Event Planning Guidelines

• Get a Calendar
• Appoint someone from your group to be Chair
• Consider the following sub-committees (public relations, ticket sales, decorations, volunteers)
• Select a person to take minutes from your group
• Select a theme
• Select a date but before confirming it, clear the date with major institutions or community halls, Consider demands on people’s times such as holiday, summer vacations, the start of school, other CKUA functions (fundraisers festivals etc) that might make that date inconvenient.
• Decide if your event will be smoking or non smoking, alcohol or alcohol free
• Decide the ticket price and decide if there will be an advance ticket price and how long that will run for
• Discuss who your audience will be (mixed ages, CKUA supporters and volunteers)
• Prepare a preliminary guest list (band guests, or other dignitaries such as emcees, General Manager, Board of Directors etc)
• Select and reserve facility (find out if a damage deposit is required) If a deposit is required wait until the Event Proposal Form has been completed and Approved.
• Reserve special equipment such as podiums, sound and pa system
• Confirm Master of Ceremonies
• Make preliminary security arrangements ( will it be volunteers, or paid security officers)
• Discuss Event Insurance Coverage with Volunteer Coordinator
• Get approval of Proposal
• Plan catering and include in budget
• Develop a Promotion and Publicity Plan including time lines for things like (radio ad, web ads, newspaper advertising, sponsorship, e-mails to donors, arts and culture re arts and culture the decision lies with Chris Allen as to whether or not your event will make it on his program check with Volunteer Coordinator re SEE, VUE and Fast Forward Ads In Calgary. All promotions and publicity material must be approved by the Volunteer Coordinator before it is distributed. Include how tickets will be sold and contact ticket vendors
• Prepare the Event Proposal Form (include a draft budget) and submit to the Volunteer Coordinator at CKUA

3-6 months prior to event

• Get approval of Event Proposal Form
• Bet approval of printed materials and invitations if required from Volunteer Coordinator
• Select Menus and get approval of guest list
• Pint Tickets
• Get Biographical Information packages from performers
• Includes Black and White or Color Photos where possible
• Get CD from musicians ( note: the playing of these cd’s is up to each announcer) you can also check with the Music Librarian to see if we have a copy of the CD in our Library if we do, contact the Volunteer Coordinator who will arrange to put it in the Control Room. If you want to use the artists cd for your on air - ad include this in your Event Proposal Form.
• Inquire if musician would be interested in being interviewed especially for Arts and Culture this information must be communicated to Volunteer Coordinator no longer than three months prior to the event.
• Decide who will be the media spokesperson for your group and inform the Volunteer Coordinator
• Confirm musicians and decide who will Sign the Contract this must be approved as part of your Event Proposal Form
• Plan decorations and strike committee
• Organize recognition items for volunteers, invited guests, and emcee such as pins, mugs, t-shirts inform Volunteer Coordinator of needs
• Decide if you will have raffles (if over 500 need a license inform volunteer coordinator of this who will arrange for license)
• Decide if you are having door prizes
• Follow up on tickets at vendors (ticket coordinator position)

2-4 weeks

• On air publicity completed/web sites ads completed, donor e-mail sent out
• Start putting up posters (do you need resources to do this, or more people to sell tickets )
• All printed materials ready (tickets, posters signage etc)
• Check with Volunteer Coordinator toe ensure volunteers are available the schedule is finalized
• Order the alcohol and get the license (need to signed by G.M at CKUA)

2 weeks

• Determine who is responsible for monitoring volunteer schedule at event
• Make name tags for volunteers
• Meet with Security Volunteers
• Ensure Event Insurance is done
• Make sure signage is available (don’t drink and drive)
• Order merchandise and promotional material
• Meet with Committee to go over minutes