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Steps to Successful Event Planning
- 1. Steps to SuccessfulEvent Planning Kevin Farrell Director of Student Center Services Assistant Director of Student Activities for Programming and Leadership
- 2. Things to remember... •This presentation does not share every step required of you for SGA. • This is strictly for event planning in a general sense. • I am not an expert on event planning. • The timelines are suggested and encouraged timelines given by the presenter. • Discussion on event planning could take hours… this is strictly a quick overview.
- 3. Why do weplan events? • It’s fun! • It promotes community • It provides a constructive release from school pressures • It provides opportunities for leadership development • It gives students a sense of achievement
- 4. What is consideredplanning? • Meeting times • Chess Nuts • Practices/Games • Baseball Club • Broadcasting/Publications • EC Radio • Service • ECCO • Events • Black Student Union
- 5. How are theseconsidered event planning? • Meeting times • Attendance • Practices/Games • Attendance • Broadcasting/Publications • Attendance • Service • Attendance • Events • Attendance
- 6. Goals for Programming •To develop community • To educate the campus • To involve fellow students in their own learning • To provide on outlet for the release of emotions • To provide a place for people with a common interest to gather
- 7. Steps in Programming •Create a vision/plan/idea • Plan details • Budget • Location • Time • Create action steps • Work with Club Advisor • Implement Event • Follow Up/Evaluation
- 8. The Vision 12 weeks out • What’s the purpose of the event? • Academic • Conference • Game/Match • Meeting • Panel Discussion • Reading • Social • Speaker • Workshop
- 9. The Vision 12 weeks out • Who is the target audience? • Men • Women • Faculty/Staff • Kids • Public/Community • Campus-wide • Class Years
- 10. Plan the Details 11 weeks out Find and reserve a location • What is the purpose of the event? • Where would be the best fit for the event? • Who is your target audience? • What is your anticipated attendance? • If you have a speaker/performer, do they have specific requests? Pick a time/day of week • When will you get best attendance?
- 11. Plan the Details 11 weeks out Come up with a budget • What is necessary to ensure a great event? • After considering locations, what decorations can you get? • Do you need to have food? • What fees may apply? (travel, lodging, etc.) Promotion Ideas • What can you do to lead up to your event to promote your event?
- 12. Action Steps Here comesthe work …
- 13. Action Steps • Createdeadlines • Sit down and go backwards from the day of your event to current time • Create workloads • Find people’s strengths and assign it to them • Everyone should have a duty • Perform duties • Create a flow of the night so everyone knows what they are supposed to be doing (agenda for the night)
- 14. Action Steps • Contracts with performer/speaker • 10 weeks before the event • Promotional Materials • 9 weeks before the event • Reservations • 9 weeks before the event • Catering/Food • 8 weeks before the event • Decorations • 5 weeks before the event • Confirmations • 3 weeks before the event • Publicity • 2 weeks before the event • Evaluation • 2 days after the event • Follow up/Thank you • 1 week after the event
- 15. Action Steps Contracts withperformer/speaker | 10 weeks before the event Contracts • Performer • Space • Vendor Why so early? • Program Advisor Review • Vice-President of Student Affairs Reviews • Business Office signs • Fax back to company • Payment – helps to ensure checks are cut on time
- 16. Action Steps Promotional Materials| 9 weeks before the event • These are just ideas • BE CREATIVE! • Events Calendar • Flyers • Banners • Social Media • Sidewalk Chalk • Emails • Portal • Consider space • Consider theme for event • Consider approved budget • Consider other things you need to buy • Consider what can be re-used
- 17. Action Steps Reservations |9 weeks before the event Space • Space Reservation Forms • Outside space – club sports Speaker Requests • Flight • Lodging • Transportation • Meals Equipment • Media • Through Cardinal Cushing Library • Tables/Chairs/Set Up • Through Student Activities • Sound • Through Student Activities • IT to assist if needed Volunteers Photographer Security • Depending on Event • Through Student Activities
- 18. Action Steps Catering/Food |8 weeks before the event • Bon Appétit • First choice for catering • Set up through program advisor • Outside Vendors • Need a contract • Set up through program advisor • On Your Own • Need credit card • Set up through program advisor
- 19. Action Steps Decorations |5 weeks before the event Why so early? • Missing items • Item is not the size expected • Need to order more Things to remember • Balloons always make a space look good • Decorations add vibrancy and energy to an event • Too much is too much and too little is too little Where to order • Tons of online sites • iParty • Target • Ocean State Job Lot • Etc.
- 20. Action Steps Confirmations |3 weeks before the event • Space Reservation • Guest Reservations • Travel • Lodging • Catering • Set Up Needs • Sound/Technical Support • Security
- 21. Action Steps Publicity |2 weeks before the event Creativity • Promote correct date, time, location • Advertise what’s happening • Publicize in at least three different ways • Bold important information • Date • Time • Location • Giveaways
- 22. Action Steps Evaluation |2 days after the event Ask what people thought • Work with program advisor Ask your team what they thought Work with “set up team” (IT, Facilities, Program Advisor) to find out how communication was Provide SGA your event evaluation
- 23. Action Steps Follow up/Thankyou | 1 week after the event Show appreciation • Always appropriate • Thank you notes / small gift • Speaker • Anyone who helped you
- 24. Adding a littleextra… Consider adding a little extra to your events Attire of your staff • Everyone match Welcome sign • For a speaker/presenter Theme it! • Create a theme and have everything match it Invite faculty/staff • Send special invites