Once you have clearly defined your objectives and how the event will be organised then planning an event for your not for profit is the next step.

Some general points have been listed below but these are not intended to be a complete list as the type, size and objectives of the event will determine the issues that need to be included as part of the planning.

For example, other issues such as whether you intend to charge a fee, raise donations, seek sponsorship or whether the event is just for members or open to the public highlight why being clear about the objectives and then getting the planning right is so critical.

Here are some things to consider.

 

  • Prepare a budget for the event and make sure it is reviewed on a regular basis.  Be realistic when preparing the budget and always include the basis or calculation for any budgeted costs. The reason for doing this is to help identify why a variation may have occurred.
  • Establish an event or project management plan that, for example, details each task, who is responsible, dates for completion and the budget.  Importantly, identify any critical task, actions or deadlines that must be met.  Ensure there are regular meetings to review and monitor the plan and that all relevant decisions are clearly minuted.
  • Ensure the timing of the event is appropriate.  For example, are there other events occurring at the same time that may adversely impact on the success of your event.  Does the time and location of the event suit the target market?  Are there any seasonal or weather issues that need to be considered?
  • Establish the number of people who you want to attend the event as this relates to the size of the venue and catering requirements.  As such, ask that attendees send an rsvp so you can make changes if needed.
  • Be clear about who you want to attend the event and how you will communicate to them.  For example, will you need to personally invite people or will you simply advertise in the local paper, your website of via a newsletter?
  • Consider the logistics of the event.  If equipment, staff, volunteers or other resources need to be transported how will this occur?
  • Are there any insurance issues.  For example, if any equipment needs to be transported from your premises will insurance coverage still be in place.  If you have volunteers helping or the general public attending is there a need for public liability or any other type of insurance.
  • Are there any legal issues you need to comply with such as the need to obtain permits from the local council or if you are raising funds.
  • Ensure that how you promote the event reaches you target market.  Some simple methods include advertising in the local papers, on your website, via a newsletter or prepare flyers that will need to be delivered.   

As stated at the start these points are intended as a guide as there are many other issues that you would need to consider.  Also, with a quick search on Google you should be able to obtain a checklist for event planning that you will find useful.