[Today’s post comes from Annie Wood, our Director of Community Programs. Through her work at Minnesota State University Moorhead and now here at Emerging Prairie, Annie has been immersed in the event-planning world. Here are a few of her pro tips.]
Yes, event planning is fun. But it’s not always easy. Over the years, I’ve learned a few things that make pulling off a killer event possible. Check ‘em out:
1. Pull together an exec team / host committee.
Think about what skills or networks you want to tap into and invite those people to be part of your team. Organize the team so people know what tasks they need to execute and can clearly communicate mission and vision of the group.
Backwards planning is key. Set up a backwards timeline for planning so you know what due dates are necessary to accomplish everything. Then assign tasks and give due dates for accountability.
The OG TEDxFargo planning committee.
2. Fundraising.
Look for grants through programs or local companies that align with your mission. You’ll probably need to do some research to find them. When you ask for money, give a concrete number – like $500 – versus the vague “anything will help.” Communicate what, specifically, the money will be used to accomplish.
3. Prizes.
Cash is great, but it can be more fun to give gift cards to local businesses (like 20 Below, Unglued, local breweries, local restaurants) to invest in the community. Also have sponsors give away swag.
Tech Tailgate loves prizes!
4. Create a website or Eventbrite.
Have a place where people can get all the info and get signed up for the event. People are online, meet them there.
5. Promotion takes work.
If you want people at an event, you’re going to have to work for it – hope doesn’t fill the room. Craft specific messages for people highlight particular aspects that will make them want to come. Specifically invite a person and help them see the value in the event, then ask them to get other folks to join them. And look for existing groups that might have an interest in your event. For example, if you’re planning a gaming event, be sure to invite the Fargo GameMakers!
6. Make the event fun!
Plan an event you’ll enjoy attending – seriously, no one likes going to a boring, uninteresting, slow-moving event. Create a special experience for people in the room. Use lighting and music to create atmosphere. Depending on the event, have an emcee to move things along and good signage so people know where to go and what’s happening. And make it fun!
Lighting can make a world of difference. (in this photo: Thanks Livewire)
Happy event planning!
