This document outlines the key initial details and steps for event management, including determining the date, venue, and budget. It emphasizes the importance of organization, communication, and delegation to ensure a smooth execution. Key aspects include selecting a committee and clearly defining roles and deadlines, using effective communication tools like a project chart and strategic meetings, and thorough follow-up after the event through surveys and a budget reconciliation. Proper planning and coordination at all stages are essential for event success.

1. EVENT MANAGEMENT

2. Initial Details to Determine:
Date
Venue
Budget

3. THE PERFECT DATE
• No conflicts
• Other campus events-other university
events
• Is space available-determine back up

4. VENUE
• Affects your date
• Suitable for your needs?
-accommodates guests
-technology
-catering accessible
• Back-up venue

5. BUDGET
• Novelty Items
• Catering
• Shuttles
• Rentals
• Try to underspend

6. “ORGANIZATION is key to a
smooth execution”-
Cortney Hill-Wilson, Founder and Senior Consultant, Media Journey, Event Marketing Company

7. WHY SO IMPORTANT?
• Communication
• Delegation
• Time Management

8. COMMITTEE
• Select according to ability
• Supervisor is ex-officio on all program
committees
• Clearly define roles, tasks &
deadlines
• Let them do their tasks
• Respect time
• Weekly Update

9. COMMUNICATION
• Keeps morale
• Keeps supervisor happy
• Maintains your reputation as an event manager
• Some types of effective communication:
-Event project chart
-Strategic meetings (don’t overdo)

10. As a Project Manager……….
• Make sure to schedule a walk-through
• Prepare a GO-Box
• Maintain composure
• There are some things
you cannot control!

11. FOLLOW-UP
• Tie up any loose ends:
-returning equipment to their proper places
-reconcile invoices
• Survey your committee and supervisor
• SWOT analysis
• Reconcile Budget
• Surveys from guests
***pay close attention to written comments***
• Thank you cards

12. K-O-D’S
• Sending documents to print without
supervisors approval
• Being late to your own program
• Running out of food at your event
• Inaccurate information

13. REVIEW
• Organization
-setting timeline
-project book
• Communicate
-clearly define roles
-keep everyone updated
• Follow-Up
-SWOT Analysis, survey