Press Releases Where Financing Is Closed On Increased And Oversubscribed How to Plan a Successful Event

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How to Plan a Successful Event

Successful events don’t just happen – they are the result of planning. The bigger the program, the bigger the plan. Just because Christian events are often run by volunteers doesn’t mean you can get away with less planning. The more effort you put in beforehand, the more successful your program will be.

Here are the key issues you need to think about when planning your event.

1. Pick an event that people want to come to

You don’t want people coming to your event because they are supporting their church. You want them to come because they want to be there, because the event is so compelling that they can’t miss it. Whether it’s a concert or teaching event, a visiting speaker or a play production, make sure the content appeals to the people you expect to be there.

2. Know who your program is aimed at

A Christian music festival will attract a much different audience than a book launch event or charity fund-raiser.

The way you plan your event will be heavily influenced by the type of people you expect to attend. Will they be mainly people from your congregation? Are you expecting many non-Christians? What would be the normal age? The expected age group for children’s events will be clear. But for others it won’t be – so you need to think about it.

3. Choose the correct date

Spend time with your calendar as you plan the event. Make sure you know how it will fit in with school holidays, public holidays and other local events. You don’t want to schedule a major youth event only to find it struggles with something similar elsewhere. Booking a training day over a bank holiday weekend will reduce the number of people able to attend. Plan your dates to maximize the availability of your target audience.

4. Estimate the number present

How many people do you expect to attend your event? Don’t be too ambitious. If you hope to get a hundred, plan for fifty. It’s better to oversubscribe your event than run something with too many empty seats, and turn people away. If you have to repeat it to meet demand, it’s a success.

5. Choose the right location

Finding the right venue for your event has many challenges. Does the venue have the right atmosphere? Can you make the necessary changes for your event – staging, lighting and the like. Is the venue easily accessible by public transport and is there sufficient car parking available? How will your event affect the venue’s neighbors?

6. Finance

Every program involves some cost, even Christian programs run in church buildings by volunteers. You need to list all these costs – breakfast, equipment rental, travel expenses, printing of promotional materials and more. How will the expenses be covered? Do you charge an admission fee or expect a donation, or is the church paying all the bills? If you hope to raise money from tickets or gifts, what if you don’t get enough?

7. Marketing

You need to use marketing methods that will be picked up by your target audience. For concerts aimed at teenagers, for example, use Facebook and text messages as well as more traditional methods. Make sure your marketing materials give people all the information they need – where, when, how much and most importantly – why they need to be there! The quality of your marketing materials will set the expectation for the quality of the event.

8. Build a great team

Unless you are organizing a very small event, you will need help. You will need people to work on the planning, preparation, delivery and clearing. You also want people to pray and maybe help financially. Put a team together as soon as possible. Just ask your church for volunteers – identify who you think are the right people and ask them directly. People respond very positively to direct personal requests.

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