Event Planning Means Asking Questions

One of the popular methods that most non profits use to attempt to raise revenues is running events. While events are often use for fund raising, there are many other reasons events are used, including public relations, educational, need to conduct organizational business, or social. Regardless of the purpose of the event, those planning events, whether volunteers or professionals, must ask and get answered several relevant questions at the onset of the planning and organizational process.

Before one begins, the individual or individuals responsible for planning and organizing the event must be certain that he is clear on the goals, vision, budget, etc. that the organizational leaders have for it, so that everyone is "on the same page," and there is no wasted time and confusion due to miscommunication. Some of these questions include:

1. What is the vision that the organization's leaders have for this event? What do they wish to achieve?

2. Has this event been run before, and is the intent merely to mirror the previous ones, or should it evolve, improve or adapt? What things have the leaders and the attendees been pleased with previously, and what did they not particularly like?

3. What is the purpose of the event? Is it a fund raiser, an educational opportunity, a planned meeting, or some combination of these things, or for some other purpose?

4. Is there a charge for attending or is it free? Is this going to be completely live, on the web, or some combination of the two? If there is a charge, what is the approximate charge, and what does it include?

5. Will individual room accommodations needed? How important is it for attendees to stay at the same property? How important is the room rate to the attendee rate? Who pays for the individual room, the individual, the organization, or it a full or partial subsidy? Are there any complimentary rooms needed?

6. Will the event planner be needed on site during the event, or will the organization be using a separate organizing or event committee?

7. If the event planner is professional, what will the fee be, and what will the services include?

8. Who is doing the negotiations for the event venue, and has a professionally prepared Request for Proposal (R.F.P.) been utilized, including all event needs?

9. Is Food and Beverage being offered? Will it be part of the Registration Fee for this event? Are meals included in the fee, or are meals being offered separately? What are the dietary needs of the group? What is the relationship between the best price and type of meal that the organization's leadership desires? Is alcohol included in an Open Bar? If not, will a Cash Bar be needed?

10. Does the leadership desire a particular theme, or is the event planner responsible for that, or will that be handled by a separate committee?

11. What is the budget for this event? This must be detailed and conservative on the revenue side and worst case scenario based on the expense side?

12. What is the anticipated attendance? Will families be attending? Is there a need for a special program for the families that accompany the attendee?

Obviously, this is only the "tip of the iceberg" when it comes to the questions that must be asked and answered. However, in my over thirty years of planning events, one of the major mistakes that planners and organizers make is not getting enough relevant and essential information from the beginning.