Graduation season is finally here. Not only will there be plenty of excitement, there will also be plenty of work. And if you’re responsible for planning events or hosting parties, you know you’ll be busy.
That’s why it’s a perfect time to explore tips to help you plan and execute great graduation events.
Let’s start will a simple idea that can have a large impact on your event (and your stress level). Here it is: you don’t have to do it all yourself. That’s right. Getting other people in on the operations could be a great help. While you may be planning and coordinating a major event, you don’t have to do every task yourself.
And keep this in mind regardless of the type of graduation event you’re working on. Some of you might be about to throw a graduation celebration barbecue in your back yard. Others could be laying the groundwork for a graduation ceremony. Still others may be prepping an award or recognition ceremony. No matter the content of your graduation event, remember that having others join in on the work could be a great help.
Minimize stress with the division of labor
As you work with others leading up to your event, think about what abilities and talents they bring to the table. Let’s say someone on your committee is a graphic designer. Then, it makes sense to ask them to help with signs, programs, and other materials. Or if a team member is a cake decorator, they might be a great person to supervise the cake-procuring process.
As people offer assistance (or agree to help after being asked), you may find it useful to specifically assign tasks. In short, make sure people know what their jobs are. That way, they can take ownership and carry the task to completion.
Break down tasks
Since a large event has a lot of parts and pieces, consider creating a task breakdown. For instance, “Plan graduate’s walk” could break down into many other tasks. It could look like this:
- Select preferred recording of “Pomp and Circumstance” and send to audio/visual team.
- Mark floor so graduates know where to stand.
- Acquire diplomas.
- Find graduation gown supplier if necessary.
- Plan stage arrangement.
- Plan location of graduate lineup.
Once you know the component parts of a particular event, you can assign these jobs to your helpers.
Do a trial run
Obviously, on the actual day of the event, you’d like things to go smoothly. A trial run could help you iron out any wrinkles ahead of time. You’d certainly like to know now about any problems, if possible—because at this point you can still make changes.
This could look like setting up a stage in advance and having some (or all) students walk across. Can they be seen clearly from the audience seating area? Can the audience hear the sound well? Do the students have an unobstructed path to the post-walk seating?
Get input from others
As you coordinate and plan for success, be sure to learn from others. Some people may have valuable thoughts to add. And they may also have more experience with similar situations—so why reinvent the wheel?
For instance, maybe you know a family that’s hosted numerous successful graduation parties for their kids. So, it might be a great idea to appeal to them for do’s and don’ts for hosting an enjoyable celebration.
Collect contact information
Here’s another tip to help keep the wheels moving well. Make sure you have adequate contact information. This could mean getting the cell phone number of the person who handles audio/visual equipment. (That way, if you run into a hearstopping hangup, you know who to call).
Or it could mean knowing how to reach the janitor in case you find a door unexpectedly locked. Plus, you may want to find out the best way to contact the members of your event team. Then, you’ll be able to reach out directly to any helper to ask questions or share information when necessary.
Keep calm, cool, and collected
When different people with varying opinions collaborate on an event, things can get stressful sometimes. You may be able to help others handle situations calmly by being calm yourself. You could find yourself at a point where people are disagreeing and tempers are flaring. If so, keep your own response in check. And, if possible and appropriate, try to help others deal calmly and constructively with the situation.
Get started on signs
With your graduation event just around the corner, be sure to get your signs started adequately in advance. For some events, you could want directional signs (like A-frames or lawn signs). Use them to direct graduates and guests where to find parking. Or deploy them to point out where to head next when you have a series of events in different locations.
Then, of course, you may want banners, too. Whether you’re celebrating one person or a group, a banner can help you “say it with a sign.” Plus, feather flags could be useful—maybe to mark the start of the graduate lineup.
Remember to leave enough time to design signs in addition to simply having them made. You certainly want signs that look good and get the message across. So, give yourself time to make that happen. If you don’t have a designer available, you can also check into your options for having your sign company help with the design.
Don’t charge in blindly
And if you haven’t done so already, take a moment to sit down and think things through from a big-picture perspective. Grab a piece of paper and take stock of the different elements of a successful event. Writing it down and mulling it over may help you ensure you’ve covered all your bases. And for a few more event planning thoughts, head to The Ultimate Guide To Event Planning And Advertising.
Children’s birthday parties are all fun and games. Or are they?
For the parents, who have to organize everything, the experience can be quite different. Instead, it can be nerve-wracking and tense. You just want the best for your kid but how can you manage this?
If you’re on the party planning train, take a look at our step-to-step guide on how to plan a fantastic children’s birthday party. It will also cover a few bonus decorating ideas.
Step 1: Calculate a budget
First things first, you have to get money matters out of the way. We all want the best for our children. But practically there are limits to what we can spend on their birthday parties.
Luckily, you don’t necessarily have to spend big to create a fantastic day. There are plenty of small things that you can save money on. For example, try baking the cake yourself.
To calculate the budget, you should consider what you want to spend, how much the different aspects will cost, and how much you can afford. Or else you can start off with how much you want to spend and plan everything around this.
If you consider this well, you can make the whole process go much more smoothly.
Step 2: Involve your child
It can be easy to get carried away with your vision and plan. But remember to involve your child from the start. Many kids love nothing more than to help come up with ideas for their own party.
This will help you make sure that they love the day from the beginning to the end. Here are some key aspects that you should ask them about:
- Which activities do they enjoy?
- How many friends would they like to invite?
- Who do they want to come?
- What is their favorite movie or book?
- Is there a specific place they would like to go?
- What are their favorite colors?
- Which foods do they enjoy?
Unfortunately, children’s expectations could often get out of hand. So you have to temper them to prevent them being disappointed later on. A great way to do this is through compromise. Real unicorns might be off the cards, but a pony ride might be brilliant too.
If you want it to be a surprise party, you can keep everything a secret. However, consider their personality, likes, and dislikes the whole time.
Step 3: Choose a theme
One of the critical things you can decide on with your child is the theme of the party. Of course, this will depend on the age of your child. If they are still too young, you can decide on one of the things that they like.
There are often trendy themes which all the kids want. Like the Frozen craze a few years back. But there are endless options that you could go with.
If you are having trouble deciding on one here are a few ideas that are always popular:
- Superheroes: All the kids can dress as their favorite hero.
- Movies night: You can set up a screen and let them watch some movies while eating popcorn and so on.
- Tea party: Need I say more, teacups and cupcakes are perfect for many young romantics.
- Dumbo: Dumbo is one of the biggest animated films of 2019. It’s no surprise that many kids would love a party with this adorable elephant as the focus.
- The Secret Life of Pets: This is another movie about adorable animals that your kid might fall in love with.
- Pirates: Pirate themed parties are a timeless favorite. Everyone can dress up, and you can arrange games like a treasure hunt.
- Activity focused: You can plan a party that is based on a specific event like horse riding or ice skating.
You can use these ideas to tie the whole day together from food to costumes to decor.
Step 4: Location
Now that you have a better idea about what type of party you are planning, you can begin looking for a venue.
Here are the essential aspects to keep in mind:
- How many people will it accommodate?
- Activities at the location
- Distance from your home or neighborhood
- Does it fit the theme?
If you want to, there are businesses which specialize in hosting children’s birthday parties. For example, some tea gardens and restaurants.
Don’t worry. You don’t have to rent out a fancy venue. Many kids love nothing more than a party at their home. One benefit of this is that you have more time to set up and prepare and you can keep everything on hand. Another is that there might be fewer safety concerns.
But a possible downside is that cleaning up afterward would be entirely your responsibility.
One more budget-friendly location is your local park. This gives you a lot of space to work with and your kids’ plenty of space to play in. Many parks also have jungle gyms, and so on that, they can enjoy.
Step 5: Send out invitations
Next, it is time to send out invites to all the friends that your child wants to come. Do this early so that everyone can put the date aside. Distribute them at least two weeks beforehand.
You can have a lot of fun with the design for the invites. They can match the theme of the day in creative ways. For example, if you are hosting a movie night party, print out invitations which resemble cinema tickets.
Nowadays, you could choose digital invites instead of printed ones. Rather than handing them out at school you can email it or send it as a message to the parents.
The invite should contain the following details:
- The date
- If they need to bring anything like towels and sunscreen
- Dress code (if there is one)
- Whether or not parents should accompany their children.
- How and when they should RSVP
Step 6: Decor
Once this has been finalized, you can go on to planning and sourcing the decor for the party.
Some locations will need far less to jazz it up while in others it will be entirely up to you to paint the scene.
But no matter the place, the decor should fit the theme of the day whether that be pirates or safari. This will help you to get everyone into the right mood and make the day more memorable.
You’ll be able to buy many of the items you need like printed napkins. Other things you could rent, like tablecloths and costumes.
Overall, getting everything together can take time. Therefore, you should start planning and gathering the items early on.
Step 7: Games
No children’s party is complete with activities of some kind. Surely, it’s a crucial part of helping all the kids have fun.
Moreover, you will need something to keep all the children busy for several hours on end. And we all know how easily they could get bored. Therefore, you should choose a variety of activities,
Plan three or four short games that are spread out throughout the day. For example, a sack race, tag, and pin the tail on the donkey.
Finally, it can work well to select different types of activities. You can choose one which involves lots of running and one which is less active like coloring.
Step 8: Organize the food
Eventually, you will need to give some attention to the refreshments that you are going to serve. This includes both food and drink. You will need to consider how many children and adults are going to attend
Preferably, you should arrange this at least a week before. If possible, wait to finalize the amounts until you’ve received the RSVPs.
You can make everything yourself, or you could hire a caterer to make a few platters. A good rule of thumb is to have enough food for a portion for each guest and some extra. Hence, no one will go home hungry.
To be safe, ask the parents on the RSVP if their children have any allergies or dietary requirements that you need to be aware of.
Most important, don’t forget the cake! Some would say you can’t have a party at all without a cake.
Step 9: Favors
Another aspect to consider is party favors. These are small gifts that you can give to each guest. You don’t necessarily have to get something too elaborate or expensive. Instead, you can just buy a treat to thank them for coming.
If you enjoy getting creative, you can make these yourself. And you can even write out a little thank you note to go with it.
Goodie bags are always a crowd favorite.
Take a look at these list of options of items that you can combine into a bag or give on its own:
- Assortment of sweets
- Candy skewers
- Pencils or crayons and a coloring book
- Water gun or bubble gun
- Homemade cupcakes or cookies
- Materials for painting
- Plush toys
- DIY slime
- Masks or costume pieces and props
- Lego pieces
Overall, try to have it suit the activity or theme of the party.
Since parents also come to younger children’s parties, consider getting some treats for them too.
Step 10: Set up
Finally, you need to get everything in place for the party. If you are hosting it at your home, you can start the day before. But if it is at a venue, you will probably only be allowed to start the morning of.
You can put up any decor items beforehand. However, it will be better to only serve food, drinks, and other perishables during the party.
An expert tip is put up signs to point the direction to the party. This can be extremely helpful whether you host it at home or somewhere else.
The best signs for these will probably be ones made from coroplast like yard signs. They are cheap and quick to make. And any professional signage company will be able to print them for you.
In addition, they should be able to make them in a variety of shapes and sizes.
While setting up, you can put signs in your yard to indicate that this is the location for the party. You can also tie some to poles in the street leading up to your house. Of course, they work even better if the party is in a large location like a park or a zoo.
Here are some additional ideas for decor to get you inspired:
- Bright and colorful: Children are drawn to bright colors. Use these throughout your party decor. This will help you to make the day much more festive.
- DIY: A smart way you can save some money is by making some items yourself. For example, make your own paper flowers. This can be a great way to get your kids involved.
- Mason jar magic: Take old glass containers and paint them. You can even stick on some decorations like glitter and use them as vases for flowers, candles or to place candy in.
- Reuse: Besides this, you can get creative with items you already own. Like using any old basket to pack a picnic in.
- Balloons: Nothing says party like balloons. So don’t forget to get some. You can make a balloon wall or even double them up as a party game like balloon darts.
- Food as decor: Food shouldn’t just taste good, it should look good too. So get creative with snacks, like chocolate pots which resemble real flower pots.
- Costumes as decor: The clothes that the kids wear can form an essential part of the aesthetic. So if everyone dresses up, you are one step closer to creating your vision.
- Go green: If you want to teach your children about protecting the environment, this is an excellent opportunity. Wherever you can, use eco-friendly decor like paper straws.
- Use banners: Signs aren’t only useful before the party but during it too. One fantastic product is banners. You can design personalized banners which wish your child a happy birthday or something similar. You can hang them up in several places at the party. The same company that manufactures the coroplast signs for you can also print these for you.
An important thing to remember when planning any party, especially a children’s birthday party is to have fun. Don’t take things too seriously and don’t sweat the small stuff. The more relaxed you are, the more everyone will enjoy the day. You want you and your child to look back on it as a happy and stress-free day.
One thing that can help you to achieve this is by asking for help. Don’t be afraid to let someone else handle some of the details. Consider hiring a professional company, like Signarama to design and print all the signs that you could possibly need for the day.
There’s so much to be done when planning a wedding. Of course, you want all the details to be accounted for on this delightful occasion. You know you’ll need to have a venue and probably food plans in addition to sending invitations and planning the ceremony. Here’s one other detail to put on your wedding to-do list—acquiring your custom signs. From the cheery “Mr. & Mrs.” signs to directional signs letting everyone know where to find the seating or the food, remember to plan your signs alongside everything else.
Let guests know
Your guests are giving you the gift of their presence, so go ahead and give them a gift of your own—the gift of knowledge. Make it easy for them to determine where they and their contributions, like presents, should be at any given time. Of course, for some events (like the ceremony), the program will help with this. However, another helpful key can be the signage you provide for your wedding event.
Signs may make your guests feel more comfortable—easily pointing out where they’re supposed to sit or drop their gifts, for instance. Let’s dive into some possibilities.
Here, directional signs could be the order of the day. Depending on the size of the venue you’ve chosen, guests may need to be pointed from the parking area to the ceremony seating. Plus, signs can also be useful for the seating area itself—informing guests whether they’re supposed to seat themselves and if so, on what side they should sit.
While a rehearsal may be informal enough that you don’t feel you need directional signs, it could be a great time for a sign test run. In addition, it might be a good opportunity to knock out some of your set up ahead of time. Placing directional signs before the rehearsal might be just the way to iron out any ambiguities and to get signs all ready for the actual event.
Certainly, there are plenty of differences that could affect your sign situation based on the venue you choose. A sprawling location may need more directional signs than a compact space (in a small space, guests may simply be able to follow the sound of the other guests’ voices). But even in a compact location, there are still plenty of sign options. For instance, you may put signs to work marking the space where gifts should be placed. Or you might hang creative “Mr. & Mrs.” signs that celebrate the recently-tied knot.
Unlike the wedding and the reception (and possibly the rehearsal) which could all be in the same location, the shower will most likely take place somewhere else. Again, that could call for signs to point the way—indicating which driveway, home, or hallway guests should head for. Signs can list the order of events which could take some pressure off hosts to bring guests up to speed. And, of course, they can also point out relevant areas like where coats should be hung, presents should be left, food should be placed, etc.
Creating signs equal to the occasion
Now a special event calls for special signs, so what are some examples of custom signs you may want to create for this wedding? As we’ve already mentioned, you may want Mr. & Mrs. signs or signs that say Drinks, Food, or Gifts in the appropriate locations. But don’t think you’re limited to “necessary” signs like those. Actually, your sign could have more than just the who, what, & when of your event. Maybe you’d like a custom sign displaying a happy sentiment or quote.
Signs every which way
Once you’ve decided what words your sign should display, there are other questions too. How will you display your stand? And what material should it be made of? There are plenty of display options for you including:
- Placing a sign on a sign stand (either in portrait or landscape orientation)
- Using an A-frame sign
- Creating a sign on a stake to be pushed into the ground
- Painting/drawing your sign in a picture frame that can be propped up against a nearby bush
- Creating a custom pallet sign
- Using a string or wire to hang a sign.
And when it comes to your sign material, have a little fun experimenting with surfaces. There are plenty of ways you could go with wood for instance — a more polished wood for a classy look perhaps or a rustic upcycled piece to add a country touch. Glass or plexiglass are surface options, too and could even give you the chance to display a gorgeous floral arrangement behind the writing.
More isn’t always better
When designing your custom sign, don’t feel pressured to cram a lot into your space. Sometimes, a simple statement could be more striking than several lines of text. And of course, you want your signs to blend with the rest of your decor — like whimsical signs for a lighthearted event; rustic signs for an outdoor, country event; and striking black and white for formal elegance, perhaps.
Remember that you can use different fonts. However, pick fonts that work well together. Ensure all writing is legible, too. Plus, you might even choose to hire a professional hand letterer to take your sign to the next level. They have the ability to turn a project that is beautiful in your mind’s eye and turn it into a lovely item in the real world.
Get off to a good start
Whether you’re creating the signs yourself or getting some help from a sign professional, start early to avoid a pile-up of work as the event date approaches. And if you still haven’t chosen a location for your wedding event, take a look at our party venue ideas. Plus, remember to enjoy the whole process! Have fun on the day itself and as you prepare for everyone involved to have a great time.
One of the biggest challenges you will face when trying to get support for a cause is how to get the word out there. You need to plan a promotional campaign to get some exposure.
Signs can be invaluable in reaching this goal.
Well-thought-out elements can contribute to making a sign successful. And these have been used again and again to create brilliant products. You can study existing signs to learn from their strong points.
That’s why this article is all about looking at different signs and how you can use similar ones to promote your cause. This will include some signs done by us at Signarama.
Are you looking for an affordable and temporary solution to promote your cause?
You might need to look no further than coroplast yard signs. They are super low-cost. This means that you can buy and use more of them than of other types. You can also replace them when you need to communicate new information.
Here are some fantastic benefits of this signage:
- Durable: The coroplast material from which they are made means they are waterproof and quite durable.
- Eco-friendly: If you are promoting a cause, you are probably interested in making more conscientious decisions. Luckily, the corrugated polypropylene plastic of yard signs can be recycled. So you can get support for your campaign without harming the environment.
- Cheap: You can have them printed for as little as $0.65 per sign.
You only need to worry about finding a lawn or grassy area to put them on.
The specific boards in the picture stand out for several reasons. First, they use bright colors to catch people’s eye and the white border contributes to this even more by contrasting against the grass.
One of the principles they followed is to print the words in white on a colored background. This increases their readability.
You can use similar signs to gain exposure for your movement and advertise specifics like events.
Wall murals and wraps
One type of sign that can be really useful in promoting a cause is wall murals or wraps.
The example here shows how bright and attractive the can be which is very important in signage. And it shows how signs can include images and text. It’s vital to include both of these in promotional materials for any cause.
On top of this, it demonstrates that it can be used to cover entire walls. You can place it in any physical location that is involved with your movement. But places like shopping centers will often make space available to rent for this use.
One good thing is that they can easily be replaced. If you used wraps, you can remove it and paste new ones. With murals, you can paint over the old signs. So you can update them as your movement and campaign advances. Keep in mind that people are more likely to support causes which are making progress.
Many causes and campaigns have physical locations that act as a base of operations. If that includes you, you need to get some signs for this as well.
A fantastic option is to choose signage that can double up as promotional material as well as decor. Window graphics could fit this bill.
You want to use signage like this that is colorful. It not only catches your eye, but it is also visually appealing. Here, not only the background is bright, but it also includes images which help to show the purpose of the store.
On top of this, there is text too which gives additional information.
That is why it can work well for getting support for a cause. It can increase exposure, help educate, create appeal, and tell people how they can contribute.
A-frame sidewalk signs
Another way you can promote your cause is to use A-frame sidewalk signs like the one above. The board is used for advertising a venture, but it also has a call to action by providing a phone number. So you can use these to let people know how they can give their support.
One feature that the sample shows off is how to use more than one. You can use a few with different messages and place them in succession to communicate more information.
The following are some pros of using A-frame sidewalk signs in your campaign:
- Portability: One of their best features is that they are freestanding and can be moved around as you wish. You can take them wherever you need them most.
- Outdoors: They are usually manufactured to be used outside, so they are made to last and resist weather conditions like wind and rain.
- Indoors: But you can put them inside as well. They work great at events like the ones often used as part of charitable movements.
- Directional: Another possible use of these products is to point out directions. Again this can be vital at events.
- Affordable: They are relatively inexpensive to manufacture.
- Time: Time is such a valuable resource. Many signs like billboards need to be read at a glance. But because sidewalk signs are usually seen when people walk past, people often get more time to look at them and take in their message.
Their versatility and flexibility make them fantastic tools to gain exposure and support.
Vehicle graphics and wraps
If you want to gain support through exposure, there are few better options than vehicle graphics and wraps. What can be better than an ad that can literally move around?
You can cover the same ground with this one product as you would by using a large number of static signs. Therefore, you could save lots of money in the ned. This is generally crucial in any charitable cause or movement.
One look at the sample will show you how flexible they are. These wraps can be designed exactly as you want it to look using graphics, text and a combination of the two.
Sometimes the wraps will only cover a small part of the vehicle. But you can cover the whole car too like above.
A positive aspect of the example is how readable the text is. This is vital with a sign that moves around. Besides this, the writing is placed where it can be easily read on the side of the vehicle. It can be a great idea to put it on the back of a car as well.
Banners are a staple of the signage industry. You can see them almost anywhere. And no wonder! They are cost-effective but are still very successful.
The examplehere shows how simply they can be used to advertise a cause. Designers kept this specific one simple. This can work well for promoting a cause especially one that is well known or if you put them up at movement-related events.
However, you could print out much more information on them if you want, including contact, details, etc.
Banners are extremely versatile. The one in the picture was printed so that you can hang it horizontally. But this isn’t your only option. You can typically customize the size and orientation as you wish to suit your needs.
Manufacturers usually offer ones that need to be hung as above, but they could also provide free-standing ones.
The banners we looked at first are mostly used to gain exposure. But they can also be used to focus on conveying information.
People are more likely to support a cause when they understand what it’s all about. Well-designed banners can be a brilliant way to do this. Through education, you can get more exposure and persuade potential supporters.
The sign above shows how you can cleverly use them to bring a point across. You want to be careful not to overwhelm the audience with graphics. People are more likely to look at and read your sign when there are images included.
This means they’re more likely to remember the message too.
You will notice that even though this sign conveyed a lot of details, it still kept it short and straightforward. This is key in all types of signage.
Besides this, it obviously offers all the other benefits of banners like being affordable, flexible and customizable.
Golf is frequently called the greatest game. One way it lives up to its name is how often it is used to help promote and gain support for causes.
Through sponsored games, it is a brilliant way of gathering money and getting people involved.
But they won’t necessarily be useful if you don’t use signage and other features to make sure people know what it’s all about. So if you want to use golf in your campaign, it can be a good idea to invest in golf signs.
Thesigns here are made from coroplast which is inexpensive and weather resistant. They are printed and folded so that they are freestanding. You can also print out a range of different ones like these and can place them all around the course.
You can use them to advertise your sponsors and even point out who is sponsoring which hole. A great idea is to design a logo or something similar with the name of the cause and print it on all of these boards as in the example.
You don’t get much bigger than billboards. They are definitely statement pieces.
They are essentially large posters. Therefore, they are great at catching your audience’s attention. Besides this, they are often placed in spots where tonnes of people will see them regularly over roadways and so on.
As you can see with the example above, they provide a lot of room. You will be able to include loads of graphics and text. This is fantastic for promoting a cause. It can help to convince people to get involved by educating them. It should also give your contact details and actions they can take to provide support.
Like the sample, you can choose a font that is large enough to read from the ground. You should make sure that the text stands out from the background by using contrasting colors.
You can also learn from the use of photos on this board. On it is printed a picture of a woman, and her story is connected to the cause. Using emotional appeal is crucial in promoting a charitable cause.
Unfortunately, they are much more expensive than some of the other options. You usually have to rent advertisement space for them. They are on the high-end of adverts.
But, they are very durable and long lasting so they will keep on being of use.
You might feel that one sign isn’t enough. And there is no reason to limit yourself.
Marketing pros know how to use different platforms to achieve their goals. For maximum efficiency, you can even use them in the same location. Just check out thisexcellent use of floor graphics and wall graphics.
Placing printed materials on several surfaces in one spot can undoubtedly increase their overall impact. It’s rarer than only using one type, so it makes it much more memorable.
Another positive feature of this example is they used all the space available to their advantage by printing different graphics and text on each.
So if you want to not only gain exposure but make sure people don’t forget you might want to consider similar combos.
Learning from the past
All of these signs are great examples of how you can use these products to promote your cause. The different options can work better for specific locations and parts of your campaign.
These samples use a variety of principles to help make them more useful. Hopefully, they can inspire you by showing you how you can use them to get more support for your cause.
There is a lot of work that goes into making fantastic signs of any kinds. To help you make the most of it read our articles on mistakes when making promotional materials and the psychology behind good signage.
Planning an event can be overwhelming. There are so many different moving parts to think about that it is easy to get lost in the details.
But with a good strategy, you can make sure to stay ahead. We have broken down the process into several steps that you need to complete to plan and advertise an event. Taking it step-by-step can be the key to your success.
You can use this guide to event planning and advertising as a checklist to keep you on track along the way.
The starting point for your plan is to establish the goals for your event. This means figuring out what you want to achieve.
If you are working for an organization or client, you should work closely with them to find out what they need.
Ask yourself some questions like:
- Do you want to raise a certain amount of money?
- Is your plan to create or strengthen relationships with a company or individuals?
- Should there be a set amount of guests?
- Do you want to celebrate an accomplishment?
- Is there a product or service that you want to promote?
- Or is your focus on the experience itself?
A great tip is to write these aims down on paper. You might be surprised at how much it can help to read them and refocus yourself on them throughout the process.
Once you know this, you can organize the event to make sure you reach these goals.
#2 Type of event
The type of event that you hold should match your vision. It should be suitable for achieving your objectives.
For example, if you want to raise money, you might consider something like a park run where people can donate money by signing up. Or if you’re going to promote a product, you should showcase it by arranging a tasting or a demonstration.
The sky’s the limit. There are hundreds of types of events to choose from like conferences, retreats or dinners.
Here are some examples for inspiration.
#3 Who’s coming?
A crucial part of planning an event is to decide who you want to attend. Do you know who you want to come? Will they be clients, friends or business associates?
One option is to invite specific people to come. Otherwise, you could sell tickets.
It is a great idea to decide whether there is going to be a limit to how many people can come to the event. Or if there is a minimum number of guests that you need to attend.
Besides this, you should try to work out the general demographics of the people that you want to come. This is essential to make sure that the event is going to be appropriate and suitable for them.
#4 Create a budget
The next step in your planning process is to decide on your budget. You can only do this once you have some information on what you want or need from the event.
One mistake planners make, is to choose an arbitrary number for their estimate. If you do it this way, it might not be viable. Either it won’t be enough or it could lead you to run up more expenses than necessary.
Calculating and sticking to your budget is vital to the success of any event. It can mean meeting your goals or falling far short.
Here are some steps to follow that will help you work out an accurate financial estimate:
- Make a spreadsheet for your event.
- Add columns for the different expense categories and how much you estimate to pay or can afford to pay. Hereare some ideas on layouts for the spreadsheet.
- One tip is to format the columns so that you can fill in a minimum and a maximum amount for each item.
- Fill in the different expenses and their possible costs.
- Calculate the total.
Remember that the bigger the event, the better it would be to leave some room for unforeseen costs.
Another critical step to successful planning is to work out a more detailed plan of action. It is essential to create a strategy that is unique to your situation.
Part of this is to establish everything that you will need to get or need to do for the event. This list can be adapted as you go through the process. However, you should try to lay out a basic one as soon as possible.
It is a great idea to make a detailed checklist of the things you still need to do. This will ensure that you don’t forget anything.
Another common mistake is to focus on the date of the event as the deadline. Instead, it is better to work out a timeline of when you need to complete certain tasks.
Stick to your game plan as much as possible.
#6 Choose your venue and date
One of the tasks you need to take care of is the venue. Sites can be booked out for months and years in advance. So don’t wait around too long.
For many people, this is one of the most exciting parts of planning an event. It can be a lot of fun going around to different spots and trying to imagine how it will look on the day.
But it can quickly become stressful if you struggle to find the right place. You can become frustrated if it doesn’t suit your budget or the look and feel aren’t right.
So how can you make the process go smoothly? Take a look at the following tips:
- Make a list of priorities. You need to decide what you would like and what you need in a potential venue.
- Review the list of priorities every time when you go to visit a venue.
- Arrange to view several possible locations. Don’t just look at one.
- Take someone along on the site visit to help you ask the right questions and remember everything.
- Make sure that you ask whether the venue will be available when you need it.
- Write a list of pros and cons for each venue.
- Continue this process until you find the most suitable location.
As you choose a venue, you also need to decide on a date. This might be dependent on the site that you go with. It is recommended to select a date that is at least four to six months away. This will give you more time to plan.
But keep in mind that some events can take longer to organize.
Before you finalize a date, you need to check whether it will suit key stakeholders and guests.
#7 Organize your team
This is a big one.
Although many people feel they should try to do everything themselves, it isn’t always the right route to go. You might become overwhelmed by all your tasks and not be able to give your full attention to everything.
That is where some help can come in handy. A reliable and trustworthy team can make your life much easier.
Not everyone will have access to a team. But consider asking at least one friend, colleague or family member to help you take care of things when you aren’t available.
If you can build your own team look for people who you can trust, are dedicated, and communicate well.
However, having good people on your side isn’t enough. It is vital that you organize them well.
Here are some essential steps for managing your team.
1 – Share your plan of action with them. Everyone should have a copy of your timeline and checklist.
2 – Arrange a debriefing meeting to get everyone started.
3 – It is vital to delegate tasks between the team members. Everyone should be responsible for specific objectives. It is the event planner’s job to make sure that each individual knows what they need to do.
4 – Send every member a written or typed list of the tasks that they need to complete.
5 – A brilliant idea is to hold meetings at critical steps throughout the process to make sure that everyone is on the same page. This way you can make sure whether everyone is making progress.
6 – Event planning can be very challenging. So make sure that you thank everyone who is helping you and show them how grateful you are for the role they play.
#8 Collaboration strategy and vendors
For most large scale events you will need to use vendors. They can provide a range of services like catering and entertainment.
You might even need to get sponsors to help you find the event.
Good teamwork can contribute to making the day so much better. To achieve these, create clear and open channels of communication between you. Everyone should know what they need to do.
Also, try to arrange meetings with all the stakeholders. It can be beneficial to hold one in the week leading up to the event to check that everything is ready.
A successful event is important to everyone involved. Even if it is your event, vendors gain more exposure if everything goes well. Consider collaborating with vendors and asking them to promote the occasion. Or see if there are other ways you can help each other and ensure the success of the event.
#9 Plan a marketing campaign
A crucial aspect of any event is marketing. Even the most well-made plans can fail without promotion. You need to let people know what is going to happen, when and where. The best way to ensure that it is going to be useful if to work out a publicity plan.
With the help of a promoter or your team, you need to work out what methods you are going to use. You can also set out a timeline that will help you to stagger the advertisements to generate the most interest.
An excellent first step in your plan is to publish a notice of the event. You can do this on your social media, website, newsletter or email lists. You can even release a teaser first to get people curious. This doesn’t have to be as detailed as the follow-up promotions.
#10 Promotional material
Next, you need to pick promotional materials to use. Diversity works well here, so try to use a few different mediums.
While you are trying to decide, you should do some research on your options. With this information, you can determine what will work best for your event and what it will cost.
Two of the primary methods are online and more traditional offline advertising. Both have their place in contemporary marketing campaigns.
Offline and physical advertisements can be vital to your promotion. One of the benefits of it is that you can use it to target specific people in specific locations.
With well-placed ads in the right places, you can improve your chances of reaching your target audience. If your company or business has a physical location, you need to put some up there too.
Here are some of the best offline-signs that you can choose:
Digital promotions have become essential in today’s world. It opens up the possibility to reach more people than before. Another benefit of these materials is that you can give your audience direct links to more information.
Some options to consider are virtual banners, videos, and digital branding.
Social media provides a whole new dimension to marketing. It can significantly increase your exposure and gives people the chance to share your event with their friends and followers.
The following are some strategies to use on social media:
- Create a Facebook event for the occasion.
- Formulate a unique hashtag that you can use across all your promotions.
- Post regular updates of the event on your social media to keep people’s interest.
#11 Post-event: evaluation and follow up
Once everything is all over remember to congratulate yourself for a job well done.
Expert planners usually use this time to evaluate their event. They try to assess whether they succeeded in achieving their objectives. It can give you essential information for planning your next event and making it even better.
If you want to this, you should try to gather data on the different aspects of the occasion. Examples of stats to consider are the number of attendees, money raised, social media exposure, and so on.
Enjoy your success
Our guide to event planning and advertising can be an excellent resource in organizing any event. We hope it will help steer you in the right direction.
Are you looking to celebrate something in or around Detroit? Maybe you’re planning a surprise birthday party, or it’s time to celebrate an anniversary in a big way. Perhaps it’s a baby shower or time to honor the retirement of a longtime employee. From graduation parties to company milestone celebrations to fundraising dinners, time to get started planning your event!
Out & about
Regardless of what you’re celebrating, you’re looking to create a great environment. Many times, parties can take place at someone’s house. Other times, if you’re planning a party for your business, you may be able to use the conference room or some other company area. But what do you do when your home isn’t the appropriate venue and hosting at the business isn’t a good option either?
It’s simple — you find a party venue. You locate a restaurant, hotel, etc. that can help you host your event. They provide the space (and sometimes the food) and you provide the celebration. When you decide not to celebrate at your own location (home, work, etc.), there may be pros and cons.
Pros & cons
Possible pros of an outside venue: It might be easier to host a surprise party. Plus, holding your party at the separate location could also be less work when it comes to setup and takedown.
Possible cons of an outside venue: One negative could be the extra expense associated with renting a location. Plus, there’s the additional legwork that may be involved in finding a place you want.
Here to help
The good news is we may be able to help you when it comes to one of those cons. And no, we won’t be paying for your party. What we do want to do today is help eliminate some of the legwork when it comes to finding your party location.
Let’s dive into some of the options for making your party a great occasion.
1 – The Westin Book Cadillac Detroit
Let’s say you’re looking not just for a place to host your party. You’d also like something that can accommodate out-of-town guests who’ve traveled in for the occasion. Consider hosting at The Westin Book Cadillac Detroit.
2 – Firebird Tavern
What if you’re hosting a retirement or birthday party, and you’re looking for more of a rustic feel? With its brick and wood, Firebird Tavern might be a great option for you.
3 – Planterra Conservatory
Rustic coziness not what you had in mind for your party? When your event calls for the freshness that living plants and natural light provide so well, what’s not to love about the Planterra Conservatory?
4 – Rust Belt Market
In the market for a venue with a unique feel? Rust Belt Market may be what you’re looking for.
5 – 3&UP
Calling for an outside-the-box party for your group? Consider the game-playing opportunity that 3&Up offers. It may make for some memorable fun celebrating.
Of course, choosing a location isn’t the only thing you need to do before the day of your party. Get started thinking about other tasks with our planning checklist.
- Mastermind the party program and other elements. Will you have speakers or a toast? Do you need to find a way to pull the party off as a surprise for a guest of honor?
- Determine what amenities you’ll need. For instance, you may need audio/visual capabilities if you plan to display a slideshow.
- Buy gifts. Or if it’s a group gift, select the gift item, then solicit contributions from others — as in the case of a retirement gift.
- Plan decor. You can get others to help you brainstorm or do an internet search for inspiration. Do you want to go with a theme color? Or perhaps you’ll choose a focal item or concept related to your guest of honor and plan your decor around it. Also, you may need to remember some or all of the following:
- Tablecloths & napkins (especially if you need them to match with or support your theme)
- Party favors
- Streamers & balloons
- Purchase signs. We love the idea of a standup cutout of the guest of honor or even a personalized banner
- Plan menu
- Purchase & send invitations
- Coordinate volunteers
- Prepare food. If you’re cooking/baking yourself, you may want to try to work in advance to minimize pressure on the day-off
A good time was had by all
Once you have your party planning underway, don’t forget to use our sign options to help you mastermind an event to be remembered. In a bid to stay calm and enjoy the whole event and planning process, begin your work in advance. Try to have as much planned and taken care of ahead of time so you can enjoy some socializing alongside your guests.
It can be a challenge to promote fundraisers successfully. You have to compete to be noticed between thousands of other advertisements. If you want to draw attention to a charity, the stakes are even higher.
Luckily, there are many strategies that coordinators can turn to that will help get their fundraiser the recognition it deserves. There are hundreds of platforms and approaches for you to choose from. It is crucial that you find the method that is right for you.
This guide will help you get your fundraiser noticed. These tips will help you to spread the word and to convince people to give their support.
Tips on how to get your fundraiser noticed:
When you are trying to get support for your fundraiser you should contemplate both the platform and the nature of the promotion. There are plenty of tried and true methods that can help you to get results.
No matter the platform, here are some general principles that you should keep to mind:
- Keep it simple: In trying to make their promotions, exciting coordinators often overcomplicate things. But balance is essential. They need to see with a glance what the advert is about. Less is more.
- Grab their attention: Promotional material is more prolific than ever before. So to be successful, yours should stand out from the crowd. One potential way to do this is by using compelling imagery. And to make sure that any text stands out.
- Clear call to action: Even if the promotion has been noticed, this is nothing without support. The advertisements should clearly state how they can contribute to the fundraiser. Therefore, it has to have a call to action which is a prompt for the audience to take action.
- Make it memorable: It is not enough if your fundraiser is noticed, you want people to remember it as well. Try to think of ways to make your promotions unique.
- Be transparent: An unfortunate consequence of scammers is that people are often suspicious of giving money to causes. This is the last thing that you want. You can help to gain the audience’s trust by being open and honest in all your communication.
- Exposure: You should consider which platform will reach the most people and get their attention. Additionally, look for the platform that will reach the people who are most likely to give their support to your cause.
Know your audience
Throughout these tips, you’ll notice that your target audience is an essential factor. These are the people at which your promotions need to be aimed. In terms of a fundraiser, your target audience is those who will give their support by donating to the cause.
The first step in building a relationship with them is to ask yourself who they are.
The following are aspects to consider:
- Their age
- Where they live
- Their lifestyle
- What appeals to them
- What media they consume
- Where they get their information from
- What their concerns are
- What their interests are
One way to do this is to assess who has supported your fundraiser in the past. While you do this, consider if there are more people who you would like to reach.
If your fundraiser is new, a good idea is to research the supporters of similar causes.
Once you have this information, we recommend you write out a description of the target audience. Make a profile of typical members of your supporters.
Your promotional campaign should always be designed with them in mind. Take a look at this overview of identifying your target audience.
Now let’s look at some of the most popular platforms and methods you can use to get your fundraiser noticed.
Social media marketing
Social media marketing is a game changer when it comes to promoting your fundraiser. These pages are indeed some of the most popular platforms that are available. Facebook, Twitter, Instagram and others can all be vital tools in your toolbox.
The different social platforms each have their own strongpoint that you can use to your advantage. But some strategies are useful across all of them.
One useful strategy is to post updates on your page regularly. This will keep the campaign fresh in your audience’s memory. People are more likely to contribute if they feel a fundraiser is making progress.
Make sure that you create a catchy hashtag for the fundraiser. It should be something that is easy to remember.
Hashtags are all the rage. They are an excellent way to create awareness and will give your supporters the chance to share your fundraisers with their own followers and friends.
Facebook, Twitter, etc. give coordinators a way to communicate with their supporters. It is a place where you can thank them for their contributions and encourage them to get involved. Creating events on Facebook are also a very effective way of spreading the word about the fundraiser.
It is an understatement to say that the internet has revolutionized how we promote products, services, and campaigns. Websites have become an essential part of any business or ventures repertoire. It is no different with fundraisers.
A web page can have hundreds of uses. You can use them for the following features among others:
- Websites are a fantastic way to provide people with information on the campaign.
- A place to share updates about the fundraiser. For example, you can use a progress bar to show how much funds you have gathered.
- The page should have a contact page that gives the necessary contact details. It can also possibly have a way that they can directly connect with you.
- You can provide supporters with a feature to donate funds on the web page. Or at least list how they can contribute.
You can place this link on any of your promotional material to let people know where they can find more info.
Logos and branding
Branding isn’t typically associated with non-profit ventures or fundraisers. But they can be another great way to get your campaign noticed.
You should build a brand that is coherent and that suits your fundraiser.
A crucial part of branding is to design a logo that packs a punch. Keep in mind that you want it to stand out and be unique. You should also decide on a color scheme that matches the logo.
You can maximize the effectiveness of your promotions by using your branding across all the platforms that you use. This will contribute to your audience building a relationship and with your fundraiser.
In other words, branding can make your fundraiser more memorable. This could help to increase long term support for the cause.
If you are wondering how to get your fundraiser noticed, a fantastic place to start is with outdoor signs. They can be a very effective way to get your campaign seen. It is recommended to hire a professional to help you bring your ideas and vision to life.
Signs are all around us. They are used for everything from directions to promotions. We become accustomed to looking at them for information wherever we go.
One of the best features of this platform is the variety of different options available. You can choose between sizes, shapes, and dimensions. Companies will offer signage at a range of prices so that you can select the ones that suit your budget.
The following are some of the main types of outdoor signs:
- Metal signs
- Neon signs
- Window graphics
- LED message centers
- Magnetic signs
- Correx boards
The key is to design these advertisements so that they will attract attention and to place them in a location where they will give you maximum exposure. Keep them simple so that people can read them on the go.
Companies like Signarama will be able to assist you in creating signs that are as attractive as they are useful.
Watching videos online has become increasingly integrated into our lives and our online experiences. It is no wonder that this has also become a valuable advertising platform.
It is estimated that videos will make up 82% of all consumer internet traffic by 2021.
Creating a video to market your campaign can play a huge role in getting your fundraiser noticed. Research has shown that visual content appeals to a variety of different audiences.
You should try to include footage about your project or cause. This will help to get people invested in the outcomes of your campaign.
You can upload the video to your website, youtube, social media or other digital platforms.
Nowadays, people tend to discount the potential for press releases. However, they can be a great way of getting the attention of news and media outlets. A successful one shows that your fundraiser is newsworthy.
Thanks to the internet, a press release can now reach more people than ever. Most contemporary news outlets have websites, YouTube pages, and social media pages as well as printed media. You can also often send pieces through to radio stations.
The typical process will involve you writing a piece of communication that describes your fundraiser, what it’s for, and how they can support or make contributions. Include the relevant contact details as well. Then you should send it through to potential outlets.
Here are some steps to writing a press release for your campaign.
Teaming up with businesses or other campaigns can help you to get your fundraiser noticed.
These type of partnerships are popular for a reason. It has benefits for both parties. It is an advertisement for both. And it will give them a chance to reach target audiences that they potentially would not have otherwise.
If your fundraiser is for a charity, you can ask local businesses to sponsor fundraising events. Look out for companies or brands that are aligned with the goals and values of your cause.
Another option is to ask them to advertise your fundraiser in their physical locations. They can also mention it on their online pages or any media.
Host a launch
One way to start your campaign off right is to hold a launch event. This can help get your fundraiser noticed before it even starts. Launches are an opportunity to get people involved in your campaign and to show them what it is about.
There are a variety of event types to choose from. From dinners to sponsored walks, try to opt for one that suits your fundraiser.
With careful planning, an event can keep on generating interest even after its over. Invite some journalists or bloggers who can possibly write a piece about the launch. Social media is also a valuable resource here. You can get more exposure by people sharing photos or writing posts about the event.
Remember to provide an opportunity for attendees to support the fundraiser at the event.
Because of the global nature of contemporary fundraisers, it might not fit every campaign. But it can still be a great way to get noticed and to gain local support.
This is another more conventional promotional medium. Printed material can include flyers, business cards, booklets, and newsletters. They all are relatively inexpensive ways to promote your campaign.
Another benefit is that there are a large number of places where you can distribute them. You can give them out at events or ask a business to keep some of them at their reception or pay points.
Don’t be afraid to get creative. Design and material can make this traditional medium more exciting. For example, make business cards from compostable material if you are running an eco-friendly campaign.
The end goal
Hopefully, this article has helped you understand how to get your fundraiser noticed and to maximize support. To sum up, success mainly boils down to choosing the right platform and using it effectively. This will give you the chance to get your message out there to your target audience.
Remember that the key to successful promotions is to use methods that are appealing to your audience, and more importantly, encourage them to take action. At Signarama we are dedicated to making signs that will help you to make your campaign successful. Take a look at our outdoor signs and our logos.