Event Planning Protocol
Event Planning Protocol
1. Event Concept and Objectives
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Purpose: Fundraising for local animal shelters.
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Theme: "Paws & Claws Gala" – An elegant evening to support animal welfare.
2. Planning Team
Role |
Name |
Responsibilities |
Contact Information |
---|---|---|---|
Event Coordinator |
[Your Name] |
Oversee all event details |
[Your Email] |
Marketing Manager |
James Lee |
Handle promotions and advertising |
|
Logistics Manager |
Emily Carter |
Manage venue setup and vendor coordination |
3. Budgeting
Estimate Costs:
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Venue Rental: $5,000
-
Catering: $4,000
-
Entertainment: $2,000
-
Decorations: $1,500
-
Miscellaneous: $500
-
Financial Approval: Budget approved by the Board of Directors on August 10, 2050.
Monitor Expenditures:
Expense Category |
Estimated Cost |
Actual Cost |
Notes |
---|---|---|---|
Venue Rental |
$5,000 |
$5,000 |
Paid in full on August 12, 2050. |
Catering |
$4,000 |
$4,200 |
Additional charges for special menu. |
Entertainment |
$2,000 |
$2,000 |
Deposit paid on August 15, 2050. |
Decorations |
$1,500 |
$1,400 |
|
Miscellaneous |
$500 |
$450 |
|
Total |
$13,000 |
$13,050 |
4. Venue Selection
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Location: Grand Ballroom, City Center Hotel, 123 Main St, Cityville.
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Accessibility: Venue is wheelchair accessible and has designated parking.
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Booking: Reservation confirmed with a signed contract on August 8, 2050.
5. Date and Time
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Select Date: September 15, 2050.
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Time of Day: 6:00 PM – 10:00 PM.
6. Guest List and Invitations
Create Guest List:
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VIPs: Mayor Jane Smith, local business leaders.
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Sponsors: Animal Rescue Inc., PetCare Solutions.
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General Guests: 200 supporters.
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Send Invitations: Invitations designed and sent via email and mail on August 20, 2050.
Track Responses:
Guest Name |
RSVP Status |
Notes |
---|---|---|
Mayor Jane Smith |
Attending |
|
Mr. John Doe |
Not Attending |
|
Animal Rescue Inc. |
Attending |
5 representatives attending. |
7. Catering and Refreshments
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Menu Planning: Three-course meal with vegetarian and gluten-free options.
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Vendor Selection: Bella’s Catering, confirmed on August 12, 2050.
8. Entertainment and Activities
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Select Entertainment: Jazz band "City Swingers," hired for the evening.
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Plan Activities: Silent auction featuring pet-related items and services.
9. Marketing and Promotion
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Develop Marketing Plan: Social media campaigns, local press releases, and event flyers distributed.
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Design Materials: Flyers designed and printed by August 18, 2050.
10. Logistics and Setup
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Event Layout: Seating for 200, stage for entertainment, auction tables.
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Technical Requirements: Audio/visual equipment, microphones, and lighting arranged with Tech Masters.
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Setup Schedule:
Task |
Responsible Person |
Deadline |
Status |
---|---|---|---|
Venue Layout Planning |
Emily Carter |
September 14, 2050 |
Not Started |
Technical Setup |
Tech Masters |
September 14, 2050 |
Confirmed |
Decoration Setup |
Volunteers |
September 14, 2050 |
Scheduled |
Final Checks |
Sarah Thompson |
September 15, 2050 |
Not Started |
11. On-the-Day Coordination
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Team Briefing: Briefing at 4:00 PM on September 15, 2050.
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Guest Management: Registration desk setup to handle check-ins.
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Issue Resolution: On-site team to handle any issues promptly.
12. Post-Event Activities
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Feedback Collection: Distribute feedback forms to guests.
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Thank You Notes: Send thank you notes to guests and sponsors by September 20, 2050.
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Debrief Meeting: Schedule debrief meeting for September 22, 2050.
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Final Report: Prepare and distribute final report by September 25, 2050.
Feedback Source |
Feedback Summary |
Action Items |
---|---|---|
Guest Feedback Forms |
Positive response to entertainment, suggestions for food. |
Improve catering options. |
Sponsor Feedback |
Appreciation for event organization. |
Follow up on sponsorship terms. |
13. Documentation and Follow-Up
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Document Learnings: Record key takeaways and improvements for future events.
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Archival: Store contracts, invoices, and feedback forms in the event file.