Decide on the goal or mission of your event. Is it a fundraiser, educational seminar, or motivational/inspirational meeting? If your sessions consist of both educational and inspirational, always end your event with an the inspiring session so that your group will leave uplifted and wanting to return to your next event. Now that you have an idea and a set of goals, you should define the event logistics.

Determine the logistics, budget, location, by addressing the following issues: floor plan with room set-up, functional space planning, audiovisual needs, audio taping, lighting, signage, registration check-in and name badge tables, photographers, floral and theme décor, food menus, transportation, invitations, promotional materials, and door prizes.

Schedule a timeline - Compose a detailed timeline for your event. Divide the responsibilities: make a list of everything that will need to be done and assign job descriptions. Notify each volunteer of their job responsibility and if at all possible, devise a backup system. When working with multiple speakers and/or entertainers, appoint a personal guide to assist them; this is especially helpful when they are making appearances in different room locations.

The introduction -The most often over looked detail …is the introduction of a speaker! An introduction sets the excitement level for your whole event. Select an announcer that possesses enthusiasm, has excitement, is comfortable in front of people and can be clearly understood. Be sure to provide the speaker with a written outline of the program.

Outreach & Publicity - Advertising your event is a must! Call local newspapers and request submission guidelines to be included in their community calendar. Fax press releases weeks before the scheduled event. Television and radio stations provide PSA's (public service announcements) free of charge. Call key press contacts to confirm coverage.

Last minute preparation: What needs to be done on the day of the event? Make sure that a designated group of volunteers know what they need to do: Test audio visual and sound equipment, set up chairs and or tables and decorations. Make sure that volunteer greeters assist new visitors with seating arrangements. Relax and have a great event!

After the event: Put your clean-up plan into action, return all borrowed equipment and supplies. Send thank-you notes to all who worked so hard to make it a success. Always make notes for next year's event. Jot down suggestions and ideas of things you want to add or do differently.