Event planning guide

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A successful event doesn't just happen – it takes good planning! Whether it's a small social gathering or a major croquet tournament, following a few key steps can make the process smoother and less stressful.

Essential Event Planning Steps:

1. Define the Purpose & Goals:

   • Why are you holding this event? (e.g., social fun, competition, fundraising, member recruitment).
   • What do you want to achieve? (e.g., raise $X, attract Y new members, provide a great playing experience).
   • Who is the target audience? (e.g., current members, potential members, specific skill levels).

2. Set the Budget:

   • Estimate all potential costs (catering, prizes, equipment, promotion, etc).
   • Estimate all potential income (entry fees, raffle tickets, sponsorship, canteen sales).
   • Does the budget balance? Do you need to adjust costs or income targets? (See the Financial Management category for budgeting tips).

3. Choose Date, Time & Venue:

   • Check the club calendar (and maybe local community calendars) to avoid clashes.
   • Ensure the date/time suits the target audience.
   • Confirm your club facilities (courts, clubhouse) are available and suitable.

4. Plan the Logistics:

   • Format/Schedule: What will happen during the event? (e.g., tournament draw, running sheet for a social night).
   • Equipment: What specific gear is needed (croquet equipment, tables, chairs, AV, decorations)?
   • Catering: Food and drinks needed? Who will provide/prepare them? (Remember food safety!).
   • Permits/Permissions: Are any council permits, liquor licenses, or any other permissions required?

5. Organise Your Team (Volunteers!):

   • What tasks need doing before, during, and after the event?
   • Who will be responsible for each task? Create an event sub-committee or assign clear roles. (See the Volunteers & Helpers category).

6. Create a Timeline: Work backwards from the event date. Set deadlines for key tasks (e.g., booking courts, sending invites, ordering supplies, finalising draw).

7. Consider Risks: What could go wrong? (e.g., bad weather, low attendance, safety issues). Have basic backup plans or mitigation strategies. (See the Safety & Risk Management category).

Taking time for planning upfront usually leads to a much smoother and more successful event! Remember, for very large projects, refer back to the specific Project Planning guides.