steps to successful event planning
DESCRIPTION
2013 Planning Day Presentation by Kevin FarrellTRANSCRIPT
Steps to Successful Event Planning
Kevin FarrellDirector of Student Center Services
Assistant Director of Student Activities for Programming and Leadership
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.
Why do we plan 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
What is considered planning?
• Meeting times• Chess Nuts
• Practices/Games• Baseball Club
• Broadcasting/Publications• EC Radio
• Service• ECCO
• Events• Black Student Union
How are these considered event planning?
• Meeting times• Attendance
• Practices/Games• Attendance
• Broadcasting/Publications• Attendance
• Service• Attendance
• Events• Attendance
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
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
The Vision 12 weeks out
• What’s the purpose of the event?• Academic• Conference• Game/Match• Meeting• Panel Discussion• Reading• Social• Speaker• Workshop
The Vision 12 weeks out
• Who is the target audience?• Men• Women• Faculty/Staff• Kids• Public/Community• Campus-wide• Class Years
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?
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?
Action Steps
Here comes the work …
Action Steps
• Create deadlines• 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)
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
Action StepsContracts with performer/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
Action StepsPromotional 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
Action StepsReservations | 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
VolunteersPhotographer Security
• Depending on Event• Through Student Activities
Action StepsCatering/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
Action StepsDecorations | 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.
Action StepsConfirmations | 3 weeks before the event
• Space Reservation• Guest Reservations
• Travel• Lodging
• Catering• Set Up Needs• Sound/Technical Support• Security
Action StepsPublicity | 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
Action StepsEvaluation | 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
Action StepsFollow up/Thank you | 1 week after the event
Show appreciation• Always appropriate
• Thank you notes / small gift• Speaker• Anyone who helped you
Adding a little extra…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