Event Planning 101
The one night of the week (besides Friday) when we should try to avoid programming.
What is Thursday?
She receives your Calendar Request and Communications request form(s)
Who is Laura M.?
...only 4 people register for your event, and it is less than one week away? a) hope for a flurry of last minute RSVP's, b) decide to run it anyway no matter what, or c) cancel and consider reasons for low turnout
C) cancel and consider reasons for low turnout.
Your committee will be responsible for this percentage of the cost of the security guard for your event. (So, plan the price point accordingly!)
What is 50%? (i.e. if the cost of a guard for a three hour event is $150, the committee will be responsible for $75)
True or False: Ideas for events are approved on a first come, first served basis.
False. A holistic view of the calendar is considered
The minimum number of weeks in advance of your event when you should be submitting your Communications Request Form.
She is our Director of Engagement and the staff liaison to many committees and cohorts
Who is Amy S.?
...more than one Committee wants to host a trivia night?
Consider collaborating and do a co-sponsorship! This has worked well in the past.
True or False: When your event is open to the community, the expectation is that you will charge non-members significantly more to attend the event.
True. Ask for advice from the office if you need help determining the right price point.
The preferred entrance to the building for a given event.
What is the Rotunda?
True or False: To save time, someone on your committee can make a flier for your event using Canva or other design tools.
False! We want to ensure consistent branding. All marketing must go through our department.
She is the Assistant to the Executive Director and is responsible for the "on-theme", amazing nametags we hope you'll use for your events
Who is Caryn L.?
...you want to send a non-urgent communication to your committee and it is a Saturday morning? But you really want to send it while it's fresh in your mind!
Please don't. Do make an effort to respect the sanctity of Shabbat. You can always use the "schedule-send" feature on a text or an email. Or, just wait.
After each event that your committee hosts, the chair(s) will be asked to submit a very brief report. One of the questions will be "who stepped up to help, and how?" Why is this useful information?
This helps identify potential new leaders!
List at least three ways your event could be publicized
What is/are: via email, CKA website, CKA facebook page, Connections newsletter, FedFlash, printed flyer, digital monitors at CKA, ad in The Voice ($), outdoor banner ($)
Describe ideal photos from your event
Big, smiling faces oriented towards the camera, all eyes open, no dirty dishes or trash in view, not blurry, everyone is a CKA member
These two graphic designers comprise our Marketing Department. Please do not email them directly, though!
Who are Debbie S. and Jessica M.?
...you need a Zoom room for a meeting? You ask this person.
Who is Laura M.?
True or False: the CKA website has been updated to include information about 12 groups including Kulanu, Boomers+, GenXtra, Empty Nesters and more
True! Check it out under the "Engage" tab!
True or False: For events that involve young families, our alcohol protocol dictates that the event must be BYOB.
False. Quite the opposite, actually. It is more prudent for the synagogue to control the amount and type of alcohol served when there will be underage participants.
True or false: It is OK to offer ice cream after meat is served at a CKA event, as long as the meat is cleared away and different utensils are used.
True per our kashrut policy
Who is Dana W.?
...someone says they want to "get more involved" in your committee. List three things you can ask them to do at an event.
What is/are: check people in at the registration table, take pictures, circulate and make sure nobody is standing alone/without someone to talk to, offer to promote the event on their socials/text threads, help with clean up/set-up
True or False: We are planning to hold quarterly meetings for Committee Chairs, rather than just once or twice a year.
True! You know you love them! :)
True or False: the FIRST step, according to the event planning checklist (which can be found under RESOURCES on our member portal) is to decide on decor.
False. The first step is to propose a date, and an alternate date, to our Director of Engagement.