Learn tips and hints to use a variety of electronic and technical equipment to enhance work with volunteers.

~ June 2005 ~ Topics

I am always amazed at the new tools that the Internet provides. We'll be taking a little side trip this month and do a little surfing to find out what is available on the Internet to help you create a great event.

Many volunteer managers do much more in their job descriptions than just manager volunteers. Along with a list of other various duties to help their organizations achieve their missions, planning meetings and events are also included.

If you are a long-time planner of events, or just a novice who may be planning their first event you may be surprised at what is available on the Internet to help you create that great event. We have found a host of sites that we want to share with you.

Some of these tools you'll be able to use on-line and some will require that you download them to your computer. Don't forget the tips we shared for downing loading files from the April 2005 Tech Tips.

Of course it would be great if we could just hire an event planner and let them do all the tracking and researching for us. But for those of us who work in small organizations with limited budgets....much of that work is done by ourselves.

Well take you through some important pieces of the event planning process so sit back and enjoy the surf…..

Worksheets for event planning. You'll have to browse around because there are a host of resources to choose from.

• http://www.plannersguide.com/event_planner.htm ~ Nostalgic Paper Memories
  
• http://www.librarysupport.net/librarylovers/eventips.html ~ LibrarySupport.net
  
• http://www.esrc.ac.uk/commstoolkit/events/planning.asp ~ Economic & Social Research Council
  
• http://www.thegreatevent.com/content/ap.asp?id=4 - event planning check list ~ The Great Event
• http://premierespeakers.com/tools_doc2.cfm - Planning checklist starting at 36-48 months out. ~ Premiere

Speakers Bureau

• http://www.guamdiner.com/banquets/pdf/RFPhtl.pdf - Sample Request for Hotel or Restaurant Proposal ~ Guam Diner
  
• http://marriott.com/schedmtg/default.mi - Schedule a Meeting or Event - Use hotel resources to find a hotel for your event ~ Marriot Hotels
  
• http://premierespeakers.com/tools_pdf1.pdf - Program Planning Timeline ~ Premiere Speakers Bureau
  
• http://premierespeakers.com/tools_pdf2.pdf - Site Inspection Checklist ~ Premiere Speakers Bureau
  
• http://premierespeakers.com/tools_pdf3.pdf - Site Selection Considerations ~ Premiere Speakers Bureau

Date calendar - to help you plan around holiday dates.

• http://www.timeanddate.com/calendar/?year=2005&country=1

Promoting Your Speaker - tips to help promote your event speaker.

• http://www.nsaspeaker.org/find_speaker/promoting_speaker.shtml

Meeting Promotion and Publicity Checklist

• http://premierespeakers.com/tools_doc1.cfm ~ Premier Speakers Bureau
  
• http://www.bigspeak.com/big-speak-event-tools3.html ~ Big Speak
  
• http://marriott.com/Multimedia/PDF/check_promo.pdf - nice form you can use ~ Marriott Hotels
  

Creating a budget for your event is key.

• http://www.middlebury.edu/NR/rdonlyres/2934FFFC-2DF9-440E-AE7D-EACA316D9649/0/EventPlanningBudgetWorksheet.xls - Budget worksheets ~ Middlebury College
  
• http://www.thegreatevent.com/content/ap.asp?id=6 - budgeting forms ~ The GreatEvent.com
  
• http://office.microsoft.com/en-us/templates/TC060784121033.aspx?CategoryID=CT011377051033 ~ Microsoft Templates

• Yahoo ~ http://groups.yahoo.com
  Free, easy email group. Emails can be received either by e-mail or read on the web viewable message archives. Also access to activity logs, chat rooms, shared calendar, polls, and 20 MB of Web space for sharing photos, MP3 and other files. The service is used by clubs, small businesses, school classes - any group with a common interest.
• Topica ~ http:// lists.topica.com/
  Topica is a free Internet service that allows you to easily find, manage and participate in email lists. Topica makes email lists accessible and easy to use for anyone, from the most expert list owner to the newest list subscriber.
• Bravelo Community Network ~ http://www.bravelo.com/teamworks-features.asp
  Bravelo® TeamWorks, an online collaboration product, team members can post their brainstorms online. For purchase.
• Intranets.com's collaboration suite ~ http://www.intranets.com/Home.asp?hp=nn
  Keep track of appointments, events with an online calendar. Free 30 day trial.
• Smartsettle ~ http://www.smartsettle.com
  Yes...there is even software you can download to resolve conflict. A multi-party, multi-issue conflict negotiation software package. It can be used with large or small groups, and can facilitate anything from collective bargaining to strategic planning. The software is for purchase, but you can take a free tour.
  

Free

• Evite ~ http://www.evite.com
  Evite is a free online invitation service with hundreds of designs for almost any event. RSVP management, customization tools, dynamic maps, event reminders and more.

For a Fee

• rsvpBook ~ http://www.rsvpbook.com/
  Online event registration web site. Just $9.95 to create your event registration online. Other add on features are available for a fee.
• Online Event Registration Software
  Member Clicks ~ http://www.memberclicks.com
  Try it for free. Online event management software. Collect online event registrations and payment. Communicate with attendees.
• The Nonprofit Matrix has a list of vendors at http://tinyurl.com/4qhnf
  The listings are supplied by the vendors and many of the systems listed are not event systems. The services listed in this category provide web-based tools that can cover a wide range of events management tasks , such as shared to-do lists and scheduling, online registration and payment, tracking memberships and even printing name tags.
  

• http://www.royalrentals.net/tcaterer.htm - Choosing a Caterer ~ Royal Rentals
  
• http://www.guamdiner.com/banquets/B&C000/B&C001.html - 6 Questions to ask your caterer ~ Guam Diner
  
• http://www.guamdiner.com/banquets/pdf/RFPctr.pdf - Sample request for proposal for a caterer ~ Guam Diner
  
• http://www.localcatering.com/index.asp - receive estimates from caterers, photographers, venues, florists and more all located in your area ~ Local Catering
  

• http://office.microsoft.com/en-us/assistance/HP052430851033.aspx - How to use MS outlook to schedule a meeting
  
• http://www.ehow.com/how_14519_schedule-meeting-outlook.html - Another site on how to schedule a meeting in Outlook
  
• http://www.meetingwizard.org/meetings/meeting_scheduler.cfm?re=1 ~ Meeting Wizard
  
• http://www.meetomatic.com/calendar.asp - Use a simple web form, email participants to arrange meetings in three easy steps. So neat you need to try it. ~ Meet-O-Matic
  

• Certificate creator ~ http://www.certificatecreator.com/
  Enter the site then click on the free button. Create your own certificate from the free forms that are available.
• SmartDraw ~ http://www.smartdraw.com/specials/award-gift-certificates.asp?id=29630
  Download the software for a free 30 trial. Templates to create professional certificates for work, school, sports and more. Quickly and easily customize them with SmartDraw's built-in clip art — or add your own!
  
• TeAch-nology.com's Award Certificate Maker ~ http://teachers.teach-nology.com/web_tools/certificates/
  Choose your own borders and graphic then enter your text.
  
• Certificate Maker ~ http://www.certificatemaker.com/html/create.htm
  
• Microsoft Certificate Templates ~ http://office.microsoft.com/en-us/templates/CT011389751033.aspx
  A host to choose from and make on your own computer using MS Word.
  

To make event planning decisions and post event evaluations.

• Web Monkey ~ http://webmonkey.wired.com/webmonkey/
  
• Zommerang ~ http://info.zoomerang.com/
  
• Web Suveyor ~ http://www.websurveyor.com/
  
• Survey Monkey ~ http://www.surveymonkey.com/
  
• NPower Online Survey Tools ~ http://www.npower.org/tools/guide+to+online+survey+tools.pdf
  A comparison of a variety of online survey services.
  

This list could go on and on so I will just share a few of my favorites.

• Oriental Trading Company ~ http://www.orientaltrading.com
  
• Baudville ~ http://www.baudville.com
  
• Event Merchandising LTD ~ http://www.eventmerchandising.com/html/pens.htm
  
• Amsterdam Printing ~ http://www.amsterdamprinting.com/
  
• Crestline ~ http://www.crestline.com
  
• VolunteerGifts.com ~ http://www.volunteergifts.com/
  
• Volunteer Cheer ~ http://www.voluncheer.com/
  
• Thanks Company ~ http://www.thankscompany.com/
  
• Successful Events ~ http://www.successfulevents.org

We've only touched on a small portion of everything that is available so don't forget to do your own surfing to find aids to help make your event planning successful.

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