Holding a successful special event does not just happen accidentally. It happens because of:

• Thorough planning
• Attention to detail
• Careful budgeting
• Adequate Manpower

Is There a Magic Formula That Will Make My Special Event A Guaranteed Success?

We''re sorry to tell you that there is no magic formula, no sure-fire set of rules, and no 100% guarantee to ensure that your event turns out exactly the way you had hoped. But there are certain steps you can follow to make your event the best it can be.

10 Simple Steps To A Super Special Event

1. Determine your objectives. Are you holding this event in order to:

• get publicity?
• raise money?
• make an announcement?
• honor outstanding achievement?
• kick off a campaign?
• recognize staff members or volunteers?
• increase membership?
• dedicate a new building?

Keep your chosen objectives in mind throughout the planning process. If your event does not accomplish what it was designed to do, it cannot be considered a success.

2. Establish your budget. No matter how small or large your event, it will cost money. Room rental, advertising and promotion, invitations, decorations, speakers, and refreshments are just a few of the items you may need to purchase. Before you do any serious planning, consider what resources are available to you. Are there individuals, businesses or organizations who might be willing to donate money or goods or manpower to assist you?

3. Create a Planning Committee. Since the dedication, enthusiasm and abilities of the folks who work on your event contribute significantly to its success, consider carefully who will be involved and select the best people possible. Flexibility, imagination, organization, and reliability are some of the qualities to look for.

4. Select a site. Is it close to public transportation? Are the parking facilities adequate? Site selection may involve considering everything from room space, food service, and decorations to union regulations for site employees.

5. Select a time and date. Check to make sure the date you choose is not a well-known, lesser known, local or religious holiday. Are there competitive events already scheduled which will impact your attendance? Will the date chosen give you adequate time to execute your plans?

6. Decide who you want to attend and how many attendees you hope to have. Make sure that if you meet these goals, there will be adequate space, manpower, and whatever else you need to handle it. And make sure that the type of event you plan is designed to draw the appropriate attendees.

7. Choose a program or plan of activities. Will there be speakers? How many and how long will they speak? Will food be served buffet style or sit-down? Will there be dancing or other entertainment? Make sure to keep your objectives and your budget in mind.

8. Plan how you will publicize your event. Will you send personal invitations? Issue press releases? Advertise in newspapers or magazines, or on radio or TV? Distribute flyers? If people have been asked to R.S.V.P., what will be set up to handle the response?

9. Consider logistics. What about checking coats? Restrooms? Parking facilities? Accessibility for the handicapped? Will you need audio visual equipment? Will someone be needed for traffic control? For security?

10. Create a timetable. Set up a step-by-step timetable listing absolutely everything that needs to be done, when and by whom. Having a complete timetable and following it is one of the most important steps you can take to ensure that your event turns out to be everything you want it to be. Make sure you have all your arrangements in detail, in writing. Confirm and reconfirm all your arrangements as you get close to your event.

Use the following checklist to guide you as you plan your special event.Every item in this list may not apply to your event, and you may want to substitute others that do. Working with this checklist will help you attend to the myriad of details that are part of successful event planning. Make sure to confirm or reconfirm arrangements as you near the date of your event.

____Determine objectives
____Establish budget
____Ask for contributions/donations
____Form a committee
____Assign responsibilities
____Establish timetable
____Select date/time
____Weather considerations
____Arrange for rain date
____Competitive events
____Holidays
____Visit at least three sites

When considering each site, you''ll want to check on the following...

____Parking
____Restrooms
____Telephones
____Handicapped facilities
____Site services
____Audio/visual equipment
____A/V Operator
____Decorations
____Food service/Catering
____Refunds/Cancellation policy
____Get references/bids

Make sure to schedule a post-event evaluation with your planning committee or other key people to share what worked well and what didn''t. No matter how successful or unsuccessful your event, it will provide you with valuable lessons for the next time.