Prelimenary Special Events Planning, Part III

When will the event be held?
Many special events are held on some anniversary, or on what has been agreed upon as a convenient date by its planners. Other events occur in conjunction with community or nation-wide celebrations, be they holidays like Thanksgiving, days of service like National Volunteer Week, or awareness days like National Breast Cancer Awareness Month. During such times, there is an increase in publicity and activity that nonprofits can capitalize on. However, your event many be in competition for the attention of community members with a dozen other ones with similar goals.

It is always a good idea to coordinate your group's effort with one or two other nonprofits whenever possible. That way, responsibility is spread out, resources are gained, and everyone involved benefits from the outcome instead of inadvertently competing with each other.

Where will the event be held?
Though this questions seems very straightforward, the answer might make the difference between a successful event and a logistical nightmare. Here are some questions to keep in mind:

• Will there be one event site or several?
• How much space is needed?
• If you are renting a place, how much will it cost and how far in advance must you request it?
• How accessible is the site? Is there sufficient parking? Is there a bus stop nearby? Are things handicap accessible?
• Will there be enough chairs, tables, bathrooms, etc?
• What are the site's audio-visual capabilities? Can it handle a microphone, slide projector, sound system, or whatever else the event may need?
• If the event is outdoors, what can be done in case of bad weather?

Who will (hopefully) be attending the event?
The planning committee will need to decide quickly who they would like as guest speakers or workshop leaders, if anybody, and get in contact with them. Costs vary widely between speakers - from a free lunch to thousands of dollars, plus expenses. A well-known person can draw a crowd, and bloat a budget. Politicians will often make appearances for free, as long as they can fit it into their hectic schedules. Balance the big wigs with people from the community-that will make your event simultaneously media-worthy and approachable.

Also, you need to be aware of your audience (all the members of the community? Adult women? Handicapped children?) and start thinking of ways to make those people aware of the event. The success of almost any event will be its attendance level.

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