EVENT PLANNING A special event is a one-time event focused on a specific purpose such as a groundbreaking, grand opening or other significant occasion in the life of a library. Special events may also be created for other targeted purposes such as jobs fair; awards banquet or logo contest. These one time special events are different from "programs" offered on a continuing basis such as a lecture series, summer reading club or story hour. The following steps are offered to help guide your event planning: Develop Strategies for success List of Things-To-Do before the Event Special Events Checklist Create a Budget Logistics Seating & Space Capacity Planning Plan Publicity Day of the Event Immediately After the Event Evaluate the Event

DEVELOP STRATEGIES FOR SUCCESS Make sure the purpose for the special event is important enough to merit the time and expense needed to properly stage, publicize and evaluate the event.

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LIST OF THINGS-TO-DO BEFORE THE EVENT Select a working committee with broad representation. Identify possible dates for the meeting. No matter what date you pick someone will complain it doesn't work but thinking ahead can limit the inconvenience for all parties. Prepare a preliminary agenda and guest list. This will help you set the criteria for the venue. Send meeting requirements to selected sites with requests for written proposals. If you are signing a contract you should always get a written proposal. No surprises is a good thing! Review site proposals from responding suppliers; select potential sites and begin site negotiations with potential venues. Whenever possible speak to companies that have hosted similar events at the venue. Conduct site visits as required. This is very important the first time you use a facility. Negotiate hotel rates and blocks. If you use a hotel for the event, you should get a significant discount on rooms. Add any deadlines and other requirements to timetable. Establishing these milestones for your event will keep you on track.

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CREATE A BUDGET The objective is to provide event planners with a financial blueprint. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations. concession sales) as well as expenses printing, permits, insurance, speakers, food. supplies, security).

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CONSIDES LOGISTICS With many activities going on simultaneously, there are many details to be checked. Major areas to consider and plan for include: size of space or building used, utility support needed, setup (Seating arrangements, tables and chairs. tents, portable toilets, parking, signage) coordination, cleanup, emergency plans, transportation, and public services such as police and fire departments.

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PLAN PUBLICITY Promoting a special event takes creative thinking balanced with practicality. The primary objective is to publicize the event, but secondary objectives should be considered. Are you trying to inform, educate or entertain? Increase awareness or attendance of the event? Build a base support from a specific audience? Facilitate good community relations? Brainstorm all the available media in including marquees, school newsletters, church announcements, and cable and commercial stations. Make a detailed list with names of whom to contact and when. PR for the event. Calendar notices, press releases, interviews may all be appropriate depending on the size of your event. If it is a non-profit or charity event, line up sponsors. Prepare and mail letters to potential event sponsors requesting consideration in their budgets.

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DAY OF THE EVENT Have a staff/volunteer meeting to review responsibilities, procedures, and overlap areas like registration. It will feel like you don't have time, but taking 10 minutes for an informational, and motivational, meeting will save you a lot of headaches later in the day. Confirm and monitor pickup of all rental equipment and supplies. Sure, you ordered it, but did it really show up? Walk through the venue and check the following: (You should use this checklist twice. First, when you order supplies, decorations, etc. for your event, and again on the day of your event to make sure everything has arrived and is in place.)

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IMMEDIATELY AFTER THE EVENT Pack and inventory all material. Many of your collateral materials are reusable. It's a big investment, so take good care of it. Do financial reconciliation. With a big event, you'll have many invoices and you need to make sure you have been billed correctly and you pay in a timely fashion. Watch expense reports, since a lot of cost can be hidden in those reports. Perform post-budget performance review. Were you on budget? Could you have saved money? Prepare list for thank-you letters. Prepare and mail letters. Collect and organize data for final meeting reports. Obtain evaluations from staff, volunteers, consultants. It is very important to evaluate what went right and what went not so right so the next time is easier.

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EVALUATE THE EVENT Take time to evaluate right after the event while the details are fresh. You may want to consider having a questionnaire for participants to fill out. Some general evaluative criteria include: Did the event fulfill its goals and objectives? Why or why not? Identify what worked and what needs fine-tuning. Which vendors should be used again? What items were missing on the checklist? Was the event well attended? Was informal and formal feedback about the event positive? Given all that went into staging, was it worth doing?

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