Planning an event of any scale is no easy task, much less when the world is still slowly coming out of a global pandemic. This article divides the overflowing to-do list into three different phases and compiles a list of best practices Ooligan Press employs with our own events. Here are some tips to keep in mind and help plan your next launch event!

Phase 1

• Determine the event’s date, time, and activities
• Calculate the budget for your event and divide accordingly
• Reserve the venue
• Analyze your estimated attendance numbers to determine a “Goldilocks” venue that will fit your guests just right!
• Confirm venue requirements or limitations—how much parking is there? Is it ADA accessible?
• Create social media pages promoting your event and use them
• Brainstorm the “activities” at the event
• For a launch party, start a conversation with the author!
• This part of your event should be between forty-five minutes to an hour.
• Remember to add extra time before and after the activity for your guests to mingle!
• Contact potential vendors and get quotes
• Determine giveaway(s), which not every event needs
• Make sure you order at least a month in advance.
• If you’re selling something, what are the options for people to pay? Do you have a cash box or card swipe?

Phase 2

• Determine event staff
• If your event staff will be volunteer-based, focus on making it appealing and fun, rather than a “work” thing.
• Don’t forget to send an initial email to not only touch base with them well in advance, but thank them too!
• Coordinate with vendors/departments
• Is there a social media manager who needs to directly set up the pages?
• Are there graphic designers to assist in physical marketing?
• Communicate with your venue
• Will the event be exclusive access or open to the public as well?
• Does the venue have A/V equipment (if needed)? If so, will they set it up?
• Is there Wi-Fi available? Find out the password in advance.
• Any other policies the venue might have?
• Establish a supply list—here are some to get you started!
• Books, the new release and other titles that fit well
• Book stands
• Tabling materials such as posters, banners, raffle tickets, and anything else you might need to display it
• Clipboard, paper, pens
• Any A/V supplies not supplied by the venue, like a projector or laptop adapter

Phase 3

• Confirm event details
• Touch base with your author, venue, panelists, staff, and anyone else to confirm responsibility and conjure excitement.
• Follow through with your marketing initiatives
• Are social media pages up and active?
• If flyers were printed, how were they distributed?
• Create a “Day-Of” document
• This serves as a ready-made sheet of any information someone might need to successfully run your event!
• Include contact information, event schedule, and staff list.
• Assign duties to your volunteers! Create task lists for set up, clean up, and the stations for during your event.
• Get specific—adding exact times can not only ensure accountability for your volunteers, but helps to keep you on track as well.
• Have fun! You and your team have done so much work towards this event, you deserve to enjoy it too!

Overall, planning an entire event can be a lot of work, but it can also be one of the best experiences. The world of events is constantly changing, but for now, Ooligan Press has you covered.