WJFF EVENT PLANNING SHEET
A. NAME OF PROPOSED EVENT:
TYPE OF EVENT:
(i.e., dance, auction, flea market, yard sale, film festival, cocktail party, dinner/buffet, awards, etc.)
B. CHAIR
(Has someone stepped up to champion/chair the event?)
C. HAS AN EVENT OF THIS TYPE BEEN PRODUCED BY WJFF IN THE PAST?
(Please provide any statistics you can with regard to a previous event. If the proposed event has been produced at another entity and you are privy to that information, please try to provide as much detail as possible.)
OUTCOMES?
IF NEW TO WJFF, IS IT SIMILAR TO AN EVENT PRODUCED ELSEWHERE? WITH WHAT SUCCESS?
D. PURPOSE OF THE EVENT:
(Please explain how this event will enhance WJFF's community relations, listeners' & underwriter's participation and further the station's commitment to community.)
E. DURATION:
(Explain the structure of the event, i.e., whether or not it will be a daytime or evening, weekday or weekend event, time of year consideration.)
F. PLANNING CONSIDERATIONS:
(Acquisition of venue, permits, insurance considerations, lead time required.)
G. PROJECTED BUDGET:
(Cost of putting on the event including materials, rentals, payments to workers/entertainers, etc.)
H. PROJECTED INCOME:
(Please give best/worst financial scenarios for the proposed event. Project how many individuals can attend and at what price point, i.e., capacity of location, ticket costs etc. whether or not you can provide underwriting for the event, or can seek underwriting for the event. Include break-even figures with budget.)
I. MAJOR TASKS TO PRODUCE EVENT
(High level overview of major steps needed to stage event)
J. PREPARATION PEOPLE NEEDS:
EVENT PEOPLE NEEDS:
(To the best of your knowledge/experience how many volunteers, staff, programmers and board members will it take to produce this event from conception to execution. Personnel should include, ticket takers, moderators, movers, mailing volunteers, overseers etc. Do not count on WJFF staff members to execute all aspects of events. Volunteers must be asked to help.)
K. ADVERTISING AND PROMOTION:
(Beyond the placement of the event on the WJFF calendar, on-air promotion, website and Facebook pages, please explain how this event can be promoted, marketed and publicized in order to reach as many potential participants as possible. Please note that if these promotional activities have costs, they must be included in the projected budget.)
L. COMMITTEE APPROVAL/DISCUSSION ON VIABILITY BEFORE PRESENTING TO MANAGEMENT/THE BOT:
i. Does the event reflect WJFF's core values? Community, programming, statement of purpose, etc.
ii. Does the event have a minimal amount of organizing and execution in order to achieve success?
(please value success based upon effort, budget, personnel versus attendance and fundraising? Keep in mind that sometimes an event can be a success without an initial fundraising return by attracting new members, donations, underwriters, programmers and volunteers as well as quality messaging within the listening area. Publicity for the the radio station in other local media will raise the viability and the awareness quotient of WJFF and add to the station's profile when seeking funding from federal, state, local agencies as well as independent foundations. Please take that into consideration in this evaluation section.)
iii. Does this event standout from other WJFF produced events? Is it fresh? Does it have the ability to reach NEW listeners, community members, volunteers and underwriters?
iv. Can the event fit within the yearly/month/weekly WJFF calendar with ease or will it be a difficult fit due to other WJFF activities or competitive activities within the broadcast reach? You don't want to compete with other similar activities.
v. Can the event evolve into an "evergreen" occasion like "food stock" or "the auction"?
EVENT POSTMORTEM
Committee members, event planners, staff, volunteers and board members that worked on the event should have a meeting shortly after its conclusion to review. Reviewing the event together helps to formulate a decision of how to streamline process, adjust elements that hindered or heightened success, whether or not to continue to plan as a bi-yearly or yearly event or to modify the occasion by renaming and reconfiguring. Participation of leaders and workers is crucial to this analysis.
A. What worked? Planning (all sub categories such as location, equipment, personnel etc) scheduling, pre-event preparation, execution and budget?
B. What didn't work? (same operational categories)
C.. How can we improve? (same operational categories please note this is not the same as modifying an event.)
D. What should we modify? (keeping core idea but changing a lot of elements such as, timing, location, participants)
E. How much WJFF funding/awareness was raised?
F. Did the participants have a good time and did it reflect WJFF's quality?
G. Did the event meet its financial objectives? Cost overruns, revenue projections, future opportunities?
H. Should this be considered for a yearly, bi-yearly WJFF event?
I. Has everything that was done been documented so that someone else could run the event in the future?
J. How do we reach out to attendees/participants to turn them into long-term WJFF supporters?