For event planners, finalizing the printed program can be one of the most challenging aspects of organizing an event. The details often come together at the eleventh hour, leaving just enough time to send to the printer. Here are some tips for putting together a printed program that will include only what your guests need.
Start Early with Event Design
Begin working on your event design as soon as possible. Create a flexible template that allows you to plug in details as they become available which will help reduce last-minute stress and ensure a cohesive design.
Keep It Simple
Not all programs need to be extensive. A two-sided program can be both elegant and functional, providing just enough information for your guests. If you want to go the concise route, focus on including the following key elements:
- Schedule: Having the evening’s program will help guests follow along and give them a sense of timing for the evening
- Menu: Don’t leave your guests wondering what will be coming. By detailing the menu your guests can stop a staff member earlier in the evening to ask questions or relay additional dietary information.
- Sponsors: This could be as simple as listing out names under the various sponsorship levels or utilizing logos if you have the space. Including a brief thank you is always a nice touch.
- Contact information and QR code: this will ensure your guests are not trying to figure out how to connect with you or make a donation. List out all of the available options to connect with you to make it quick and easy!
Enhance with Additional Content
If you want to do more, start off your program with a beautifully designed cover that shows off the event theme and can tie in your branding in a more unique way. For events with a live auction, add a couple of pages highlighting auction items and use the back page for bidder numbers. If you have additional space, highlight your organization and its events and projects throughout the year. Even if the event has already passed, you could share its success or use the space for a save-the-date announcement for next year.
By starting early and focusing on these essential elements, you can create an effective printed program that enhances your event and provides guests with the information they need.
Want us to help you with your next event and event program? Check out our new events website to learn more about what we can do for you!
-Brenna Wood, Event Director