Pumpkin Spice Lattes arent the only good thing about Fall. The events that come with the season are even better. The fall gala season has begun and realistically gala planning season as well. Galas and other big events are planned 12 months in advance. You may be stressing. Thinking “Where Do I Begin” luckily you have Us, Awe Events Austin, right at your fingertips for some handy tips.
While charities often hold special events to make money, they also use them to spread the word about the mission and goals of their organizations. However, preparing a successful event can be difficult for small groups that do not have sufficient staff members, volunteers, and resources to devote to an event. People who have run special events offer the following tips on how to avoid some common pitfalls:
Experts suggest establishing a budget for the event before doing anything else. Start with the biggest expenses, such as food and beverages (including caterers, waiters, and bartenders), rental fees for the place where the event will be held, and advertising. Also, depending on the event, other major costs may include transportation, security, parking, and hotel fees for special guests. Watch out for hidden costs, say experts. Many organizations, for example, forget to include the time charity workers put into an event as an expense.
Reserve a location well in advance of the event
A space should be booked six months to a year in advance, preferably as soon as the organization is certain that the event is going to happen, say fund raisers and consultants. Some charities have persuaded theaters and other event facilities to donate the space by asking as far ahead of the event as possible and relying on personal contacts that trustees or volunteers have. An event facility has needs that match well with those of the charity. If it's a new space in town, they may be looking for the publicity, and it's a great way to get space donated.
Consider seeking sponsorships
Corporate sponsorships can help defray the cost of the event. It is best to start figure out what support will be easiest to obtain and work from there. We always try to ask who our committee knows and have them set up meetings and ask them first. It always helps if you already have a connection.
Spread the Word
Charities often get free publicity by persuading local newspapers to put announcements on their event or society pages. In addition, posting information about the event on the charity's Web site and sending invitations to supporters are ways to make sure people who are most interested in the organization know about an event. Social media is also a great outlet to spread the word on your event!
Expect the Unexpected
Even after all the planning is done, don't get complacent on the day of the even. A week or two before an event you and your colleagues should compile a list of what needs to get done. Confirm volunteers, make phone calls. Plan ahead and get things set up the day before and not the day of. The first time you do something, there are going to be things unknown to you. You're going to have to experience the first time to understand.
Planning an event and need help? Call Awe Events ATX today 512-718-8086.
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Post written by: Kylie Lane