Event Development - Commitment (Part Eight)

“The following is a continuation of my Event Development Series. Last weeks Blog started describing the “Commitment” section. This week’s Blog will continue this description. As suggested previously, any thoughts and idea are more then welcome!"
Commitment (continued)
21. Have you developed a preliminary Plan of Action and Budget?
To initiate meaningful discussions with your stakeholders, you must know where to you want to go, what you want to offer, how much it’s going to costs and if there is going to be a profit of a loss. This definitely a necessary step otherwise you and your group can’t make an educated decision. Make the effort and take the time to do it properly… and be realistic. The end result will be a committed volunteer group and a successful event.
22. Is additional insurance coverage required?
If you a member of a group, you may already be insured. However, depending on the size and nature of your event, you may have to specifically add the insurance to your insurance policy. Each situation is different as are the companies who provide insurance. Before committing to an event it is always prudent to check with your insurance broker to see what your position is. In the case of a group or event that is not insured, GET INSURANCE. No matter how good a group you are or how careful you, “bad stuff” can happen. If it does and you are not insured, you and everyone around could lose everything, and I mean everything. Besides, most facilities and communities (if you are using one of their facilities) will both require proof general liability insurance, plus they will want their name added, as an assured, to your policy. (To be continued)

Event Development – Commitment (Part Seven)

“The following is a continuation of my Event Development Series. Last weeks Blog started describing the “Commitment” section. This week’s Blog will continue this description. As suggested previously, any thoughts and idea are more then welcome!"
Commitment (continued)
18. Is the proposed facility large enough and can you afford it?
You may find what you think is the perfect location, but will it really accommodate all your plans? You must realistically think about what it you want to do and determine if the facility will work for you. Additionally, you must consider the cost of the facility plus any extra charges that might arise. If the facility plus cost are too high, it might adversely affect your event.
19. Are there any other groups that could become involved?
Sometimes with larger events it’s a good idea to approach other groups to either become event partners or participants. This is a personal choice, but could work to your advantage if volunteers and/or money are in short supply. Many times, if a good coalition can be arranged, the resulting partnership can lead to a much superior event. Something to consider, but be wary off.
20. What is the proposed duration of your event?
Just remember, the longer your event the more things you have to consider. Do you have enough time to plan? Is there enough manpower? Will enough people attend to make it worthwhile? If you are having vendors, will they be happy with the time they have to be there? Longer events can lead to greater success, because you can offer a lot more, but they can also lead to a lot more problems. Try to consider all the pros and cons before you make your final determination. Comprehensive research will go a long way in helping you make your final decision. (To be continued)

Event Development – Commitment (Part Six)

“The following is a continuation of my Event Development Series. Last weeks Blog started describing the “Commitment” section. This week’s Blog will continue this description. As suggested previously, any thoughts and idea are more then welcome!"
Commitment (continued)
15. Is there sponsorship money available?
One way of eliminating or minimizing the money issue is to find willing sponsors to help you underwrite you event. If approached properly, this can be a win… win situation for both you and your sponsors. To develop a sponsorship program, you must have something to offer. Remember, this is not a donation, but rather a marketing opportunity.
16. What is the expected size and scope of your event?
In order to really expect people to commit to an event, they have to know what they are getting into, right up front. Larger and more complex events will require a lot of volunteers and a greater time commitment. You can’t “sugar coat” this question. You can’t down play the time aspect. If you do, it will come back to haunt you two fold. Look at your planned event realistically and make sure you and everyone else involved know what they are getting into.
17. What locations are available to hold your event?
Location… location… location! You may have great plans, but if a proper location isn’t available, you may have to reconsider your plans. Make sure you scout all possible locations, including neighboring communities, to see what choices you have. If you only have a few choices, and none of them are great, you may have to drastically modify your expectations. Holding an event in the wrong venue is a recipe for disaster. (To be continued)

Event Development – Commitment (Part Five)

“The following is a continuation of my Event Development Series. Last weeks Blog started describing the “Commitment” section. This week’s Blog will continue this description. As suggested previously, any thoughts and idea are more then welcome!"
Commitment (continued)
11. Who will attend this event?
Another thing to consider when you are looking at attendance is who is the event aimed towards… kids, teens, seniors, locals, out of towners, etc. You get the picture. If it’s aimed towards out of towners, are there sufficient accommodations and restaurants? If it’s towards seniors, is the venue going to be wheelchair friendly? And so on it goes.
12. Will people attend this event?
Finally, you can have the best event in the world, but if people don’t come you have no event at all. This is, of course, an important consideration. Is the event being had at a good time of year? If it’s an outdoor event, what happens if it rains? How about the location? Is it easy to get… hard to find? What about disasters? You can’t plan for those. When planning an event you have to try to consider all elements and then find the best way of insuring good attendance.
13. Is there “seed” money available?
All events need some initial money. Such things are tickets, advertising, posters, etc. need to be purchased in advance. Your group needs to be prepared to spend money to make the event happen. The amount required will depend on the type and size of event you are holding. A word of caution, don’t under estimate how much you will required… be realistic. Surprises are not a good thing when planning an event.
14. Is your group willing to lose money?
Even the best plans can go wrong! Disasters can happen; circumstances can change in an instant. This can lead to a financial lose for your group. Can you group afford to lose money? Is it willing to lose money? If the answer to these questions is know, you should be reconsidering your commitment to the event. It is better to “stop the show” in the beginning then to find out too late and can’t turn back. (To be continued…)