2. Event Musts You must be willing to do any and all work necessary The “buck will stop” with you or your organization You want the event to be safe as well as successful You are interested and willing to involve others Your event will be as successful as the amount of work you put into it!
3. Event Planning Pieces 5 % Post Event Clean Up and Evaluation 15 % Event Management 30 % Pre-Event Planning 50% Publicity and Participant Buy In
4. Define Your Event Size Audience Location Purpose - Fundraising, Entertainment, Educational, Organization Meeting, etc.
10. V- value and seek input from others Event planning takes more than 1 person Get others excited about your concept Share with them the limitations you have and how they can be part Contact others that can help you
11. Event Resources - Educate Yourself! Campus Activities Boards in your regions NACA/ACUI Websites Facilities Staff Online Resources - Evite, etc Others you know that have executed successful events
12. E- execute a “backwards plan” Backwards Planning Handout – You can modify to meet your needs Set a timeline that has completion dates Use it as a method to delegate appropriately
13. 5+ weeks Confirm Space Reserved Budget Outlined Contract Reviewed Budget Finalized Design/ Create Butcher Blocks 4 weeks Target Groups Contacted Hang Posters Promos Requested 3 weeks Arrange Travel/Hotel Sign- boards Out Confirm Tech Req. Details on Calendars 2 weeks Butcher Blocks Hung Develop Marketing Plan Day of Publicity 1 week Eval Complete Cash Bag Week of Event Week Post
14. 5+ weeks Confirm Space Reserved Contract Reviewed Budget Finalized Develop Marketing Plan ç Budget Outlined Details on Calendars Design/ Create Butcher Blocks 4 weeks Target Groups Contacted Hang Posters Promos Requested 3 weeks Arrange Travel/Hotel Sign- boards Out Confirm Tech Req. 2 weeks Butcher Blocks Hung Day of Publicity 1 week Eval Complete Cash Bag Week of Event Week Post
15. 5+ weeks Confirm Space Reserved Contract Reviewed Budget Finalized Develop Marketing Plan Budget Outlined Details on Calendars Purple - Publicity Tasks Design/ Create Butcher Blocks 4 weeks Target Groups Contacted Hang Posters Promos Requested Pink - Operational Tasks 3 weeks Arrange Travel/Hotel Confirm Tech Req. Sign- boards Out 2 weeks Day of Publicity Hang Butcher Blocks 1 week Eval Complete Cash Bag Week of Event Last Min Details Week Post
16. N- navigate/steer the actual event Day before prep, gather supplies Arrive early Check room set up for function AND Safety Have a pre-event meeting (handout) for those staffing & volunteers Talk about “what if. . .” Review end of night tasks
17. T - Thank Yous and Evaluation Evaluate, Evaluate, Evaluate Check in with participants Check in with staffing/volunteers Check in with others associated with the event Send a Press Release to celebrate success Be Sincere when you say Thank You In writing and publicly Build Good Will for your next effort
