How to plan a successful event
A successful event takes time, planning and plenty of attention to detail. Following these 10 simple steps will help you organize a perfect event – every time!
- Start planning early: Plan as far ahead as you reasonably can. Involve representatives from all participant groups (students, parents, teachers) in setting goals and planning activities. Select your first, second and perhaps third choice of dates and book your event location as soon as possible.
- Identify your purpose or goal: Determine what you want to accomplish with the event. Are you trying to raise funds? Are you planning to address an issue or share information with your school community? Who will benefit from your event?
- Pay attention to the details: Make sure you plan activities that fit your purpose or goal and are relevant to your school community. Prepare an action plan that is detailed and specific, so that volunteers can carry out their tasks with a minimum of supervision
- Manage your budget. Budget carefully. Your budget should include items such as:
- costs of room rental, refreshments, audiovisual equipment or other specialized services
- honorariums, expenses for speakers, presenters or other guests
- publicity, promotional items and awards
- a 10% "contingency fund" for unexpected expenses, just in case
If you are going to charge a fee for the event, take into consideration all your expenses and set the admission price accordingly. It's also important to decide how you will handle refunds and cancellations and to communicate that information clearly to volunteers and ticket-purchasers.
- Publicize early and often: Promote the event to your school community well in advance, so people can plan to attend. Put up signs in your school and in local recreation and cultural centres. Send flyers home with the students and advertise the event in the school newsletter and web site. For larger events, consider placing announcements in your local paper, community TV or radio station. Most local media sources will allow you to place a community notice for free.
- Maximize your resources: Start gathering resources early and continue right up to the big day. Involve as many people as you can in planning and organizing the event – it's a great way to build strong relationships with parents and raise awareness of school council activities. Reach into the school community for donations, too. Many local businesses are more than willing to donate funds, prizes or refreshments to support programs that benefit students.
- Expect the unexpected: There will likely be surprises (like bad weather, for example) that will interfere with even the best laid plans. So, be flexible, accept that you may have to make last-minute changes and try not to lose sight of your purpose or goal.
- Make your event accessible to everyone: Consider the needs and interests of your school community. Have people available at the event to act as translators and prepare any hand-outs or promotional material in appropriate languages. If possible, make your event wheelchair accessible and try to address the needs of special interest groups. Offer babysitting to make it easier for families to attend.
- Show your appreciation: It takes many helping hands to organize a successful event. Make sure that you publicly thank your volunteers, supporters and donators for all their hard work. Make a point of letting them know how their efforts have benefited the school and contributed to student success. If you let people know how much you appreciate their efforts, they'll be much more willing to lend a helping hand the next time you ask.
- Conduct an honest evaluation: Wrap up your event with a thorough review. What worked and what could have been improved? How well did you meet your purpose or goal? Make notes so you can make your next event even more successful!
