- Define your organization's overall goals
- What do you want to achieve with a program/ pecial event?
- What opportunities will this event create for your organization?
- What are the needs and assets in your community?
- What are the board's expectations: to make money, lose money, break even or subsidize the program/special event?
- Create an Organizing Committee
- Depending on the size of the event/program, the program director may be the chair of this committee
- Find members with talent, time, commitment, and creativity in the following areas:
- Marketing and communications
- Site/facility prep
- Volunteer/staff coordination
- Contingency planning
- Identify and define what program or special event you are planning
- Create/update your annual plan
- Research what has been done in the past
- Ask what neighbouring communities are doing
- Look for potential partnerships
- Determine what activities are popular
- Consider your demographics - age, marital status, cultural diversity and so on
Community programs and special events are fun ways to promote community pride, create a sense of community unity, and can help with safety and crime prevention by encouraging community members to get to know one another.
Consider the best way to recognize your volunteers after the event (for example, host a small celebration at the very end, showcase/thank your volunteers in your community newsletter, invite volunteers to an annual volunteer gala and so on).
How do you plan to use the evaluation information? This will help determine who to collect information from (participants, committee, and/or volunteers) and how to collect it.
- Do you feel it is worthwhile to run this program/event again? What went well? What could be improved? What did you learn?
- How will you present the evaluation to the board (verbal report, written report, statistical report)?
- Record finalized budget.
- Create an information/learning package so that future planning committees can benefit. Give to the community league board to keep for reference.