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.