In most scenarios, event planners instantly turn to parent or staff volunteers, but what about the students? A great way to use all your resources is to open volunteer opportunities to your staff, students and parents.
Parents can come with expertise in certain areas, but so can your students. Encouraging students to volunteer or participants by highlighting how they can give back to the community is an excellent idea to harness their talents and engage them in school-related activities.
Ideally, as a promoter you would be the team leader, but it might not always be possible depending on the size of the event and the necessary planning work.
If you cannot lead the team, our tip is to find a capable team leader who can devote the proper time and attention to the cause; depending on the amount of work, be prepared to add them to your payroll and not as a volunteer.
Allotting plenty of time to plan and organize the event or program is essential. Remember to consider that there may need to be changes to parts of the plan or instances where you may need to refer to a “Plan B” to ensure the event can always continue.
You might need to book talent, vendors, caterers, etc. and that all takes months sometimes a year in planning and reserving.
What about your venue? What about bringing on staff and volunteers? Everyone knows where there is an event follows planning, but they don’t always give themselves the most accurate amount of time to get work done which can take anywhere from 8 weeks to a year. So plan accordingly.
A parking plan is one of the most important steps of event planning and people often forget it or save it until last. This is a huge deal and can control the atmosphere and overall experience for your guests.
Guests deal with parking at the beginning and end of an event so it will be freshly engraved in their minds if it is a bad experience.
In your parking plan, be sure to also consider your staff, volunteers, special guests, speakers, vendors, caterers, loading zones, etc.
Everyone needs to have an assigned destination to ensure a prompt event with little confusion or chaos.
You also want to consider a plan for overflow parking if your guest lists is more than you planned on.
One way to ensure total sanity is to bring in parking student or parent volunteers that can direct traffic to the correct spots and promote an efficient parking layout.
The purpose of an event walk-through a few nights before helps ensure that every part of the event plan will go smoothly; this also includes going over your backup plans.
Of course, it can’t completely eliminate the potential for something to go wrong at the event, but it will definitely draw attention to any potential issues ahead of time and allow for corrections.
This also means being prepared.
Making sure everything is in place and noting things you still need for the production to run smoothly. You can never be too prepared!
Simplifying the sign-up process for bringing on more help will encourage more parents to volunteer for the event. Most people have very busy lives and convenience is one key to generating more interest.
It is also important to establish a schedule in advance for meet-ups, training and events so your parents and studens can plan accordingly.
Instead of turning to expensive services to manage your volunteers' registration and schedules, we can do it for you. By using our free event option, you can create a volunteer event and allow them to register through Purplepass with NO extra charges.
After becoming familiar with your Purplepass account, it makes sense to create a free event where you can control all the information for your volunteers and create a sign up sheet online for everyone's convenience.
Unfortunately, most people tend to ask this question before purchasing or attending anything.
How is this going to benefit them?
Maybe cheap entertainment, they are supporting their child, donations to the school etc. Whatever it may be, make sure the point of the event is advertised.
When planning your marketing strategy, keep in mind that highlighting the event’s benefit for your target audience will help generate interest and can make a huge impact on the outcome.
For example, if the program is going to fund a certain portion of the school or even the student body itself, then promoting the resulting impact to students or organizations in your marketing will encourage more participation.
If your cause is beneficial to students of the program, family members will be more inclined to attend and offer support
. Additionally, if there are incentives for participation, include them in your marketing campaign across all outlets, especially social media.
It’s crucial for you and your volunteers, that you provide everyone taking part with the correct waivers and contracts before they start working on the event.
Event waivers exist to protect you from any incidents or other issue beyond your control.
An event timeline maps out everything on your to-do list depending on how far in advance you start planning.
It can be anywhere from a few weeks out to a few months. The purpose is to give you a sense of direction and keep you on track until the event day arrives.
Creating an event timeline which includes a list of activities and features that should be addressed weekly will help keep you and your team organized and ensure nothing is overlooked.
Remember these 10 steps in case a backup plan is needed:
Although you made it to the event day, that doesn’t mean the planning stops.
You need to create and stick to an event itinerary or schedule including preparation times before the event, opening events, intermissions, sets, guest speakers, etc. This will be your way of managing your event times and making sure everything that is supposed to take place does.
A good way to confirm that your itinerary works is to run a dress rehearsal a few nights before the event using your schedule.
It might seem like setting a budget is unnecessary since you could assume this is going to be the most profitable event ever, but you need to have a budget in place so costs don’t get out of line. It‘s time to project income aggressively, and expenses even more aggressively.
Create a spreadsheet outlining all your costs, what you can spend on each item and add that to your total budget. This budget sheet is your guideline and negotiation points when discussing costs with each vendor. When your event has ended, you can return to your budget sheet and see if you exceeded your budget or not to help plan for expenses next year.
When planning and executing your media campaign, consider highlighting the performers and speakers who will be featured as well as any students who will be participating or honored at the event.
For example, if you have a sporting event coming up, you can post content or bios about each player each day leading up to the event.
It’s a fast way to get more students engaged as they are most likely to share posts about themselves to friends and family.
Most students today are connected with a variety of social media platforms (Instagram, Facebook, Twitter), which is why it makes sense to communicate through these major social media channels.
Before the event is scheduled to be held, you should contact the local newspaper, radio, and television stations to help get the word out. Media attention will help boost attendance and promote awareness to the cause.
Learning how to communicate with the media is an important skill to have for any event promoter.
Eventually, planners are expected to appear in related videos and print segments to get the word out and connect with the target audience.
Polish those public speaking skills and master the art of delivering important information clearly so the message reaches the intended viewers or readers.
Students are more likely to attend an event or program if there is an extra credit incentive. You can team up with teachers and school officials to create an incentive that will help boost their grades. Creating a system for checking in or providing proof of attendance will help keep track of participants and earned credit.
Consider approaching school administration or individual teachers about these types of incentives to help boost attendance. Organizers can then create an online form where students can enter their information and apply it to a certain teacher or class which would then be passed along to the teacher once they purchased the tickets.
Social media is a powerful tool and can really boost interest and attendance among students if used properly and geared towards this target market.
Don’t just rely on paid opportunities to attract an audience.
Use social media, free platforms, and public relations to build exposure.
Come up with a promotion that generates interest.
Get the presenters, talent and venue involved in your marketing scheme, and tie in a local news outlet to build awareness.