Dawn Devine Hello, my friends in belly dance near and far. Hi, I’m Dawn Devine aka Davina and most folks in the belly dance world know me as an author, costume maker, and historian. But what many folks don’t realize is that event planning and theater management are my “day job.”
In the past 35 years, I’ve worked on all sorts of events from intimate restaurant teacher showcases, to multi-day destination events. But beyond belly dance, I’ve worked as a wedding planner, art event manager, and spent 28 years at San Deigo Comic-Con. Now THAT’s a big show!
I’m currently on the steering committee for the Fabulous Fall Festival 2024. This year we are celebrating our 20th anniversary. This is a testament to the hard work and dedication of many committees, staff, and volunteers since we began in 2004 under the auspices of SF/BA MECDA. https://babdama.org/
Rather than writing a big rambling article about what I do and how I do it. I thought I would take a moment to open up my intellectual toolbox and write up a concise list of the tools I use the most often, and feel are most important for event planners:
Master List: I have built a document I call the master list that serves as a reference and guide for my event planning. This master list contains EVERYTHING. After every show, I update my Master List if needed. From fashion shows to weddings, theatrical productions to sci-fi conventions, my master list has everything listed in it.
Event Checklist: Once we have an idea for a show, I go through the overall master list and select the items that apply to my current show. Then copy and paste the features you need for planning your event. I like to set this up as a checklist so I can tick-off the items as I get them done.
Event Spreadsheet: This becomes the main document where we collect all the facts and figures. List of vendors? Goes into the spreadsheet. Menu for concessions? Goes into the spreadsheet. From the budget to our list of participants, all our event data goes into the spreadsheet. I use Google Docs and distribute links to the event planning committee so everyone can look and see what’s finished.
Mailing List: One of the key assets for every event business is their mailing list. I like to use a CRM management system like MailChimp, Constant Contact, or one of the many other email services available today. This is our principal way of communicating with our attendees and is essential. Here's an example: https://mailchi.mp/a0c8247ff083/fabulous-fall-festival-2024-sat-nov-16-info-blast-1?e=[UNIQID]
Contact Book: As an event planner, one of my most important business assets is my contact book. Need a florist? A DJ? Chair Rentals? Caterer? I keep that information in an ever-growing contact book so at the moment, I can pull the necessary information. I keep this list in the cloud so I can easily access it from my phone at any time.
Event Timeline: Each event will have due dates and deadlines. For every event, I like to build a timeline of tasks. When does the room need to be booked? When do we invite dancers? When do we hire the band? Keeping a clear timeline helps prevent important tasks from slipping between the cracks. I build an event timeline in the main spreadsheet.
Marketing Style Sheet or Brand Sheet: This helps all of your communications visually connected. At a glance, folks will recognize your graphics in amongst a sea of social media posts. This style sheet includes the event’s brand colors, logos, graphics, fonts, and photographs. Anything that goes on your website or social media is in your style sheet. I use the free version of Canva to make my flyers and graphics. If you outsource your graphic design, your brand sheet is crucial for communicating your design brief.
Reference Bank: If you regularly hold events, keep copies of your ad copy, forms, press releases, invites, contracts, etc. Save time and work smarter by using past examples. There is no shame in the copy-and-paste game.
Bottom line? Your mission is to use the tools that work best for you. My key goal is always to work smarter, not harder. That means staying and keeping on top of all the details, parts, and pieces.
With luck and good fortune, you will host a successful event!
Dawn Devine ~ Davina
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