EIGHT STEPS TO A SUCCESSFUL EVENT

1) Start early: Early planning will give you more options to choose from

2) Decide what type of event is right for you: Brainstorm with co-workers/friends/family
Who is your target audience? Your sales staff? Regular or potential clients? If it is for small children remember that they may have a short attention span and may have unfamiliar fears, as older children may consider some events are for babies.

People are susceptible to hype, peer pressure, curiosity and may have a fear factor.
How are you going to convince your audience to attend?

3) Outline a budget: Consider all the costs associated with running your event.
Entertainment, staging, sound, lighting, transportation, dressing room, green room,
decor, security, emergency services, washrooms, water, food services, etc.
Weigh the possibility of enticing other companies, government, etc. to co-sponsor the event.

4) Choose a venue: Tent, outside, auditorium, hotel, etc. This decision will affect the structure of the event. It is best to book at least a year in advance if possible

5) Choose a date: Will the date conflict with holidays, etc.? Remember the target audience. How much time will you need to plan?

6) Recruit help: Establish a planning committee, sub- committees if needed and consider the services of an event planner and/or an entertainment company.
Book your entertainment well in advance if possible to give you access to a larger selection.

7) Promote your event: Market your event to the target audience. Why will people come? To see a celebrity, to see a relative or friend, or to support a cause.  A “free” event is not necessarily an enticement factor. Advertise with flyers, memos and pre-sell tickets to create awareness. Community newspapers, television and radio may give you free or inexpensive advertising. Use the internet, Ontario Festival and Events, and other government sites to list and promote the event. Pre-event promotions such as: Contests – colouring, crafts, gardening, read-a-thon, etc. Send promotional shows to visit schools, libraries, etc. Talent shows. Community sponsored events e.g. sports tournaments or play offs.

8) Create a time line: Never take anything for granted, and expect the unexpected. Be Aware; check on the need for permits, union regulations, security and clauses in the contracts.