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Copyright 2007 Imaginings

SUMMARY EVENT CHECKLIST ^©
 (You are welcome to use this information, citing our copyright
and noting http://www.ImaginingsAZ.com as your source.)

The following list provides a summary of considerations vital to holding successful events!  You are invited to employ our suggestions in your event planning  citing our copyright and noting Imaginings as the source.

 1.    REVIEW EVENT BASICS
         ~  How does it fit within your overall goals?
         ~  Beyond potential revenue, what is its overall value?
         ~  Can you afford the event's initial expenses?
         ~  Who will be attracted?  Who will actually attend?
         ~  What facilities are appropriate and available?
         ~  Do you have appropriate insurance coverage?
         ~  Paid or volunteer, do you have adequate personnel?

 2.    SET DATE, TIME, THEME & TEAM
         ~  Check local event calendars to avoid conflict
         ~  Explore designing an inter-organizational project
         ~  Invigorate Group Synergy
         ~  Encourage full group participation
         ~  Invite local, regional, national or even international celebrity involvement

 3.    DESIGN ADMINISTRATIVE MATERIALS
         ~  Vendor contracts & support forms
         ~  Attendee Information request forms

4.     DESIGN PROMOTIONAL MATERIALS
         ~  Media Releases
         ~  Fliers, Posters, Signage
         ~  Internal Event Planning Calendar

5.     PLAN TO PROMOTE SUBSEQUENT EVENTS
         ~  Utilize each public contact to promote upcoming events, like a charitable
               concert, an internal event or an awards dinner.

6.     RESEARCH MEDIA DEADLINES
         ~  Evaluate event's newsworthiness for each outlet
         ~  Verify column & calendar deadlines & PSA requirements
         ~  Generate Media Releases as appropriate
               [see Media Release Samples]

7.     GENERATE INTERNAL/AREA PROMOTION CAMPAIGN
          ~  Energize individual staff/volunteer promotion
          ~  Offer staff, clients, members & supporters advance discounts

8.     SOLICIT VENDORS & AREA BUSINESSES
         ~  Verify average format & cost for parallel events in your area
         ~  Contact area businesses to display posters & sell tickets
         ~  Offer vendor staff & family members advance discounts
         ~  Provide vendors with promotional materials

9.     EXAMINE SPACE, MATERIAL & EQUIPMENT NEEDS
         ~  Entrances/exits, parking, external/internal event space
         ~  Restrooms, waste disposal
         ~  External/Internal signage, badges/name tags
         ~  Tables, drapes, linens
         ~  Large and small cooking appliances
         ~  Trays, chafing dishes, cutlery, glassware, dishes
         ~  Electricity, sound system
         ~  Vendor requirements

10.   DESIGN EVENT LAYOUT & OPERATION
         ~  Diagram event/display/table layouts (numbered)
         ~  Consider multiple entrances for general public
          ~  Determine promotional material distribution point
          ~  Position convenient check-in for vendors
          ~  Position convenient check-in for staff, performers
          ~  Reception for last-minute donations, awards
          ~  Determine needs of celebrities & special guests

11.   CONDUCT AS MUCH OF A DRY RUN AS YOU CAN
         ~  Practice does make for a smooth event - especially for first-time events,
               instituting new procedures, initiating new equipment, staff or volunteers

12.   CONDUCT POST EVENT SURVEY
         ~  Use Likert 5-point scale for gathering responses from attendees, staff,
               volunteers, performers, vendors
          ~  Be sure to encourage concrete suggestions for enhancing future events

13.   EXPRESS GRATITUDE
        ~  Personally call key staff and volunteers
        ~  Mail personalized Thank You notes
              (donors, special participants, participating media)
        ~  Mail general thank you cards (volunteer core, vendors)
        ~  Generate internal recognition (noteworthy participants,
              their family & friends)

14.   KEEP THE SPIRIT ALIVE!
        ~  Regardless of the current project, or projected needs, energize your vision of
              growth with present tense verbs and maintain a spirit of positivism in all you
              think, say and do!

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