Planning Ahead for Next Year’s Event
Thoughts of fitness events may begin tapering off after the holidays due to undesirable outdoor conditions, but if you are planning an event for next spring now is a good time to get started. Depending on the size of your event, allowing 6 months for planning and prep is a comfortable time frame. Races can certainly be planned in shorter periods, but at least 6 months lead time can help you avoid last minute stress.
This means if you are hoping to hold an event in April or May of next year, now is the time to start planning. You don’t have to dive into deciding on every detail at the moment but you can set up an initial meeting with your potential partners and planning committee to create a timeline for the future event.
Consider gathering everyone together for a 2 hour meeting. This presents a great opportunity for brainstorming and gathering ideas and opinions. Here are a few things you should cover during your first get together.
Decide on a specific date. Think about other events that take place during this time. Check the dates so that you can increase the chances that your event won’t be in competition with others that would cause you to lose participants. Keep in mind this date might change once you get into searching for venue availability, but you need to have a set day in mind and begin developing your timeline.
Pick your event type. Choose the type of activity and distance for the event. Will it be a run/walk, cycling, 1 mile, 5K or 10K? There are a lot of options out there and choosing specifics will allow your group to shape the rest of the planning process.
Select a few possible locations. Depending on your community you may only have one option. However, if you have more than one, research all of them. It is wise to have something to fall back on if your first choice is not available due to another previously scheduled event.
Choose your charity. If this is a first time event for your organization you may not have a charity that you regularly support. If you work for a charity organization you already know who you are supporting, so obviously, this step can be skipped. However, if you are raising funds independently research the local organizations in your area. Perhaps your event can be a spin off to further support a larger event that raises funds for a specific cause your group is interested in.
Leave with homework. Make sure each member has a job to do for the next meeting. Make sure someone will research venues and bring details next time. Get the ball rolling with calls for sponsors and donations. Consider any additional partners you wish to invite and send out an invitation prior to your next scheduled meeting. Don’t forget your event will need a name. You know I’m a fan of creative names. Ask your planning committee to think of one or two ideas that can be voted on next time the group is together.
Photo by Bradley Strong, courtesy of freerangestock.com
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