an event DATE Are other events going on Beginning vs. end of the week Weekends! Time Morning vs. afternoon vs. evenings Meal times? Food? Length of Event Fluid or rigid structure
Slide 4 - Where to have the Event When picking a location: Preview the space Will it be large enough to suit your needs? Is it easily accessible? Will participants be able to easily locate the building? Will you need to include directions? Is parking accessible?
Slide 5 - Who to Invite? Choosing a Target Audience: Open Event or Closed Event Specific Clubs Community Groups/Churches Specific Classes or Grades Specific Age, Race, Gender, or other demographic? FGC, Low-Income, etc. Language Barriers
Slide 6 - Publicizing the Event How To Invite People: Formal Invitations? RSVP’s required? Flyers/Word of Mouth Email Listservs Phone Calls Local/Community Groups Newspaper and Radio Ads Announce in classes
Slide 7 - Attracting Attendees Food Entertainment Valuable Information Take-Away’s Door Prizes/Raffle Prominent Speakers/Guests
Slide 8 - Cleaning Up Coordinate with janitors, maintenance people: Lighting – does someone need to turn it on? If so, who is responsible for doing this? Staging Tables and Chairs – don’t assume these things will be there on the day of your event Setting up If you are having people move around, form groups etc. Please coordinate this in advance Technology: Do you need to bring your own computer, flash drive, music, microphone, CD Player, Projector, Screen etc
Slide 9 - Content and Take-Away’s Plan what you want to say – practice it! What do you want your attendees to get out of the event? Prepare an Agenda Will you have hand-outs or take-aways? Handouts Goody Bags
Slide 10 - Funding and Donations… Often times you can get local community groups to sponsor or fund your event Ask for donations Food Door Prizes Raffles Sponsorship
Slide 11 - Other Things to Consider… Plan to Stay Late and Come Early: Arrive Early: Stay Late: Answering questions Talking and making connections Supervising Clean Up Show your interest and dedication Confirm Everything: Save all your emails in relation to planning the event Deal with specific people – get names!
Slide 12 - Questions??