Planning the Event

Setting Up an Event Host Committee

A critical first step is to establish the event host committee. This need not include a lot of persons, and it should be done with a goal of minimizing staff costs. As your event planning develops, the host committee can help share work planning and setting up the event, inviting guests, and raising money.

Host Committee Goals

The first and most important role of the host committee is to sell tickets or whatever is required to secure donations for the event. Each host committee member should be given a specific goal – a certain number of tickets that they are pledging to sell (or contacts that they are promising to bring to the event). Host committee members are usually asked to buy a ticket themselves.  Members of the host committee should: have a large network of friends and associates, move in different social circles, work in different professions, and live in different geographical areas.

Making Sure Your Committee Meets Its Goals

As the event draws closer, stay in regular contact with your host committee to make sure the members are on track to meet their established revenue goals. Keep your committee motivated by giving them regular updates on progress, contacting them to offer support, and gently reminding each member of their individual fundraising goal.

Planning the Event

There are several key considerations that need to be made when planning the actual affair:

Location – Will the event be held in your home or at another location? Will you need to rent an outdoor event tent or will additional seating be needed to accommodate guests?

Food and Beverages – Will the event be catered? If so, by whom and how much will it cost?

Parking – Does your location have sufficient parking for event attendees?

Dress – Will your event be casual, cocktail, business or formal attire?

Sample Event Program

A common event program flows as follows:

1. Guests arrive and pay at the door or present tickets (more on this later).
2. Guests enjoy meal, cocktails, buffet or whatever food and beverages are being offered.
3. The host (or a person the host designates) gets the guests’ attention, thanks the host committee for its hard work, and introduces the primary focus of the event, be it a speaker, performance, athletic contest, or silent auction.
4. The primary event takes place.
5. The host acknowledges guests and thanks them for coming, and indicates what their contributions will support.
6. Guests continue to enjoy beverages and entertainment, if offered.
7. Guests depart.

This sample program is merely a guide. Because each event is different, your event structure may differ from the sample program above.