Whether your staff is paid or volunteer, start with how many people you will need and what they will be doing
Now it’s time to “pull everything together” and create a written document that:
Puts all the details about the event in one place
Serves as an action plan for the planning team
Is continually updated as new information is made available about the event
Serves as a progress report that can be shared with clients and stakeholders
The Program Planning Worksheet contains:
-
General information about the event
- Event Name; purpose; outcomes; date, time and place; target audience; number of people expected to attend; costs - A detailed schedule of activities
- Logistical details
- Function space
- Room setup
- Site diagram, floor plans
- Sleeping rooming block
- Food & beverage selections (menus, special meal requests, pricing)
- Audio and video needs
- What you provide
- What you rent
- Technology
- Internet access
- Audience response system (ARS)
- Mobile applications
- Computer equipment
- Radio-frequency identification (RFID)
- Telecommunications
- Dedicated outside phone lines
- Speaker phones
- Walkie-talkies
- Printing
- Postage, shipping
- Decorations
- Entertainment
- Speakers, program participants
- Transportation - Air, ground, event shuttle service
- Specialty items
- Specialty rentals
- Gifts, giveaways
- Name badges
- Photography, videography
- Signage
- General supplies
- Staff/volunteers
- Training
- Work schedules
- Special guests/VIPs
- Insurance
- Security
- Registration process
- Additional information - On-site and emergency contact information
- Communication plan
- Vendor information
- Any required permits
- Security procedures/crisis management plan
- A “last date updated” footer
-
Previous Post
Step 8: Determine Staffing Needs
-
Next Post
Step 10: Develop a Marketing Plan
Related Posts
November 20, 2023
Step 12: Develop a Contingency Plan – In Case of an Emergency
So, you’ve thought of everything—but just in case, have a back-up plan that addresses what…
November 20, 2023
Step 11: Develop a Pre-Event, On-Site and Post-Event Management Plan
Finally, all the planning is done and it’s time to put into practice what you…
November 3, 2023
Step 10: Develop a Marketing Plan
Having a plan to promote the event is crucial and the plan should include both…
November 2, 2023
Step 8: Determine Staffing Needs
Whether your staff is paid or volunteer, start with how many people you will need…
