As you plan your events, prioritize coordination, collaboration and communication. Here are a few tips to help with planning.
Pre-event Planning
- Establish a Dates & Deadlines Document:
Track progress with key milestones, communication plans, and target completion dates to ensure the event stays on schedule. - Develop a Budget:
Outline anticipated costs and allocate resources effectively to cover all event needs – this should include honorariums, awards, supply needs, etc. - Engage Community Partners:
Reach out to local businesses, organizations, and potential sponsors to explore partnership and donation opportunities. - Create Event Materials:
Design flyers and promotional materials to share with schools, libraries, local businesses, and other community outlets – Canva is a free tool with different template designs. - Form a Working Group:
Assign specific roles to each member, designate a group leader, and establish clear responsibilities to ensure smooth planning and execution.
Outreach
- Design Social Media Graphics/Press Outreach:
Develop engaging graphics for local government social media channels and coordinate press outreach to amplify awareness. - Invite Key Stakeholders:
Extend invitations to community leaders, members of Congress, and other relevant officials to participate and support America250 community efforts. - Develop a Staffing Plan:
Prepare a comprehensive plan detailing staff roles, volunteer needs, and assignments to ensure all event operations are covered. - Prepare Talking Points:
Draft a set of talking points or a brief script, incorporating relevant America250 messaging and local connections. Share these talking points with your council and municipal staff. - Schedule Speakers or Performances:
Identify local historians, performers, or youth groups to add dynamic content. - Identify Event Location Needs:
Map out venue layout, parking, accessibility, and permits (if applicable). - Plan for Safety & Accessibility:
Include first aid, ADA compliance, security, and contingency plans for weather or emergencies. - Coordinate Vendor / Supply Needs:
Food trucks/caterers, equipment rentals, signage, audio/visual support, items for service project (if applicable).
Event Execution
- Track RSVPs & Registration:
Use an online platform to manage attendee numbers and maintain communication (if applicable). - Invite media