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Strategic Planning For Events

Strategic Planning For Events. Part 1. Advance Planning. Why?. Why organize an event at all? What are the goals for your event? What can an event accomplish?. Four Levels of Potential Goals. Launch New Projects. Recruit. Shift Attitudes. Educate. 1. Educate. Inspire people to listen

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Strategic Planning For Events

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  1. Strategic PlanningFor Events

  2. Part 1 Advance Planning

  3. Why? • Why organize an event at all? • What are the goals for your event? • What can an event accomplish?

  4. Four Levels of Potential Goals Launch New Projects Recruit Shift Attitudes Educate

  5. 1. Educate • Inspire people to listen • Present the new information/data • Raise awareness

  6. 2. Attitude Shift • Before the event people have an idea – after the event their opinion has changed • The change may be dramatic (adopt the opposite position) or simple (decide that a problem is more acute than you realized)

  7. 3. Recruiting • Convince people to like what are you doing • Get them to join your mailing list • Get them to join you as members/supporters and even as volunteers helping to advance the project

  8. 4. Launch New Projects • Declare the intention to start something new • Actually start planning for something new • Announce the debut of something new

  9. The Heart of Event Planning:Smart Goals & Objectives • Goals: be clear about the big change you would like to achieve (e.g., launch à hotline for battered women) • Objecvtives:break-down the process for achieving your goals – with specific steps necessary to achieving the main goal (e.g. recruit hotline team, raise funds for hotline, publicize hotline)

  10. The Heart of Event Planning • If you do not clarify your goals and objectives - you can do a lot of work without effective results. • Being clear about your goals helps focus your energy – and prevents getting stuck in the details. • Take time to step back throughout the process and review your goals.

  11. Measuring Success: Benchmarks & Deliverables • Benchmarks - a way to measure success towards a high-level goals • Focus on the realistic objectives to achieve • Help create an achievable event plan

  12. Benchmarks • Present the conditions, resources, and team needed to achieve efficient results • Use numbers and concepts to measure and evaluate the success of your program # of attendees, # of media stories, # of new sign-ups for your email list, $ raised, # of new partners.

  13. Budget: Your Event in Dollars • Describe your event with money: what are the costs of putting it together Example:Printing materials - $32Renting venue - $75Advertising - $45Food - $22Speaker fees - $75

  14. Timeline • Challenge: how to get your Benchmarks done in certain period? • Measure your event planning with time • Have a clear timetable with deadlines for the completion of important benchmarks.

  15. Summary: In Planning an Effective Event… • Be clear about goals you want to achieve: • Educating people • Changing opinions • Attracting supporters • Launching of new things • Have a strategic plan to achieve your goals: objectives, numerical benchmarks, and timeline • Establish a budget and measure the costs required to plan your event

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