Event Planning Guide

Thank you for choosing the Delta Hospital Foundation as your charity of choice. We know that organizing your own event is no easy task, and we greatly appreciate all your efforts.

We hope the following information can be of some benefit to you and your organization in the consideration and planning of your event.

1. Pick Your Event - Your event should reflect your values and excite you. Create a list of possible events, take into consideration community participation, volunteer requirements and any funding needed to get a start.

2. Let Us Know - Contact us on what idea you have for an event and we'll see what we can do to assist you. Please keep in mind, your event should reflect the Delta Hospital Foundation's core values and mission.

3. Getting Organized - Depending on the type and size of your event, may want to form a group or committee to oversee all the different areas you may need to look after: volunteers, sponsorship, promotion, venue manager, ticket sales, accounting, food services... remember - many hands make light work!

4. Action Plan - Develop a plan on how you will succeed. Determine things like venues, number of volunteers, participants, ticket sales, promotion, permits or insurance needed, among other things. While the Foundation deeply appreciates your efforts, due to limited staff and resourses, we cannot provide volunteers, financing, permits or insurance.

5. Set Goals - Plan your event budget and set goals for funds raised. Holding events takes considerable effort and time. You'll want to make sure the funds you may be able to raise are significant to yourself for what you have put into it. Look into cash or in-kind business sponsorship to defray your costs. Many local businesses you might not suspect will help out, are willing to assist you when the money raised is going to a great cause like the Delta Hospital. 

 6. Promotion! - One of the single most important aspects of your event. Get the word out with great posters, brochures, approach local papers who may want to do a story, use facebook, emails friends, even word of mouth is a powerful tool. There's also the Electronic Reader Boards, Delta Cable, Optimist & SD Leader 'Events' sections - ALL FREE. Let the Foundation know what you have planned, we can likely get information on our website for you as well. The Foundation will also provide our logo for your use on promotional materials but would require prior approval of the materials.

7. Event Day! If you are well organized with all your volunteers and day of event plan in place, we know you will have a successful outcome. Remember, things don't always go exactly as planned, so be prepared and flexible. No one but you will know if the plan has to be changed slightly!

8. Collecting Funds - After the event, you'll want to make sure everything is accounted for. Follow up on any pledges or money owed, and any outstanding issues you may have. Then let us know how you did, send in any pictures, and we can use on the web or possibly thank you in the press.

9. Wrap it Up - When all has settled and you've had a few days to bask in the glory of your success, have a final organizing committee meeting to congratulate yourselves and discuss how you might have done even better. Remember to plan a way of thanking all those that supported the event, volunteers, sponsors, participants and anyone else you can think of. You may need their help again!

10. Relax! You deserve a break for a job well done! Then when you are ready, let's plan to do it all again next year!

 

  • Mark Your Calendar

    June 14th, 2012 @ Kings Links

  • Mark Your Calendar

    October 20, 2012


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