25 tips on how to organize an event
25 tips on how to organize an event
An event is the best way to raise funds, increase your organization's visibility, and enjoy your time (if well organized). Quentin Tarantino's Pulp Fiction has one entertaining character - Mr. Winston Wolfe. He is absolutely irreplaceable, because Wolfe is able to think over and organize any action in a short period of time. A clear and planned organization is the key to the success of any event. Therefore, we are sharing with you simple, but so necessary tips for organizing an event.

"Preparation of the event at the stage" ah, yes, exactly, the event is coming soon! "

1. Not in CA! - this phrase was heard at least once by everyone who at least once came across advertising and failed. It is also # 1 in all marketing and event-related classes - you need to clearly understand the target audience of your event. Start by defining the target audience, and with all the other points, everything will become simpler and clearer.

2. We need a list! You will definitely show off your incredible memory later in the circle of friends, and for the preparation of the event you will definitely need a notebook (for example, in electronic form). In the list, you should reflect everything that is required for the event: from lighting and transport to napkins and paper in the printer.

3. Answer to the question: Why? You should know the answer to this question not only for the director of your NPO or potential donors, but first of all for yourself. This question should cause you bewilderment and a desire to answer: "Why why? I mean why? " Feel free to set big goals for yourself, for example, to receive several grants, because this will help you act more confidently and smarter.

4. "My friends, Britney Spears is coming here. We can not." If possible, check the posters and weather reports for the selected date so that potential guests of your event do not miss it or go around with sour mines at your buffet table, upset that they did not get somewhere else. The weather is more difficult, because we urge you to plan everything in advance, but use common sense: an open air concert at the end of August is not the best idea.

5. PLAN B! Be prepared in advance that everything will change irreversibly. More or less people will come, the scene will change, the catering partner will let you down - but you never know what else. This is completely normal and almost always happens, so don't be afraid - adapt. Try to include anything that might go wrong on your list earlier and prepare a fallback. The audio system breaks, the entertainer gets sick, it rains, the donation site collapses - you already have two spare speakers, a familiar host, a set of umbrellas and raincoats, and a spare online wallet. Cool? "Accountant, my dear accountant ..."

6. The calculator is our friend. It would seem such a simple and obvious point, but for some reason many project managers stubbornly postpone the calculation. A financial plan is the first thing to come up with. There you must calculate all costs, possible earnings in the form of donations, grants from foundations and sponsors. Of course, finding sponsors for the event is the best and easiest option. If it is not possible with sponsors, then it is worth announcing a preliminary sale of tickets in order to at least roughly understand how many people will come and how much money you will receive. It is up to you to decide whether the money from the tickets will go to the fund of your NGO or to something specific.

7. Take off your rose-colored glasses. Understate your budget and financial goals, because you will most likely spend more and earn less than you planned. Better to be happy then than to count the losses.

8. Ask people. We have already said that crowdfunding is our friend, comrade and brother. Why not host a crowdfunding campaign to raise money for your event? Usually people are happy to make donations, and then they come to see what their money was spent on.
"Come, please ..."

9. Advertising. Advertising, advertising, advertising ... and advertising again.

10. Why? Our favorite question, remember? Now is the time to answer it for those you want to see at your event. Capaciously reflect in the advertising message why you, in fact, come to you.

11. Friends will not come ... if they are not called. Don't be so sure that your friends will definitely show up unannounced. Do not hesitate to remind about yourself, and if speakers are involved in your event, ask them to inform about the event and their audience through the channels available to them.

12. Have humility. The mass media are your friends. If you already have your own pool of journalists, enlist their support. Remember, your NGO is spoken about through the lips of media representatives, which means that you need to be able to communicate with journalists. Keep track of the quality of the publications that write or shoot videos about you, because this has a direct connection with your reputation (and the reputation of your event).

13. Social networks. The whole world is now on social networks. If there is no mention of your event on Facebook, Twitter, Instagram or Vkontakte, then consider that your event simply does not exist.
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