Experience Marketing Timeline & Task list event planning checklist (Digital Download)
Experience Marketing Timeline & Task list event planning checklist (Digital Download)
Event Tasks & Timing (To-Do List) - An easy To-Do checklist. Follow or customize and is a basic platform for successful event planning.
T&T - Who, does What, Where and When?
Starting early, 3-4 months before your event will give you plenty of time for a relaxed planning, staging and executing an event.
Realizing a typical busy entrepreneur’s schedule, start 4-6 weeks before your event to be able to pull of an organized experience marketing event.
Take a list of standard event planning tasks (H2) and list them on your spreadsheet or online task management tool. By listing to do items on a timeline, tasks can be spread out over a period of time. Doing a little something for each day instead of hours at the last minute is much more enjoyable and will likely allow for more readiness.
Fit organizing tasks into your daily routine. Add extra items a little at a time, spread out the cost and management of ordering extra supplies. The trick to adding errands to secure extra items, is when you are already making bank trips or on the way between home. Spread them out over a month time so everything doesn’t pile up.
While online delivery isn’t good for everything, it can be an event coordinator’s best friend. There are many benefits to delivery services, just start early! It is easy to order special promotional items online as long as you take good notes. Take screen shots, record dates, times, contact information and of course website URLs from online locations. Start a folder for the event (physical and on computer). Save emails, Web orders and as much details as possible for all online activity.
WANT MORE?
Street Fairs for Community and Profit guidebook will help volunteers plan and execute a street fair, large annual event or business district activity. It provides steps for planning, fundraising, marketing and actually producing a successful street fair. Each chapter describes specific roles and tasks for organizers, providing real-life examples. The guidebook coaches planners how to strengthen relationships to build a supportive community as well as raise money.
Order the full Street Fair Guide now on Amazon >>
SAMPLE EVENT PRODUCTION GUIDE
Download a sample event production guidebook that includes information on:
Permits – Rules and regulations for site management and safety.
Layout – Logistical concerns about where everything is and why.
Equipment – Supplier lists by activities, location and volunteers.
Safety – Volunteer teams, paid security and police that manage safety, activities and entrances.
Sanitation – Washing areas and cleanup crew duties.
Set Up – Street closure, set up activities’ equipment, signs, decorations and check in information.
Take Down – Equipment, materials, vendors removal, and reopen street.
Itinerary/Schedule – Important scheduling notes for planners.
Production Book – Who does what, when and where.
BUILD COMMUNITY
In my experience, it’s not an accident that a prosperous and safe community is one of the outcomes of organizing a street fair. No matter what the size, fair planning involves a considerable amount of time. Volunteering on a planning commiIee creates relationships and a positive atmosphere that endures. Building community is a process that adds value to the lives of everyone involved and street fairs are a good way to go about it.
Communities are a group of people coming together by commonality. A community is built for many reasons: shared location, pets, religions, foods, sports, gender, age, race and other intentional reasons. Neighborhoods form naturally, through everyday interaction. People living near one other become part of a shared community by default. One commonality is a safe, clean, and friendly place to live. This is true for neighbors, both residents and businesses. Safety is key to one’s sense of community. Imagine raising kids in a place where walking to school carries no danger, where grocery stores, coffee shops and dentists are easily accessible; a neighborhood where it’s safe to walk, bike without hassle and park with assurance. Envision a neighborhood where summer jobs are easily available to teenagers, from people you know and trust.
The development of a cohesive, supportive neighborhood is the product of a street fair. The benefits of building community become obvious over time. When people have a reason to connect regularly and consistently, they are building a community.
MAKE PROFITS
Street fairs jump start the revitalization of a worn district or breathe life into one not yet established. They show off the best of the area, drawing in families, social groups and friends. They will want to check out your area because they heard about or saw a vibrant and thriving place on fair day. This, in turn, draws more businesses to locate in the area and, eventually, more investment.
Local businesses welcome increased exposure, so on fair day, they want to look their absolute best. When enticed, shoppers will want to come back when no crowds are around. Diners will seek out restaurants they saw, but didn’t have time to eat at, on fair day.
Not only will individual businesses profit when hosting street fairs in their area, the planning organization can raise funds for their ongoing needs throughout the rest of the year. A profitable street fair can raise $5,000 to $20,000, or more, each year. These funds can be used for ongoing marketing campaigns, infrastructure improvements and supporting community groups in the area. It can make a business community thrive.