9 Tips to Event Planning

Acoustic for a Change tips are designed to provide ideas / guidance when planning your next event.
We are here to support you through the process.

1. Pick a Date

Charity and Fundraising Events are most successful if held on a Thursday or Saturday evening. The best scenario would be to give yourself at least 4-6 months of planning. If you’re selecting your event during any holiday period allow 6-8 months.

2. Budget $

You don’t need to spend a fortune to have a great fundraiser. Be imaginative and those unexpected touches will add to the success of your event. Always increase your budget by 10-15% of the total cost calculated to cover unforeseen costs.

3. Location

Site selection should be determined by: (just to name a few)
Capacity, when decorating can begin, curfew times if music is involved, access for disabled, # of restrooms and their location, parking (valet), what does the venue provide (tables,chairs, AV & sound equipment etc…), Price, deposits and Cancellation policies.

4. Rental of Equipment

You will need to determine the types of equipment needed for your event. Some of the items may include: Tables, chairs, linens, china, glassware, silverware, party tents, dance floors etc…

5. Guest List

Your guest list is very important. You may want to have a diverse group of guests to enhance conversation. Get as many people as you can to participate in this task. This is great opportunity to bring new acquaintances into your charity circle and strengthen it as well. Read and reread your list. Make sure you have not omitted anyone.

6. Invitations

Your invitation is the first impression of your event and it sets the mood. Coordinate your invitation style and material with your theme. Include all pertinent information; location, date, time, attire, a self addressed stamped response card with an RSVP date, directions to the venue and any other special instructions. Most importantly have the name of the organization that is hosting the event, list who the charity it’s raising the money for on the invitation..

7. Menu

Create a menu that compliments the theme of your event. Coordination of food and decor truly adds to the excitement of your event. Always consider the special needs of the diabetic, vegetarian or anyone that may have food allergies. When planning, think about avoiding hard-to-eat “messy” dishes. Your guests will enjoy the food more if they can focus on “what” they are eating instead of “how” to eat it. Hors d’oeuvres can be tricky. This is the first impression of the food that will be served. Try to choose something that’s easy to eat. Add a touch of elegance to the hors d’oeuvre tray with edible flowers and or greens in a decorative pattern. Also, if they are served butler style, make sure they are “one bite” size finger food.

8. Entertainment

Select the right type music and entertainment best suited for your event. During arrival and cocktail hour, background music is the best. This will set the mood for the entire evening. The music should be loud enough to be heard but low enough so guests can still carry on a conversation.

9. Photographer & Videographer

If you are planning to have a Photographer and or Videographer, there are a few important issues to cover prior to the event. Try to find a team that has worked together in the past and are comfortable with each others style. Discuss with your Photographer the type of photos you want, such as color, black & white or both. Specify the attire the Photographer should wear, coordinate with theme if possible. Make sure the Photographer is aware of any special guest whom you particularly want to be photographed. Provide them with the guests name and where they are seated. Discuss with the Videographer the type and number of cameras he will have and the microphone and format used. Like the Photographer, let the Videographer know if there are specific guests you want taped. Again, specify the attire for the evening.

I’m here to support and guide you through your event.

Contact me at today and lets start planning!!

Happy Planning

Susan Echarte

Event Guidance for Fundraising Events

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