PLANNING SUCCESSFUL EVENTS AT MCC

Choosing to have any kind of successful event entails planning, attention to detail and thought. From an elaborate wedding to a small gathering or recurring events, they all benefit from good organization, attention to detail and timely planning. This guide will show you how to present your event or idea to the Mesa Community Club Board of Directors (If necessary) and outline the steps to an outstanding, organized and successful event of any size.

First steps include determining the event’s purpose such as exercise, raising funds, education, visibility or celebration. To rent the Center the rental agreement must be completed, rental fee and a refundable deposit paid. Some one-time events and all recurring events must be approved by the MCC Board of Directors. Many of these events are either free or at very low cost at the discretion of the MCC Board. Contact the MCC Board President to be added to the agenda for your presentation at a monthly MCC Board Meeting held the first Tuesday of each month. 

One-time events and recurring events both require timely planning and preparation. Choosing a theme, time, date(s), class focus and guest list are good places to start. Deciding what advertising, committees, volunteers, supplies and sponsors will be needed and creating a working budget is essential. Getting cost estimates for advertising, entertainment, decorations, food and other necessities is key to success. Be sure to allow enough time to create and get written contracts, set a marketing schedule, develop press releases, hire a photographer and acquire special permits if needed.

FACILITY RENTAL (970) 414-0695

TIMELINE FOR EVENTS

Utilizing an Event Timeline Checklist is the perfect way to stay on track while creating and planning a great event! Even recurring events can benefit from reviewing this information. The timeline breaks down the whole into doable pieces in a timely manner while paying attention to the details and allowing the planner to stay focused and complete each task while building a successful event.

The following list includes all aspects of a large event and can be pared down to effectively facilitate any smaller event or series of events. For more specific event information, you can research your event title online.

THREE TO SIX MONTHS BEFORE EVENT

  • Determine how large an event, budget, refreshments, entertainment, advertising, vendors, volunteers, sponsors.
  • Requests for sponsors, sign contracts & obtain logos
  • Review and prepare final copy for invitations, return cards, programs, posters, etc.
  • Prepare final copy of tickets if needed
  • Complete mailing lists for invitations (email, print, other)
  • Order print materials: invitations, posters, tickets, etc.
  • Sign contract with entertainment company
  • Determine all advertising: media, print, other
  • Make list of locations for posters (can get from MCC)
  • Create menu or set menu with caterer
  • Complete permits, insurance and security
  • Get written confirmation of celebrity participation/special needs
  • Finalize audio/visual contract

 TWO MONTHS BEFORE EVENT

  • Obtain contracts for decorations, rental items, sponsors, vendors, other
  • Release press announcements about celebrities, VIPs, honorees
  • Follow up to confirm sponsorships and underwriting
  • Review needs for signs at registration, directional, etc.
  • Finalize plans with all major chairpersons
  • Review/finalize budget, task sheets and tentative timeline
  • Start phone follow-up for table sponsors (corporate, VIP, committee)

ONE MONTH BEFORE EVENT

  • Assemble/address/mail print invitations
  • Prepare welcome packet for VIPs, chairmen, and key staff
  • Confirm participation of all participants: VIPs, celebrities, program participants, vendors
  • Continue phone follow-ups for ticket/table sales
  • Place print ads, follow up with news media, on-air announcements, community calendars
  • Distribute posters
  • Confirm hotel accommodations & transportation schedules
  • Confirm security if needed
  • Schedule deliveries of special equipment, rentals
  • Meet with all outside vendors and consultants to coordinate event
  • Finalize plans with party decorator or volunteers
  • Confirm staff for registration, hosting, other specialized jobs
  • Assign seats/tables, set head table, speaker’s platform
  • Give estimate of guests expected to caterer/food service
  • Review script/timeline
  • Confirm setup and tear down times
  • Hold walkthrough of event with responsible committees
  • Meet with chairpersons, key staff to finalize any of the above

ONE WEEK BEFORE EVENT

  • Meet with all committees for last-minute details and clarification
  • Finish phone follow-ups
  • Finish seating/table arrangements & distribute seating chart, assignments to hosts/hostesses
  • Finalize registration staff
  • Confirm number of volunteers, hold volunteer training session; finalize assignments
  • Secure two or three volunteers to assist with emergencies
  • Confirm arrival time, pickup or delivery of any rented or loaned equipment and vendors
  • Finalize catering number guarantee
  • Make follow-up calls to news media for advance and event coverage
  • Check advertising and media posts, distribute additional fliers if needed
  • Final walk-through with all personnel if needed
  • Deliver final scripts/ timelines to all program participants if needed
  • Schedule rehearsals if needed
  • Establish and secure amount of petty cash needed for tips and emergencies
  • Write checks for payments to be made for the day of the event

DAY BEFORE THE EVENT

  • Lay out all clothing that you will need on the day of the event
  • Recheck list of all equipment and supplies to be brought to the event
  • Social media reminder
  • Have petty cash and vendor checks prepared
  • Complete any tasks not already done

 EVENT DAY

  • Arrive early (with your change of clothes & all other supplies)
  • Setup registration area and make sure all other setups are correct
  • Unpack equipment, supplies and check list to make sure nothing is missing
  • Go over all the final details with caterer and setup staff
  • Check with volunteers to make sure all tasks are covered and jobs are understood
  • Check sound/light equipment and staging if used
  • Be sure all VIPs are in place and have scripts if needed
  • Hold final rehearsal if needed

AFTER EVENT

    • Clean up according to MCC contract
    • Review event with committees—what went well, what did not
    • Send Thank Yous to sponsors, volunteers, others.

THANK YOU FOR CHOOSING THE MESA COMMUNITY CENTER FOR YOUR EVENT!