Planning a Successful Event

Plan for the success of your event!

Administrating a camp can seem like a daunting task. Here are some suggestions that will both outline and help you see the full picture:

• Select several potential dates for your event (we recommend doing this at least a year in advance if you can).
• Contact BCC to inquire about availability and discuss your event.
• Finalize your event dates with BCC with a signed contract and deposit. Reserve all needed guest rooms, meetings rooms, and additional activities such as the pool (seasonal) and gymnasium.
• Create your event budget and decide on a per person price that you will charge attendees.
• Set registration and payment deadlines for your attendees.
• Create registration packets which should include all event details, deadlines, and registration forms.
• Put together an event promotion plan. Use many different methods to promote your event. Here are some ideas:

Social media promotions

• Set up a Facebook event
• Make announcements on Facebook
• Tweet short announcements
• Create and use a hashtag for your event (something short and original)
• Instagram announcements (images and quick videos)

Other Promotions

• Email marketing
• Verbal announcements
• Mail promotional and registration materials
• Bulletin/newsletter announcements
• Promote the event on your website
• Posters

Finally

• Create your event schedule. Doing this early will help you to make a list of what staff is needed to facilitate the activities, what supplies are needed, and any special reservations that need to be made with BCC (athletic fields, pool, etc.)
• Recruit all of the staff you will need to run your event.
• Offer fundraising options for your attendees.
• Pay close attention to BCC deadlines and provide attendee counts as requested. You’ll also want to clearly communicate any specific needs and special requests in advance.
• Create a plan for transportation to and from your event (children and youth specific events).
• A few weeks before your event, send out any final communications to your attendees (time to arrive, what to bring, etc.)