INFORMATION FOR EVENT ORGANISERS - A "1,2,3..." GUIDE

We are always looking to run new events for our members and the best way to do this is for our members to come forward with ideas for events that they would like to participate in themselves. 
Once an idea is presented to the Committee and given an outline approval to proceed then the event organiser can follow this simple guide to help them run a successful event.
  1. Give yourself time - from experience, it takes at least 8-12 weeks to plan a successful event. So, if you think that you want to do something in less than 3 months it's probably NOT going to happen!
  2. 2 is company but 10 is an event - Event planning is NOT a concierge  service. If you want a private dinner for two then use TasteCard or a similar offering. But if you want to arrange a group meal for 10 or more then read on.
  3. Talk to the venue management and explain that you are thinking of planning an event for a group of 10 or more. 
  4. Ask if they offer group rates and what the minimum group size is. 
  5. Check if deposits are required and whether these are refundable with sufficient notice.
  6. Ask if they can "reserve" a date/table/session and if so for how long.
  7. Get an idea of the full costs on a per person basis, including any booking and/or postage/delivery fees (usually for ticket sales) .
  8. Submit a formal request to the London West Club Committee, using the Event Spreadsheet (below).
  9. Once the Committee give approval to book the event then...
  10. Create an outline of your advert, using the Advert proforma (.doc - below).
  11. Find some associated images (Google images is good for this) and keep these as .jpg files.
  12. Send the document and images to the website editor (garyglazerman@yahoo.com) and the London West Club id email (ibmclublondonwest@gmail.com).
  13. Your advert will appear on the website (within a couple of weeks) and a mass mail will be sent to members to alert them to the new event.
  14. You will receive "Reservation Requests" from members wanting to participate. 
  15. Once you have sufficient numbers for the event to proceed (usually 10 or more) you will send out email confirmations along with details for how folk can pay for their places (see proforma email text below).
  16. You will need to keep in touch with the Club Administrator (Paul Welstead) to  check who has and who hasn't paid and you will need to chase late payers.
  17. You will need to create a list of event attendees so that on the day you can check who has turned up and chase any late arrivals.
  18. On the day itself, turn up in plenty of time to meet/greet other attendees or to be available to hand out tickets.
  19. Once all attendees have arrived or have been confirmed as not attending, enjoy the event you've organised.
  20. After the event send in the post event (ACTUAL COSTS) part of the Event Planning Spreadsheet

EVENT PLANNING SPREADSHEET
LW Event XXXX Date XXXX.xls LW Event XXXX Date XXXX.xls
Size : 62 Kb
Type : xls
Please note - The Event Planning Spreadsheet contains macros. Please read the instructions on how to use the spreadsheet before making any chnages
ADVERT PROFORMA DOCUMENT
Modify for your own advert
LW Club Event Advert Example _New_.pdf LW Club Event Advert Example _New_.pdf
Size : 89.407 Kb
Type : pdf
Please note - The example pdf contains website links and email macros that may still be active. Your advert should contain similar links & macros to supporting websites and your own email id
EVENT RESERVATION REQUEST EXAMPLE 
Will be midified for your event
Please note - The example pdf contains website links and email macros that may still be active. Your advert should contain similar links & macros to supporting websites and your own email id
CONFIRMATION EMAIL PROFORMA
Modify for your own event
LW Club Event Confirmation email Example.pdf LW Club Event Confirmation email Example.pdf
Size : 39.497 Kb
Type : pdf
Please note - The example pdf contains website links and email macros that may still be active. Your advert should contain similar links & macros to supporting websites and your own email id
EDITING THE WEBSITE - GENERAL GUIDELINES
To differentiate items/events use the PANEL widget to create a panel like this one!
Then...
Insert Text (old) boxes, Columns, Pictures as required.
If cutting and pasting from other documents/sources into the website always remember to change the font, format & size by selecting the text and right clicking to bring up the text editing function drop down panel.
Paste in text and change the text colour to WHITE and the text background to BLACK.
If adding a link to an email id then highlight the text, click the link option on the text editing panel and change the background colour to one of the middle shades of blue.
Font - Arial
Format - Non-Italicised
Banner Headline Size - Huge
Sub Headline text - Large
Other Text - Never smaller that Medium
MASS MAILS USING THE CLUBS GMAIL ACCOUNT
When creating emails to send out to the membership....
  • Typically use the "bcc" option when sending mass mails, unless the email is to a specific individual, in which case you can use the "To" option
  • The "Subject" of the email should include a short description of the events/activities/shows that will feature in the email
  • If appropriate, (usually in most cases) include pictures and links back to the relevant website page(s) advertising the event/activity/show
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