Meetings & Conventions: Planner's Portfolio
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 PROFILEName and purpose of eventDate, time and locationNumber of attendees expectedEstimated cost of eventPer-attendee registration feeProjected revenue generated
FACILITY SELECTIONIs 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 BEVERAGEWill 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
SPEAKERS AND ENTERTAINMENTWill 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 TOOLSPress releasesPosters and flyersPublic-service announcementsTalk show appearancesPress conferences and media receptionsLocal newspapers and TV news outlets
OTHER CONSIDERATIONSWill 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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