Event Planning Tips
We’ve taught thousands of workshops, and in the process discovered several key factors to consider when planning an outreach event.
- Work backward. Identify the ideal end result and work backward to determine the steps needed to reach your goal.
- Target the right audience. Once you’ve determined your goal, decide who your target audience is. Then ask yourself the following questions. Who will most benefit from your information? What types of media is this audience in to? What teaching approaches will work best? What setting will make them comfortable and engaged? Are there extra measures you should take? (child care, interpreters, food, travel or parking arrangements, etc.)
- Don’t assume you’re on the right track. Get feedback from your target population to make sure your planning is on point. This way you’re more likely to have a session that’s well attended, with a message that makes a difference.
- Remove obstacles. If your target audience has limited transportation, go to them rather than requiring them to travel. If you’re reaching out to parents, find a location that can accommodate child care and consider providing a meal or snacks so it’s easier for families to participate.
- Plan for publicity. What types of media will best entice your target audience? Posters at churches? Notices in mailboxes? Inserts in school folders? Brainstorm a list of publicity approaches that will best meet your need. Use clear, bold fonts that are easy to read -- be creative but also make sure your message comes through clearly. No matter which method you choose, make sure you allow plenty of time for people to make plans so they can attend your event.
- Use creative titles. Few people will attend Budgeting 101, however, call it “The First Step to Becoming a Millionaire” and people may show interest. Both workshops cover the same material and are led by the same teacher, but there’s stigma in struggling with money – wanting to build wealth is something most people can relate to. Even though your title may have a creative flair, be clear about the content of your event so attendees know what to expect.
Sample Publicity Materials
- Sample Press Release (PDF)
- Sample After Event Press Release (PDF)
- Sample Radio Spot (PDF)
