This post is from Kristi, a guest blogger on The Z Beat!
I am by no means the most
experienced event planner, but I hope I have listed the majority of the things
you need to think about and plan ahead of time to make your PIP a success. Most
of the things on this list come from my own experiences, from watching my
fellow instructors run amazing events and I of course turned to the trusty
Zumba forum for help, so thank you my fellow ZINs for being so awesome!
1.
Choose a date.
2.
Find a location.
3.
Decide on a ticket price and set up
a Paypal payment system. Think about “early-bird” prices vs. “at the door
prices” if you want to do that. Be sure to put that information on your flyer
to encourage people to sign-up ahead of time.
5.
Ask a breast cancer survivor to
speak for a few minutes at your event. It could be a fellow instructor or maybe
one of your students. This is their chance to inspire others and share their
amazing story.
6.
Contact instructors and see who
wants to participate, the more the merrier!
8.
Create a FB event page and invite
everyone. Be sure to have the participating instructors do the same. Email, FB
chat or text everyone an image of the flyer to use in their FB posts.
9.
Ask local businesses, family and
friends if they will donate raffle prizes. Be sure to ask your fellow
instructors too (they could ask their gyms or their day-jobs for donations).
10.
Take pictures of the raffle prizes
and announce them on your event page to get people excited.
11.
Plan and purchase decorations
(balloons, signs, maybe a backdrop for photos). Remember to remind everyone to
wear pink too!
12.
Try to get drink and snack donations
to keep your event-goers dancing (think local grocery stores or even ask
instructors or participants to bring water or fruit).
13.
Get your playlist together. Decide
how many songs each instructor gets to teach and announce any group songs you
want everyone to do together.
14.
Continue to advertise your event on
FB. Print out flyers and put them on community bulletin boards, at your local
library, coffee house, salon, anywhere. Announce the event in your classes and
have the participating instructors do the same.
15.
Delegate jobs to instructors. Who is
going to sit at the door and take money or tickets? Do you need a second person
to organize the release forms? Who can help with set-up and take-down? Don’t be
afraid to ask for help!
16.
Finalize your playlist (be sure to
ask if anyone needs to leave early or arrive late, plan their songs
accordingly).
17.
Before the event run through the
details again with your event location. Think about lights, sound, parking,
where will the food/drink stations be, do you need tables/chairs). Try to plan
ahead.
18.
Ask instructors to arrive early to
help set-up if they can and double check that the people you delegated jobs to
are good to go.
19.
Post a print out of the playlist so
the instructors know when they’re up.
20.
Let the games begin! Have fun, smile
and relax and have fun at your event!
Did I miss anything? I’m sure I did.
I would love to hear from my more experienced ZINs. If you have other tips and
tricks to offer please, please share them! We would all love to know!
Pink is just a perfect color for any party but this time I am planning for couple of corporate events and need some fresh yet decent ideas for planning them. Can you please help me with your suggestions?
ReplyDelete