Decide what occasion, issue, or problem to address and the kind of event you will host.

• Decide who will chair the event.

• Recruit key volunteers.

• Decide whether to sponsor the event with a partner (that is, another group or organization in your community that would be willing to plan and host the event with you). Think about the possible resources and special skills that a partner would bring to your venture and the type of publicity or special attention that a partner would generate.

• If your group decides to have a partner, consider selecting an honorary chairperson who may -- depending on his or her position and prior experience -- be able to generate added publicity and enthusiasm for your event.

• Bring everyone together and answer the following questions:
  • What are your goals? How will you measure success?

  • When do you want to have your event? Will any other events conflict with your date? Do you have a rain date?

  • Where will you hold your event? Is the place available? Consider seating, parking, accessibility for people with disabilities, transportation, and any permit that may be required.

  • How much money will you need? How can you obtain donations? Do you need a fundraiser?

  • Who will attend your event? How many people can you accommodate?

  • How long will your event last?

  • Who will serve on what committee? Typical committees include: awards and prizes, entertainment and publicity, exhibits and information, food, decorations, and invitations and hospitality. Recruit volunteers for each committee and appoint committee chairpersons who have the time, energy, and commitment to do the work.

• Decide if tickets will be required for admission and, if so, how much they will cost, and where and when they will be sold.

12 to 16 Weeks Before the Event

• Direct the committee in charge of exhibits to send invitations to groups or individuals who may want to set up exhibits at your event. The invitation should include the purpose, date, time, and place of your event; potential benefits for the exhibitors; and any signup requirements.

• Appoint a lead person to be in charge of publicity and drawing people (such as local TV and radio station personalities) to your event. This person should work closely with any honorary chairperson your group has selected.

• Meet with committee heads regularly, offer help when needed, and monitor their progress.

8 to 12 Weeks Before the Event

• Arrange for any required payment of contractors, such as table and tent rental companies.

• Order T-shirts, hats, or other items of clothing for your volunteers to wear on the day of the special event. Having volunteers dress alike -- in a T-shirt featuring your group's name or logo, or in an unusual colored sweatshirt, for example -- will make these persons easy to recognize and may promote a feeling of teamwork.

• Begin selling tickets, if appropriate.

Invitations and Hospitality Committee

• Work with the Publicity Committee to design any fliers, signs, or other notices. Post them 4 to 6 weeks before the event.

• Invite local celebrities to participate.

• Give the Food Committee a preliminary estimate of how many people will attend.

• Make sure you have adequate parking, handicapped access, restrooms, and a secure place for coats (don't forget hangers).

• Purchase or secure donations of first-aid kits, fire extinguishers, and cell phones. Make a list of emergency phone numbers to have on hand.

• Make name tags and site maps for workers and exhibitors.

• Tell the Decorations Committee how many tables will be needed.

• Recruit volunteers to be greeters and runners. Assign greeters to accompany celebrity guests.

Awards and Prizes Committee

• Decide on criteria for any awards to be given at the event, and recruit judges to select award winners. Arrange to have the honorary cochair or a community leader present the awards.

• Ask local businesses to donate awards and door prizes.

• Order "novelty" items, such as balloons, T-shirts, key chains, or pens and pencils with your group's name or logo.

Entertainment and Publicity Committee

• Plan activities and entertainment. Arrange for any necessary stage, sound, and audiovisual equipment.

• Reproduce educational materials such as brochures and bookmarks.

• Develop a media contact list. Introduce yourself to contacts at local radio stations and newspapers and ask them to publicize your event. Radio stations may accept and broadcast public service announcements (PSA's) on your event at no cost. Usually one person at a radio station is in charge of PSA's. For each station, find out who that person is and work with him or her to arrange free air time. Most radio stations require groups wishing to broadcast PSA's to submit proof of their nonprofit status, a script of the 30-60 second announcement, and a statement about the importance of the message. Submit this information approximately 3-4 weeks before the event. Newspapers similarly set aside space to list community events at no charge. Find out who is in charge of these listings at your local paper and submit all necessary information to him or her.

• Prepare a press release -- a summary statement that contains all important information about your event, including when and where it will take place, the causes it will benefit, and how to get involved -- and send it to your media contacts at least 1 week before the event. At the same time, send contacts an "information kit" on your event that includes fliers, brochures, bookmarks, T-shirts, posters, and any other promotional items, a schedule of events, and a list of sponsors, exhibitors, and local celebrities participating in the event.

• Recruit an experienced photographer to take pictures at the event. A school or community photography club may be able to suggest or provide someone willing to donate his or her services.

• Be available on the day of the event to meet and greet media representatives and answer their questions.

Exhibits and Information Committee

• Follow up on invitations to exhibitors and verify who will attend. Send confirmation letters.

• Estimate the total number of exhibitors and determine space/table requirements. Be sure to include a display table for brochures and product giveaways.

• Recruit volunteers to help exhibitors unload, set up, and pack up materials.

• Develop event-day instructions for all volunteers, addressing such subjects as when to arrive, where to report, and how to deal with an emergency.

Food and Decorations Committee

• Decide what type of decorations to use and where they will be placed.

• Map out where to set up exhibits, displays, food, entertainment, and registration. Pay attention to the location of electrical outlets.

• Make promotional signs, directional signs, and posters.

• If serving refreshments, arrange for all required tables, tablecloths, chairs, napkins, cups, plates, and utensils for food, and recruit and organize volunteers to prepare and serve food.

• Arrange for the delivery and placement of tables, chairs, and other supplies needed for exhibits, awards, and other displays.

• Recruit volunteers for setup and cleanup.

• Arrange to have any unused food or drink delivered to a shelter or other facility in your area that accepts such donations.

1 Week Before the Event

• Send a copy of your press release and an information kit to every media contact. Call to confirm coverage of your event.

• Purchase utensils, paper goods, decorations, and nonperishable food items.

• Confirm all deliveries and pickups.

• Give the Food Committee a final count of how many people are expected to attend.

1 Day Before the Event

• Pick up orders and arrange deliveries.

• Test audiovisual, sound, and other equipment.

• If possible, set up tables and decorations.

• Purchase perishable food items and prepare food.

• Do a final review to make sure all checklist items have been completed.

The Big Day!

• Complete decorations.

• Set up tables, stage, and audiovisual equipment.

• Put first-aid kits, fire extinguishers, phones, and emergency phone numbers in locations that are readily accessible but out of the way. Tell volunteers where to find these items.

• Approximately 30 minutes before your event begins, brief volunteer greeters, helpers, and runners. Answer any questions and make sure everyone is ready to go.

• Thank all donors, volunteers, partners, media representatives, and celebrities.

• Relax and have a great event!

After the Event

• Clean up.

• Return all borrowed equipment and supplies, and deliver unused food and beverages to the local shelter or facility that agreed to accept your donation.

• Send thank-you letters to all who helped make the event a success.

• Take notes about what you experienced, writing down what to do differently in the future and what went especially well.

• Meet with your committee chairpersons for a postevent evaluation.