From Paper to Production: How to Bring Your Event Ideas to Life

Winter is the best time to take a step back and polish up plans and tactics to evolve programs in the coming year. After you’ve done the hard work of brainstorming, creating new elements and crafting the participant journey for your peer-to-peer fundraising event, now comes the exciting part: taking these ideas from paper and turning them into reality on event day. But how do you ensure these ideas come to life smoothly and effectively? I’m here to give you tangible tips for making it happen. 

1. Create Your Project Plan 

Before you dive into the details, you need a solid project plan that includes a timeline, roles and ownership for each piece of your event. This is where the big picture comes into play. Think of your project plan as your roadmap to success — it will help you stay organized and on track from pre-event through post-event — ensuring all the ideas you worked hard on come to life. 

Break the event down into these stages: 

• Pre-event. What do you need to accomplish in the weeks and days leading up to the event? Think of any pertinent deadlines to get your event element up and running. 
• During the event. How will the day flow? Who is responsible for each task? 
• Post-event. What are your wrap-up tasks? 

For example, if you’re introducing a new fundraising recognition area, you’ll need to map out everything from sourcing materials to scheduling volunteers who will manage the space. Assign owners for each part of the plan and set deadlines. This way, there’s accountability and everyone knows their roles. 

2. Lay Out Each Event Element in the Event Playbook 

Once your project plan is created and logistics start coming together, it’s time to start building your event playbook. The event playbook is your secret weapon for executing a flawless event. It’s more than a checklist — it’s a dynamic, detailed guide that captures all aspects of your event and helps keep your team organized. Think of the event playbook as a breakdown of important elements. Each element needs its own focus and level of detail. Use it to lay out every element clearly so it’s easy for your team to follow on event day. 

Here are some key components to consider adding to your playbook. Again, event playbooks are not one size fits all. Make sure you’re incorporating activation areas that make sense for your event. 

• Key event staff and volunteer contact information. Include this information as an at-a-glance view for easy access. 
• Site and route maps. Note any special circumstances that are important to keep in mind. 
• Tent and signage setup instructions. Provide detailed tent layouts to ensure consistency. Include pictures of what well-hung signage looks like for your team and volunteers helping with set up. 
• Emergency response plan. Be prepared for the unexpected. 
• Incentive distribution guidelines. Will you have T-shirts or swag at the event? Where will it be located and how should it look? 
• Sponsor activation details. Outline how and where sponsors will be integrated, whether it’s signage or information on how their tents should be set up. 
• Mission activation strategies. Keep your organization’s mission front and center throughout the event site. 

The beauty of the event playbook is that it serves as a living, breathing document. It’s your guide to making sure the event looks, feels and functions exactly as planned. 

3. Train Your Team 

Even the most thorough project plan and playbook won’t be successful without a well-trained team. Once your plan is ready, it’s time to equip your team with the knowledge they need to pull off the event. You can’t do it all by yourself! 

Different team members may need different types of training. For instance, registration staff need to understand check-in procedures, while sponsor liaisons should focus on sponsor activation details. Just like when you communicate with participants via email, social media and text, your team needs multiple touchpoints and clear, consistent messaging. Training is also an opportunity to walk through the playbook and answer any questions. Remember, people often need to hear things more than once to fully grasp them, so don’t hesitate to reinforce key points and clarify responsibilities multiple times if necessary — especially information regarding new elements and activations taking place on event day. 

So, are you ready to bring your ideas to life? With a project plan, a well-built playbook and a clear communication strategy, you’re well on your way to bringing your new event elements to life.  

Three-Part Series on Planning Peer-to-Peer Events

Part I: Event Concepting: The Recipe for Your Secret Sauce
Part II: Creating the Best Participant Journey for Your Peer-to-Peer Event
Part III: From Paper to Production: How to Bring Your Event Ideas to Life 

The preceding post was provided by an individual unaffiliated with NonProfit PRO. The views expressed within do not directly reflect the thoughts or opinions of NonProfit PRO.