So you want to organize an event do ya

So, you want to host a Great Event do ya?
  Many people attend great events annually and love the vibe. So much so, that they decide to duplicate the effort at their favorite spot only to become frustrated by the lack of success and negative feelings left behind. You see, an event rarely just happens, it usually takes months of prep work, hours of phone calls and sometimes even many miles of travel.
  I have organized over 35 events and helped others also get their events started. Many will be remembered for years to come, and some we can’t forget soon enough. One thing I can tell you is, Great Events Rarely just happen. There is a LOT of prep work that goes into creating a Great Event.
Although I learned a lot about organizing events from some of the best in the business, rarely did I formally question these people about their event, instead I had simple conversations and listened to what they said. I attended many of their events and remembered what I and other participants liked and disliked. I especially took note of what did not seem to work. The More you do right, the better chance for a great event. But, even if you do everything right, there are always outside factors that could crash your event. There is always an element of luck involved in great events.

With so many people wanting to put on events now, I thought I would comprise a guide to help organize your event. As I said above, “There is always an element of luck involved in Great Events”, but this should help you eliminate some of the common mistakes. 

1.   Brainstorm 
Take a week and put some serious thought in on what you would like to see unfold on event day and what you have to do to achieve that plan. 
2.   Plan a Date and Time for your event –
a.   Pick a date that is easy for most participants – Weekends work best
b.   Try to separate yourself from other conflicting events by at least TWO weeks
Check event calendars, social media, club calendars etc.
IF AT ALL POSSIBLE, DO NOT SCHEDULE OVER ANOTHER EVENT!
3.   Make an outline of the event from the time you wake up till the day is over.
4.   Make contact with everyone involved
If your event is to be held at a campground
a.   Can they handle the amount of people expected to attend?
b.   Can they handle the extra vehicles?
c.   Will there be food available, if so …
Is there a place to cook/BBQ/eat/sit?
d.   Can they handle the increase of garbage?
Many events are in remote areas that can’t handle or are charged extra for excess garbage
BE SURE TO COVER EVERY DETAIL OF THE TIME PARTICAPENTS ARE THERE!
5.   Contact possible sponsors
       Know your main prizes before you advertise
6.   Contact and secure/hire volunteers to assist during event
7.   Drive to event area and draw up a plan of where event will be set up and how it will flow
8.   If permits are required, apply/file in time to have in hand before advertising
9.   Become familiar with any special rules/regulations/laws that may need to be followed
10.   Design a flier for your event along with any artwork for Flier/T-Shirts/Paraphernalia Be sure to include pertinent information about your event: Date, Time, Place, Prizes, Sponsors, How/where to Enter, special guests, and cutoff date if applicable etc. 
11.   If clothing is an option, contact printer and find out turn over time. This should also be your entry cutoff date.
12.   Be sure to include any main sponsors on to any advertisement/announcements
13.   Be sure to include rules of event along with any special regulations, Laws of interest to event.
14.   Go to print - This should be at least 4-6 months ahead of your event
Be sure to print what you will need for any advertising you intend up to the date of event
15.   Be sure to use as much social media as you can handle 
This will need to be maintained until the week after the event
16.   Now that you have finally posted your event to the world, be sure to stay in contact with all involved … Sponsors, Helpers, Prize Donors, Camp Hosts etc.
17.   As event date nears, compile a list of participants which will help during event.
You may or may not disclose the participants list publicly, but NEVER disclose their personal information.
18.   When cut off date arrives, if clothing was option, be sure to get ordered (always order extras)
19.   At least one week before event, have a meeting with anyone who will be helping out during event. Be sure to go over your timeline. Also go over emergency procedures and any fine issues that you can think of. If your team is on the same page, your event will have a better chance of success.
20.   Day of Event –
a.   Always be the FIRST to your event.
b.   Be ready to direct your team from the moment you awake
c.   Follow your plan/timeline
d.   Make time to mingle with participants and take note of what is working and what is not.
e.   Be sure to Rave about Sponsors and Contributors
f.   Be the LAST person to leave your event
21.   Week after Event –
a.   Be sure to post results of your event
b.   Post as many pictures of your event and encourage others to post their pictures and stories
c.   Send Thank You letters to all sponsors and contributors and follow up with a personal call
d.   Follow up with event site owner to be sure that all details were taken care of and they are happy with the result of your event.
If you made it this far, Congratulations, you have done a great job
Now
What about next year?
;0)

Thumbs up. 

Good list!!!! No way I'm going to put on an event before I retire and have that kind of time!!!! Thanks Jellyfish for doing the do and All the event organizers that put heart, blood, and marriages into the events we all enjoy

I have thoroughly messed up half the items on this list. I guess I keep getting that luck factor. Lol. I'm sure it will catch up to me soon enough.

Great write up. I think there is probably a dozen more items involved,but most parts are covered. I know it can be hard as event organizers and directors but I try to find time to just enjoy the event.

Good write up Eric.

You could add this to the list:

- be ready for people to bail out if the weather isn't just right
- not just that, but be ready for them to ask if you're cancelling or rescheduling even though 100 people showed up.

 

Seriously though, here's a good one to add:

- consider alternatives to your original format if conditions will not allow activities that could endanger participants.

...and:

- develop a variety of activities within the event so that kids, spouses, family members and friends will have more involvement
- encourage participants to make a multi-day stay of it - this helps to ensure that fishing can happen even if it's bad conditions on tourney day

last:

- don't get too bummed when a small percentage of participants or people attending complain or create problems - remember that the vast majority of people are being supportive and gracious.
- Be Thankful!

Amen.   

That's why I like FishNChills.

That's why I like FishNChills.

Exactly.

Post a date and let everything work itself out.

That's why I like FishNChills.

Exactly.

Post a date and let everything work itself out.

Best kind for me... Structure = awkward for me...

Did not post this to bash anyone,
Just wanted to give would be organizers an idea of what it actually takes to put on an event.
Also,
To let participants know how much work it takes to produce a quality event.
I'm sure there may be other variables that others may use, but this is my outline of the basics and what I believe to be a good place to start.
Just trying to help where I can.
;0)

11.   If clothing is an option, contact printer and find out turn over time. This should also be your entry cutoff date.

Well at least wear a PFD.

YES, absolutely, 100%


Don't forget to really really really let your spouse know how much work it will be from the both of you. If they are not on board 100% you will suffer.

It really does take a lot of legwork time and lots of frustration. Thanks for this.

Very nice of you to put that up, EK. Most people don’t have any idea what all is involved. My hope is that it affords those people who produce great events get some more credit and appreciation. It ain’t easy.

Very informative and great write up Eric much appreciated. Nowadays it's just harder than ever IMO to host an event. I miss those golden years of early NCKA...😔

That's why I like FishNChills.

Yup, they seem to be the way to go now

YES, absolutely, 100%


Don't forget to really really really let your spouse know how much work it will be from the both of you. If they are not on board 100% you will suffer.

Yup, Oh Have I.....

The only real tough part I ever encountered throwing an event was keeping the shady characters out.
Oh yea, that and convincing Comcast to come out and hook up cable TV the same day so I could have the Pacquiao - Mayweather fight on a big screen outside.