HOW TO PLAN AN EVENT
Event and activity planning is a very
important aspect to the Master and Warden’s leadership role. It is well-planned
events and activities of the Lodge that interest and motivates members and
encourages non-members to become involved and join.
BOTTOM LINE
As a leader in the Lodge, the members are counting on you
to provide several well-planned events or activities in the next year. You will
be judged and the whole structure will be judged by your performance. As the
old saying goes, “The buck stops here.”
PLANNING
Planning has the obvious advantage of thinking ahead about
the task (event or activity) and the ways to accomplish it (plan). The end goal
is that the event or activity is done successfully. Involving the Lodge members
in the planning and execution of the event has the added advantage of giving
every member a chance to influence the decisions and gain satisfaction from
having helped decide on and carry out the event or activity.
THE PLANNING PROCESS
1. CONSIDER THE EVENT
OR ACTIVITY
What is the assigned event or
activity? Does everyone understand it? It is important that there be a common
understanding of what the activity or event is to be. Get agreement from
everyone to go along with the assignment.Start the planning process by
asking the famous questions: Who?, What?, When?, Where?, Why?, How?, and How
Much?
Ask for input and opinions.
Decide whether the group will accept the assignment as is, bargain for changes
to the assignment, or refuse the assignment. Lead the group to a point where it
will REACH A DECISION. You can’t go any further in planning until you reach
these basic decisions.
2. DO RESEARCH AND CONSIDER RESOURCES
You and the members of your
group should familiarize yourselves with the history of the event or activity if
it is one that has been presented before. Contact others who have presented the
event or activity before. Ask them questions so that you don’t make the same
mistakes they did and to take advantage of their insight on putting on such an
event or activity as you have assigned. If you or other members of the group
have attended the event or activity in the past, take some time to reflect and
consider how each of you felt about it.Consider your resources for the
event or activity: the potential of your group and the potential of the Lodge to
put on such an event or activity (this includes not only the number of members
but age appropriateness of the event or activity for the membership, and
experience in putting on events or activities); past experience with such an
event or activity; equipment and supplies; money; time availability; potential
sights for the event or activity; advisor and prevent availability.
As you and the group review the
above, REACH A DECISION on how the group will proceed in planning.
3. CONSIDER ALTERNATIVES:
Be flexible in your planning.
Expect the unexpected. Consider all the possible things that could go wrong
(e.g. such as rain for an outdoor event, failure of the caterer to show up for
the dinner, or lack of support from the membership). Have a Plan B. Think of
alternatives to obstacles in presenting the event or activity. Be ready to use
them. Consider the possibilities and write them into your plan.
REACH A DECISION
4. SET GOALS AND CREATE A PLAN
Once the group has considered
and researched its task, considered its resources, and considered alternatives
(including a Plan B), it’s now time to decide how the group would like to have
the event or activity occur. Set goals (i.e. attendance, publicity,
organization, outcome).
REACH A DECISION
5. CREATE A TASK &
RESOURCE LIST, TIMELINE AND BUDGET
It is important to know your
resources and to formulate a plan of attack. Write down and itemized list of
resources that you will need as well as tasks that have yet to be completed.
Create a timeline that leads up to the event. Include time for collecting
resources, set up, the event, and clean up. It is most important that you also
create a budget for the event. Ensure that you include expenses and income.
Does your income exceed your expenses? What are your financial goals for the
event?
REACH A DECISION
6. WRITE THE PLAN DOWN
Every event should be well
documented. Once a plan has been decided upon, it is important to cement those
plans by writing them down. These plans should then be shared with all who are
involved.REACH A DECISION
7. PUT THE PLAN INTO EFFECT
The planning stages are
complete. It is now time for you to execute your plan. While you may have
decided upon a specific course of action, remember that it is important to be
flexible – expect the unexpected and adjust (using Plan B) to meet your needs.
Review carefully with the group, before any changes are made.
REACH A DECISION
8. FOLLOW UP AND EVALUATE
As a group, review the outcome
of the event or activity. Did it go according to plan? Was it successful? Was
the plan used a good one? Did the group make the plan work? What about the
event or activity and group work well and what didn’t? What changes or
improvements can or should be made?
Develop a report for the Lodge
that evaluates the event or activity and makes recommendations for any such
future event or activity.
Put the evaluation in writing,
giving copies to the Master, Wardens, Secretary, Treasurer, and the Lodge
members.
The report should include a detailed budget recap.
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LODGE EVENT PLANNING GUIDE
EVENT ___________________________________________________________
Event Date: _____________ location:________________ Time:
________________
Chairman: ________________________
Committee Members:
_________________________________________________
_________________________________________________
_________________________________________________
SET GOALS
As the chairman of this event, I would like to accomplish
the following and achieve the following goals:
1. ____________________________________________________________
2. ____________________________________________________________
3. ____________________________________________________________
4. ____________________________________________________________
5. ____________________________________________________________
6. ____________________________________________________________
7. ____________________________________________________________
8. ____________________________________________________________
9. ____________________________________________________________
10. ____________________________________________________________
Beginning with the end in mind, I would like this event to
be remembered this way
___________________________________________________________________
___________________________________________________________________
TYPE OF EVENT: (Check all that apply)
_____ FUN _____ SOCIAL _____ MEMBERSHIP _____ RITUAL
______FUND-RAISING _____ COMMUNITY SERVICE
______EDUCATION ________ FRATERNAL RELATIONS
Event Date: ____________________________ Time:
_______________________
Arrive/Set Up Time: ________________ Take Down/Leave Time
______________
Location:
__________________________________________________________
Target Market of Event: (check all that apply)
_____ Members _____ Prospective Members _____ Other
Lodges _______ Families
_____Masonic Family _________General Public
_____ Youth Groups (____DeMolay
_____ Rainbow Girls _____ Job's Daughters) _______
Other: ______________
NOTES:
___________________________________________________________________
___________________________________________________________________
Event Agenda:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
Sample Agenda
7:00am Arrive & Set Up
8:00am Begin Washing Cars
12:00pm Lunch Break
(new shift begins)
3:00pm Stop washing cars
Clean-up
4:00pm Dismiss Everyone
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EVENT TASK AND TIMELINE
List all the tasks involved in planning the event, the
dates when the task must be completed, and which committee member is responsible
for completing the task.
TASK WEEK(S)
DATE TO BE RESPONSIBLE
IN
COMPLETED COM. MEMBER
ADVANCE
_________________________________________________________________
1. Confirm use site 8 Weeks
2. Develop Event Budget 7 Weeks
3. Flyer OK’d and Mailed
to Target Market 7 Weeks
4. Publicity 7 Weeks
5. Secure Equipment 6 Weeks
6. Secure Workers 6 Weeks
7. Food/Beverages 6 Weeks
8. Entertainment 6 Weeks
9. Make program 5 Weeks
10. Map of Location 4 Weeks
11. List of Assigned tasks
for day of Event 4 Weeks
12. Confirm set-up &
Clean-up Crews 1 Week
13. Confirm last
Minute Details 1 Week
14. Transportation for
Equipment and
Members/Family Members
Needing Rides 1 Week
15. Debrief (immediately after event)
16. Thank you Letters (within one week)
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EQUIPMENT AND SUPPLIES
List all the equipment and supplies that will be needed to
complete the event, where they will be obtained, and by when and who will be
responsible for obtaining it/them.
ITEM OBTAIN FROM
RESPONSIBLE
COM. MEMBER
________________________________________________________________________
___________________________________________________________________
___________________________________________________________________
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MARKETING
List what is being done to promote the event to each of the
target markets checked off on the first page.
Promotion # 1:
___________________________________________________________________
___________________________________________________________________
Promotion # 2:
___________________________________________________________________
___________________________________________________________________
Promotion #3:
___________________________________________________________________
___________________________________________________________________
Has a press release been prepared? ___ Yes ___ No When:
________________
Who will receive the press release? ___ Newspaper ___ TV
___ Radio
Include photo for newspaper? ___ Yes ___ No
Has an event flyer been prepared? ___ Yes ___ No (attach
flyer)
Who will receive the flyer?
___________________________________________
Has a telephone campaign been prepared? ___ Yes ___ No
Who is to be called when:
____________________________________________
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BUDGET
Create the event budget, the plan of spending, and proposed
income using the Master’s Term Budget. Include all income, donations letters,
donations and sponsors.
Remember: Estimate income low and Expenses high.
INCOME: Price per person or unit.
__________ X
______________ = $ _______________
# of People Charge p/Person
__________ X
______________ = $________________
# of Units Price p/ Unit
Donations =
$________________
Sponsors =
$________________
Total Income $ ___________
EXPENSES;
Location $
______________________
Set-up
Money $
______________________
Food/Beverage
$ ______________________
Marketing/Flyers $
______________________
Postage $
______________________
Printing (Programs,
etc.) $ ______________________
Supplies $
______________________
Entertainment $
______________________
Lodging $
______________________
Awards / Recognitions
$
______________________
Miscellaneous $
______________________
Total Expense $ __________
PROFIT (LOSS):
Set-up Money $____________
Total Money Taken In
$____________
Total Expenses
$____________
Total Profit (Loss)
$____________ Total Profit/Loss $ _______
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MINUTE BY MINUTE:
TIME ACTIVITY
TIME ACTIVITY
___:___ ___________________
___:___ ___________________
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SAMPLE MINUTE BY MINUTE
CAR WASH
7:00 – 7:20AM Arrive at location
7:20 – 7:40AM Set-up supplies
7:40 – 8:00AM Post signs
8:00 – 12:00PM Wash cars
12:20 – 12:25PM First shift excused
12:00PM New shirt begins
12:00 - 3:00PM Wash cars
3:00 - 3:30PM Finish washing cars
3:30 - 4:00PM Clean up
4:00 - 4:30PM Debrief for Committee
4:30PM Depart
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DEBRIEFING/FINAL REPORT:
This portion of the Event Planning Guide is to be filled
out immediately following the event. The committee will meet to discuss the good
points and the parts needing to be changed or improved. Get into detail to help
the next committee have a more successful event. Once the debrief is complete,
the Chairman should produce a written report which should be shared with the
Lodge at its next meeting with formal copies given to the Worshipful Master,
Senior and Junior Wardens, Lodge Secretary, and Lodge Treasurer.
Event: ___________________ Date: _______________
Location:_________________
Chairman:___________________
Committee
Members:_____________________________________________________
Attendance: ______________ Cost Per Person:_____________
Income: ________________ Expenses: ____________________
Profit/Loss:________
General Overview of Event:
___________________________________________________________________
___________________________________________________________________
Positive Features:
___________________________________________________________________
___________________________________________________________________
Features Needing Improvement or Change:
___________________________________________________________________
___________________________________________________________________
Ideas / Suggestions:
___________________________________________________________________
___________________________________________________________________
Recommendations:
___________________________________________________________________
___________________________________________________________________
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