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Event Planning

Event Planning

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Published by: xmg on Dec 09, 2008
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03/03/2011

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Event Planning Tips
Planning Special Events: Blueprint ForSuccess
by Debora MeskauskasA special event is a one-time event focused on aspecific purpose such as a groundbreaking, grandopening or other significant occasion in the life of alibrary. Special events may also be created for othertargeted purposes such as a jobs fair; awardsbanquet or logo contest. These one time special events are different from"programs" offered on a continuing basis such as alecture series, summer reading club or story hour. The following steps are offered to help guide yourevent planning:
Develop strategies for success
 Make sure the purpose for the special event isimportant enough to merit the time andexpense needed to properly stage,publicize and evaluate the event.Carefully match the type of event that is selected tothe purpose that it serves. Do you want toreach out to new users or thank yoursupporters?Ensure that the library staff fully supports thespecial event. Select a working committeewith broad representation. Target groups that have a special stake in the eventsuch as library users, funders, politicians.business leaders, senior citizens or parents.Start planning at least three months, and in manycases, a year ahead of time.Develop ways to evaluate the event's success.
 
Measurable event objectives may includeattendance, the amount of money raised,the number of library cards issued orincreases in circulation. Talk to other librarians who have successfully stagedsimilar events.
Make a checklist
A checklist provides a step-by-step guide to organizing and executing a specialevent. See sample checklist on next page.
Create a budget
 The objective is to provide eventplanners with a financial blueprint. The budgetshould be specific, and include revenueopportunities (sponsorship, ticket sales,donations. concession sales) as well asexpenses printing, permits, insurance, speakers,food. supplies, security).
Consider logistics
With many activities going onsimultaneously, there are many details to bechecked. Major areas to consider and plan forinclude: size of space or building used, utilitysupport needed, setup (tables and chairs. tents,portable toilets, parking, signage) coordination,cleanup, emergency plans. transportation, andpublic services such as police and firedepartments.
Plan publicity
Promoting a special event takescreative thinking balanced with practicality. Theprimary objective is to publicize the event, butsecondary objectives should be considered.Are you trying to inform, educate or entertain?Increase awareness or attendance of the event?Build a base support from a specific audience?Facilitate good community relations? Brainstorm allthe available media in including marquees,

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