December 01, 2001
Meetings & Conventions: Planner's Portfolio December Current Issue
December 2001 ChecklistPLANNER'S PORTFOLIO:

Checklist

BY MARTHA COOKE

PLANNING A FUND-RAISING EVENT

The following checklist was compiled with the help of Bill J. Harrison, director of fund development for Blood Systems, 6210 E. Oak St., Scottsdale, Ariz. 85257; www.billjharrison.com

BASIC EVENT PROFILE

  • Name and purpose of event
  • Date, time and location
  • Number of attendees expected
  • Estimated cost of event
  • Per-attendee registration fee
  • Projected revenue generated
  • FACILITY SELECTION

  • Is the available space suitable in size and shape?
  • Is the room rental fee within budget?
  • Is there an adequate public address system, if needed?
  • Are power outlets well placed and accessible?
  • Can the space accommodate audiovisual needs?
  • Will there be a head table? If so, where will it be placed?
  • Is there a convenient area to set up registration tables?
  • FOOD AND BEVERAGE

  • Will there be a buffet or a sit-down meal?
  • What is the per-person budget, including gratuities?
  • Will there be a cash bar, or will drinks be hosted by an event sponsor?
  • SPEAKERS AND ENTERTAINMENT

  • Will there be a guest speaker?
  • What is the nature and goal of the speech or presentation?
  • Will there be a fee or honorarium?
  • Would a celebrity or an industry VIP speaker be appro-priate? If so, be sure to book early.
  • Does the speaker or entertainer have books or tapes to sell on-site?
  • What kind of A/V will be needed?
  • Will special staging or power hookups be required?
  • Will union labor be required?
  • How much time should be allotted for the presentation or entertainment?
  • Will hired talent need travel and hotel reservations?
  • Has an attorney reviewed all contracts and guarantees?
  • PROMOTION TOOLS

  • Press releases
  • Posters and flyers
  • Public-service announcements
  • Talk show appearances
  • Press conferences and media receptions
  • Local newspapers and TV news outlets
  • OTHER CONSIDERATIONS

  • Will the organization be required to solicit sponsors, prizes and favors for the event? Who is responsible for handling the these tasks?
  • How will checks for vendors be issued? When is payment due? Will the cash flow be adequate?
  • Are reporting channels clear? What are the limits of authority for each responsibility?
  • Do any contracts specify special conditions that must be met, such as first-class airline tickets for VIPs, the use of union labor, F&B minimums, etc.?
  • For an outdoor event, is there a contingency plan in case of foul weather?
  • How will the organization promote itself before, during and after the event?
  • How will names of attendees be gathered and archived for follow-up contact?
  • How will volunteers and sponsors be recognized?


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