The Event Organizers Checklist: 16 Steps to Make Your Next Event a Success

Planning is the most important part of running any event. This is a quick checklist to refer to when you’re planning and organizing your next festival, workshop, sports rally, club meeting, or any type of event big or small. While every event obviously varies in scope and size, this checklist can be scaled based on your needs. A two-hour book club party is going to be scaled much differently than a four-day jazz festival. However, the core planning principles remain the same. Refer to these 16 steps to make your next event a success!

1. Set the Date
   As early in advance as possible, set your dates.

2. Book the Venue
   The next most important step is to book and confirm the venue.

3. Send Out a Save the Date AnnouncementYour full promotions might not begin for a while, and you might not have any other details set yet, but as soon as you have your date confirmed and your venue booked, update your public.

4. Layout the Event Timeline
   Depending on the lead up time to the event, determine what benchmarks should take place when. Consider all factors, like the launch of your promotional campaign and the date that ticket sales will open, based on what other events and holidays are taking place, when setting out your timeline.

5. Build Your Team
   You may already have a core team in pace, but consider what staffing needs you’ll need based on your event scope and budget.

6. Create a Schedule of Team Meetings Leading Up to the Event
   Depending on the size and scope of the event, meetings might take place in person or by conference call and should ramp up from monthly or bi-weekly to weekly in the time leading up to the event.

7. Get Serious About Your Budget
   Every event is scalable. If your event is in its infancy, be conservative.

8. Give Your Event Shape
   Determine event specific details. This will depend on the type of event that you’re holding. This is where you give your event unique personality. Let it shine! (As long as it stays in budget.)

9. Operations & Logistics
   Now it’s all about balancing logistics with the flow of your event. What should take place when? What parts of the event will be the best attended slotted in where? Consider all aspects of the event flow before you lock in to your final schedule.

• Organize Registration and Tickets
  What type of ticket or wristband will be most appropriate for your event? Use the wide variety of Worldwide Ticketcraft ticket options to pick the right type of tickets to suit your needs. Also, will the tickets or wristbands be enough for re-entrance, or will you need a hand stamp of some kind?

• Determine Technical Needs
• Determine Equipment and Supply Needs
• Determine Administrative Needs
• Consider All Possible On-Site Needs

10. Return to the Budget
    Review your budget again to make sure that costs are still lining up with projections or revise the budget as needed.

11. Launch Full Advertising Campaign and Begin Ticket Sales/Registration
    According to the timeline you originally set out.

12. Check Up on your Event’s Health
    Check ticket sales in the weeks leading up to the event and re-scale your event if necessary. Also check-in with your team members regularly. How are they feeling? How is morale?

13. Critical Path
    Walk the Critical Path of your event with your Team Leaders to make sure that all aspects of event flow have been considered. Create a flow chart, or a spreadsheet and break it all out.

14. The Event Itself! Aka. Event Proper
    Follow the plan that you set out in your Critical Path and enjoy what you’ve created!

15. Social Buzz
    Follow up with photos and conversation on social media. Better yet, have someone live Tweet and manage social media during the event. Share your success and highlights with attendees and potential future attendees.

16. Event Post-Mortem
    After the event, conduct a post-mortem meeting as soon as possible to discuss the successful or needs-improvement aspects of the event. Create detailed notes while the event is fresh in your mind.

Once the wrap up has taken place, relax and look back at what you’ve accomplished. Feel proud of a job well done!

If you have any comments, questions, or suggestions of items you would add to your own checklist, please let me know!

August 25, 2015August 25, 2015 by Jennie Lyon Categories: Fundraising, Holiday, SchoolTags: checklist, diy, event, event checklist, event success, events, how to Leave a comment

Back to School: Looking Forward to Fall Events

It’s hard to believe that September is just around the corner, and for some parts of the United States school has already begun. While the back to school season is bitter sweet for many, there is so much to look forward to. There are the academics, of course, but outside of the classroom there are so many extracurricular events that take place throughout the fall. Looking forward, it’s hard not to get excited!

Now is the time to consider how you’d like to shape your year. What sports teams or social clubs would you like to try out for or get involved with? With each activity comes a different set of schedules and commitment. Extracurricular activities can get busy, but being a part of a team or group is an enriching social experience that you’ll always look back on and remember fondly.

If you’re a sports enthusiast, taking note of your favorite team’s fall schedule is definitely something to look forward to. Whether its football, soccer, or the cheerleading squad, participating in any of these teams as a member or as a sports spectator will definitely mean marking your calendar with fun! While some events might be free, there may be events that require obtaining tickets in advance. Plan ahead to purchase tickets so you don’t miss out on exciting events.

What other clubs and committees are available at your school? Do a bit of research and make sure that you know what the options are. From chess to debating, drama to dance, student council to singing, there’s something available for any student’s taste. Each club will have their own fall schedule for meetings and special events. Check your school’s club listings to find something that will be a good fit for you, and if you’re really lucky your school might even offer a Club Day where the groups showcase their offerings.

Homecoming is an annual autumn tradition and many people, towns, high schools, and colleges will likely be coming together sometime in late September or early October to welcome back alumni and former residents. What does your school have planned for homecoming this year? Will there be a banquet? A homecoming dance? Will your school have a football game, or another sporting event? Homecoming is such a great way to feel connected to your school and to your community. Check the date for your homecoming events and make sure to circle it on your calendar.

It might seem early to think about it now, but Halloween is just around the corner and, as the fastest growing holiday, it can also be the most creative and playful. If you’re a spook-enthusiast you might start thinking about your Halloween costume now. Take note of any special Halloween events and dances that will be taking place at your school so you can participate. You might even like to get involved with your school’s event organizing committee. From the decorations to planning theme music to arranging the tickets and promotions, volunteering is a great way to socialize and be connected at school.

Behind the scenes of any of the autumn events taking place at your school, there is always a hard-working organizing committee. Consider volunteering with your school’s committee of hard working visionaries. Many hands make light work, and it can be a very rewarding experience to join in the planning efforts with other school-spirited volunteers. Organizers of any of these school team events should start thinking now about how the events will play out. Now is the time to get the right tickets to make sure that your event goes smoothly. Check out the vast array of tickets at Worldwide Ticketcraft to choose the tickets that will be right for you.

We hope that you have a smooth transition back to school and that this fall is eventful and productive for everyone.

August 19, 2015August 19, 2015 by Jennie Lyon Categories: Fundraising, SchoolTags: activities, autumn activities, back to school, fall activities, fall events, footballs, halloween, homecoming, school, sports Leave a comment

Ways to prepare for the Jewish High Holidays

The High Holidays are coming! Rosh Hashanah, the Jewish New Year, is a time of celebration and Yom Kippur is, of course, the Day of Atonement. These are the High Holy Days, or the Days of Awe, that mark the dawning of fall each year. It’s a time to visit the synagogue and focus on repentance. Attending Rosh Hashanah and Yom Kippur services and preparing to celebrate these holidays with your family is a great chance to experience connection to the community and to taste the spirituality of the season. Because so many Jews attend High Holiday services, most large synagogues require worshippers to purchase tickets for them. Some congregations have decided not to charge for tickets, because they want to be more accessible, but they still require reservations of some kind, and a few congregations treat the High Holidays like every other Jewish service and invite people to drop in. When preparing for your High Holiday services and events, Worldwide Ticketcraft offers a wide range of ticketing items to make sure that your Holy Days run as smoothly and seamlessly as possible.

Rosh Hashanah
Rosh Hashanah means literally “the head of the year.” As we approach the first of the Hebrew month of Tishri, we begin a month full of holidays. You may be thinking of preparations like baking challahs, slicing apples, or selecting your preferred jar of honey. The Rosh Hashanah New Year celebration is also a time for organizing and making sure that events go smoothly. Worldwide Ticketcraft has High Holiday Rosh Hashanah Event Tickets to ensure that your observance is organized and runs as smoothly as possible. Whether you’re in need of tickets for admission, either seated or general admission, or wristbands of children for babysitting services, we have the products you need to have a smooth and happy new year. You may also need parking passes or tickets. Worldwide Ticketcraft can take care of all your High Holiday needs so that you can focus on other aspects of the celebration.

Yom Kippur
The ten-day countdown from Rosh Hashanah to Yom Kippur means a preparation for the Day of Atonement. As we prepare for a day of collective confession, fasting and prayer, it’s a good time to remember that Yom Kippur is a serious holiday but not a sad one. Fasting on Yom Kippur can function to help with the process of repentance, or provide a counter-irritant that distracts from how badly we feel about the sins we’re trying to overcome, setting a clean slate and a positive tone for the new year. With so much else to focus on for Yom Kippur, the last thing you want to worry about is the tickets for the High Holiday services at your synagogue.

However, Worldwide Ticketcraft offers a wide range of ticketing items to ensure that your Holy Days are well taken care of and distraction free.

Rosh Hashanah
Happy new year!
Begins sunset of Sunday, September 13, 2015
Ends nightfall of Tuesday, September 15, 2015
Fast of Gedaliah – Wednesday, September 16, 2015
Reminder: No work is permitted.

Yom Kippur
Begins sunset of Tuesday, September 22, 2015
Ends nightfall of Wednesday, September 23, 2015
Reminder: No work is permitted.

Sukkot
Begins sunset of Sunday, September 27, 2015
Ends nightfall of Sunday, October 4, 2015
Reminder: No work permitted on September 28 – 29. Work is permitted on September 30 – October 2 and October 4 with certain restrictions.
Hoshanah Rabbah – October 4, 2015

Shemini Atzeret & Simchat Torah
Begins sunset of Sunday, October 4, 2015
Ends nightfall of Tuesday, October 6, 2015
Reminder: No work is permitted

Chanukah
Begins sunset of Sunday, December 6, 2015
Ends nightfall of Monday, December 14, 2015
Reminder: Work permitted, except Shabbat

Fast of Tevet 10
Begins sunrise of Tuesday, December 22, 2015
Ends nightfall of Tuesday, December 22, 2015
Work permitted
What happened on 10 Tevet? . . . Why do we need the Holy Temple? . . . The positive aspects of a “siege mentality” . . . The Rebbe on the Holocaust . . .

Tu B’Shevat
Monday, January 25, 2016
Work permitted
Tu B’Shevat, the 15th of Shevat on the Jewish calendar, is the day that marks the beginning of a “new year” for trees.

Purim
Begins sunset of Wednesday, March 23, 2016
Ends nightfall of Thursday, March 24, 2016
Reminder: Work should be avoided. Consult a Rabbi if this is not possible.
Ta’anit Esther – March 23, 2016
Shushan Purim – March 25, 2016
Purim celebrates the deliverance of the Jewish people from the wicked Haman in the days of Queen Esther of Persia.

Passover
Begins sunset of Friday, April 22, 2016
Ends nightfall of Saturday, April 30, 2016
Reminder: No work permitted on April 23 – 24 and April 29 – 30. Work is permitted only on April 25 – 28 with certain restrictions.

Second Passover
Sunday, May 22, 2016
Work permitted

Lag B’Omer
Thursday, May 26, 2016
Work permitted
Sefirat HaOmer – April 23 – June 11, 2016
The birthday of Jewish mysticism . . . The spiritual significance of the bow and arrow . . . Can love be true, and can truth be loving? . . . What is Kabbalah?

Shavuot
Begins sunset of Saturday, June 11, 2016
Ends nightfall of Monday, June 13, 2016
Reminder: No work is permitted
Shavuot marks the giving of the Torah on Mt. Sinai. The Ten Commandments are read in synagogues, just as they were in the desert on Mt. Sinai over 3,300 years ago.

The Three Weeks
Saturday, July 23, 2016 through Sunday, August 14, 2016
Reminder: Work permitted, except Shabbat
Fast of the 17th of Tammuz – July 24, 2016
Fast of Tish’a B’Av – August 13 – 14, 2016
The “Three Weeks” and Tisha B’Av are designated as a time of mourning over the destruction of the Holy Temple and the galut (exile).

*All Jewish holidays begin the evening before the date specified on most calendars.

If your synagogue is holding events and needs tickets, posters, or other event printing, Worldwide Ticketcraft is proud to offer a variety of options that will suit your holiday events.

August 14, 2015September 2, 2015 by Jennie Lyon Categories: Fundraising, HolidayTags: diy, high holidays, holiday, holidays, how to, jewish, jewish holiday calendar, jewish holidays Leave a comment

The Best Football Tickets for your School Team

It doesn’t matter if it’s college or high school football; the football season is quite possibly the greatest time of the year. When the championship game finishes in January, fans all across the United States of America begin the count down to the new football season in the fall.

There’s that feeling of excitement when you see your team entering onto the field and happiness just washes over you. The noise, the cheering, the excitement, the team colors, the togetherness, and the pride. It’s all there, on the football field. School spirit is at an all time high when the football season is on, and let’s not forget the tailgating parties!

When else do students, families, friends, and Americans in general gather with such energy and passion? Football is more than just a sport, it’s a lifestyle. Emotions run high all season long. It can be a real emotional rollercoaster, but that’s certainly not a bad thing. Being a football fan is thrilling! The commitment of being a football fan can be even as great as that of the players themselves. We invest so much of ourselves into the game. It’s so much more than just attending. It’s about the love of your team and the feeling of community and pride that makes school football so special.

When it comes to football, you want the complete package. From the details of your team’s colors right down to the school cheers, every detail plays a part in the dedication and spirit of the game. That’s why having the right football tickets are such an important part of the school football season. At Worldwide Ticketcraft, we have a wide selection of football tickets so that you can choose the exact type of ticket that’s right for your school and team:

• Horizontal General Admission Football Tickets
• Horizontal Reserved Seating Football Tickets
• Football Raffle Tickets
• Design It Yourself Digitik – General Admission
• Design It Yourself Digitik – Reserved Seating
• Football Badges with Lanyards
• General Admission Football Tickets
• Reserved Seating Football Tickets

With hundreds of fans ready to hit the game, you need the best football tickets available, and having secure tickets is an important feature that football fans across the United States take very seriously. Our tickets offer security features with a layer of translucent foil that makes our tickets completely secure and impossible to counterfeit. Your football fans will appreciate the professionalism of your tickets when you go with Worldwide Ticketcraft secure tickets.

Sure, you might get angry at your team when they throw a bad pass, miss a kick, and especially if they don’t make a touchdown. A real football fan, however, will always be there for their team. You really develop a relationship with the players and they become like your family. You feel proud of them, no matter their losses vs. wins. You’ll love them forever, and cherish the memories of football seasons past. That’s the love of football.

August 12, 2015August 12, 2015 by Jennie Lyon Categories: Fundraising, SchoolTags: customizable football tickets, customized football tickets, diy tickets, football, football games, football ticket printing, football tickets, Fundraising, local events Leave a comment