The Art and Science of Event Planning
Large community events don't happen by accident. PASOR has developed proven approaches to planning gatherings that successfully bring hundreds of families together.
Planning Phases
Concept Development (6+ months out):
- Define event purpose and goals
- Set target attendance and budget
- Determine date and book venue
- Establish planning committee
Vendor and Partner Coordination (3-6 months out):
- Secure catering
- Book entertainment
- Arrange equipment rentals
- Confirm sponsorships
Marketing and Registration (2-3 months out):
- Launch promotional campaign
- Open registration
- Coordinate media coverage
- Build excitement through teasers
Final Preparation (1-2 weeks out):
- Confirm all logistics
- Brief volunteers
- Prepare materials
- Test technical elements
Critical Success Factors
Venue Selection: Right size, appropriate facilities, accessible location.
Budget Management: Realistic budgeting with contingency funds.
Volunteer Coordination: Enough help at the right times.
Communication: Clear information to attendees about expectations.
Program Flow: Well-timed schedule that maintains energy.
Common Challenges
Attendance Prediction: Difficult to know exact turnout.
Budget Constraints: Working within limited resources.
Volunteer Reliability: Ensuring committed helpers show up.
Last-Minute Issues: Equipment failures, speaker cancellations, weather.
Learn from Experience
Each event teaches lessons for future improvement. PASOR documents what works and what doesn't, building institutional knowledge.
Read about what goes into successful PASOR events.
Get Involved in Planning
Want to help plan events? Learn how to get involved with event committees.
Great events build great community.