This document provides guidance on planning programs and events. It discusses establishing goals and objectives, key elements to include in events like activities and themes, and practical considerations like budgets, locations, dates and marketing. Various stages of the event planning process are covered, from initial brainstorming to execution and evaluation. Tips are provided on branding, engaging audiences, collaborating with others, and overcoming challenges that may arise. The overall message is that effective event planning requires thorough preparation, attention to details, and involving stakeholders.

1. Planning Programs that
Sarah GriffithSarah Griffith
Assistant Director | Campus LifeAssistant Director | Campus Life
Brandon KotlerBrandon Kotler
Area Director| Residence LifeArea Director| Residence Life

2. What Are Your Goals?What Are Your Goals?
Whatcha Want to Know?Whatcha Want to Know?

3. Not So Great Events?Not So Great Events?

4. OK, So what makes anOK, So what makes an
event then?event then?

5. Activity
• Highlight events you’ve attended/planned
• What made it stand out in your mind
• What made your event successful

6. OK so you want
to have an
event.
Now What.Now What.

8. The Cycle ofThe Cycle of
ProgrammingProgramming

9. The Link@RIT:
The Link@RIT:
Event Registration (EVR)
Event Registration (EVR)

10. What Your Event ShouldWhat Your Event Should
IncludeInclude

11. How to GetHow to Get
StartedStarted
• Brainstorm
• Get your advisor involved!
• Work out a budget
– Performers
– Contracts (students CANT sign!)
– Service Providers (Tech Crew, FMS, ETC, etc.)
– Food/Catering
– Decorations
– Marketing
• Create a Checklist

12. Event Planning Checklist

13. What to Remember
• Setting Date, Time, Location
– Start planning EARLY!
• Establishing Budget
• What is your theme?
• What service providers will you need
assistance from?
• Will you serve food or drinks?
• Do you need contracts?
• How will you market the event? Make it stand
out?
• What other events is yours competing with?
– Check EVR office/events calendar!

14. Don’t Forget . . .Don’t Forget . . .
 Student want relevant resources and programming
 Ideal location is key
 Time of day matters
 Students love food
 Free incentives or raffles go a long way
 Have MAJOR visibility. Make them HAVE To come to
your table/event!
 Contracts take time to process – students can’t sign
contracts!
 There are posting guidelines for where to advertise
 Interpreting – this is RIT!

15. Ways to Halt Their WheelsWays to Halt Their Wheels

16. How Can you
MarketMarket your event?

17. MarketingMarketing Frequent
Frequent Haunts
Consistent Branding
Consistent Branding
Visibility
Visibility
Location
Location
Intentional
Intentional
Engagement
Engagement

18. Brand Your PRODUCTPRODUCT
Consistent Logo PlacementConsistent Logo Placement
Free Marketing – Campus LifeFree Marketing – Campus Life
Unique Flyer ArrangementUnique Flyer Arrangement

19. So you think you’re an
event planner.
. . . .
Then let’s plan an
event.

20. Your Turn
Plan A Welcome Back Event
- Needs to be planned within first two weeks of fall
semester
- You each have a different budget to work with
- Present a plan for:
Marketing the event
Planning the event
What the event will look like

21. Go to THEM to Get them to ComeGo to THEM to Get them to Come
to YOU.to YOU.

23. Things to Avoid LikeThings to Avoid Like
the {Programming}the {Programming}
PlaguePlague

24. Advertising too late
Advertising in areas your target audience
won’t see
Doing events that don’t make sense for your
group or purpose
Working alone
Not making sure you had everything thought
out in advance

25. Event Planners are Made – NotEvent Planners are Made – Not
Born.Born.

26. Be Ready BEFOREBe Ready BEFORE
you step into theyou step into the
spotlight.spotlight.

27. Know that Something willKnow that Something will
ALWAYS Go Wrong.ALWAYS Go Wrong.

28. People LOVE (Repeat: LOVE)People LOVE (Repeat: LOVE)
Free Stuff.Free Stuff.

29. Once You’re In It, You’re In ItOnce You’re In It, You’re In It
for the Long Haul.for the Long Haul.

30. It’s All About the #DetailsIt’s All About the #Details

31. Annual Events NeedAnnual Events Need
Time to EVOLVE.Time to EVOLVE.
FreezeFest Weekend Juggling Club’s
Juggle InAnime Club’s
ToraCon
Brick City
Homecoming Fraternity &
Sorority
Recruitment
Connectology

32. When able, COLLABORATE.When able, COLLABORATE.

33. Always Evaluate and Debrief.Always Evaluate and Debrief.
Plus
Minus
Delta

34. If you’re not into your
event, no one else will
be either! Have fun and
sell it!