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Let’s�Put�on�an�Event:�Event�Management�101

Wesley�R.�Fugate,�Ph.D.Vice�President�and�Chief�of�Staff,�Secretary�of�the�Board�of�Trustees

Keeley�Cordingley Tuggle,�M.B.A.Assistant�Director�of�Special�Events

National�Association�of��Presidential�Assistants�in�Higher�Education�2015�Annual�Conference

Washington,�D.C.Saturday,�March�14,�2015

Overview

• Introduction�to�Randolph�College and�Us• What�is�an�Event?• Building�a�Firm�Foundation• Committees�and�Partnerships• The�Details• Assessment

• Questions

Randolph�College�

• Private�liberal�arts�college�in�Lynchburg,�VA• Approximately�700�students• 95%�residential• One�masters�program

• Office�of�the�President• Office�of�College�Relations

What�is�an�event?• Inauguration• Commencement• Convocation• Guest�Speaker• Symposium• Reception• Ribbon�Cutting• Ground�Breaking• Dinner

Building�a�Firm�Foundation

• Develop�effective�event�objectives• Develop�a�plan�to�meet�those�goals• You�will�need�to�build:– Committee/Partnerships�(if�appropriate)– Budget– Program– Timeline

Committees�and�Partnerships

• Do�you�need�a�Committee?• Committees�should�be�strategically�selected:

– Who�makes�the�decision�about�who�is�on�the�Committee?• Suggest�those�you�need�and�want

– Representatives�from�the�appropriate�constituencies– Members�need�time�and�talent�to�accomplish�goals– Who�is�best�positioned�to�be�chair?– SubͲcommittees?�

• Brainstorming• Steering• Implementation

Committees�and�Partnerships

• President�and�spouse�and/or�partner�• Staff– Development

– Security�and�transportation– Facilities– Communications�&�Marketing

• Outside�Groups

Budget

• Two�schools�of�thought:– Tailor�the�event�to�the�budget– Tailor�the�budget�to�the�event– Or�sometimes,�somewhere�in�between!

• Build�the�budget�around�core�events

Revenues• Existing�funds�– Operating�budget– President’s�discretionary�budget– Endowed�funds

• Partner�with�other�departments,�committees,�or�organizations

• Seek�additional�funding– Grants– Donors

Expenses

• Major�areas:– Printing:�save�the�date,�invitation,�menu�card,�programs,�name�tags,�table�cards,�tickets,�posters,�followͲup�print�piece�

– Postage– Catering– Rentals:�china,�linens,�tables,�chairs,�regalia,�parking�lots,�sound�equipment

– Décor:�flowers,�plants,�centerpieces– Giveaways�

Expenses

– Entertainment:�speakers,�performers,�campus�performance�groups

– Services:�security,�EMS,�piano�tuner,�photographer,�videographer

– Labor:�Facilities,�IT,�interns– Transportation�and�Mileage:�accessible�van,�charter�busses,�golf�carts,�mileage�for�College�shuttles

–Miscellaneous:�supplies!,�thankͲyou�bags,�gifts�for�event�chairs,�volunteer�lanyards,�etc.

Program

• Rough�outline�of�what,�when,�and�who• What�is�the�style�of�the�event?

Timeline

• Depending�on�the�scope,�the�timeline�can�vary�greatly.

• Deliverable�dates�for�preͲevent�work– RSVPs–Marketing�pieces– Contracts– Rentals

• Committee�meeting�schedule

Logistics• Select�Venue– Location

• On�campus�vs�off�campus• Proximity• Accessibility

– Capacity– Temperature/Season– Technical�abilities– Ambiance– Availability

Logistics

• Select�Service�Providers– Catering– Rentals�and�Decor– Transportation– Security/EMS– Entertainment– Photography/Videography– Design– Technical�support– Hotels�

• Negotiate�prices• Traffic�flow�and�focal�point�design• Plan�a�walk�though�for�all�involved• Audio/Visual�Rehearsal• Special�considerations

Event�Branding• Make�your�guests�“feel”�the�event�before�they�arrive

• Branding�should�be�consistent�through�all�pieces– Save�the�Date– Invitation– Name�Tags– Menus�Cards– Programs– Giveaways– Follow�up�pieces

• Decor

Volunteers

• Create�a�sense�of�ownership• Err�on�the�side�of�more�rather�than�less• Selection�process�is�key!• Make�them�easily�identifiable• Training

• Thank�them!

The�details�matter!• Think�through�the�experience�for�each�group:�volunteer,�vendor,�VIP,�participant

• Programs�and�Baskets�at�hotel�checkͲin• Named�parking�for�VIPS�and/or�those�with�mobility�issues• Labeling�seats�and�Toe�Marks• Water�service�or�water�bottles• Serving�head�table(s)�first• Serving�those�with�dietary�restrictions• Who�greets�and�dismisses�guests?• Important�roles�in�the�program�– choose�strategically!• Delivery�of�final�script�to�the�stage

Know�Your�President…�and�their�spouse�or�partner!�

• What�does�your�president�want�to�carry�at�events?

• What�is�your�president/partner’s�favorite�drink?�Do�they�want�it�before�or�after�speaking?

• How�do�they�prefer�seating�arrangements?

• Do�they�have�menu�preferences?• Do�they�have�décor/setup�expectations?

Protocols

• Marching�order/seating�• Most�important�dignitaries�closest�to�podium• Mace�and/or�banners,�chain�of�office• Dr.�vs�President• Flag�placement

Assessment

• Attendance�counts• Financial�assessments�– Total�spending– Cost�per�guest– Return�on�investment

• Feedback�surveys• Summary�documents�kept�on�file

Assessment�– Financial

Assessment

• Attendance�counts• Financial�assessments�– Total�spending– Cost�per�guest– Return�on�investment

• Feedback�surveys• Summary�documents�kept�on�file

Resources• Etiquette�and�Protocol,�A�Guide�for�Campus�Events�(CASE,�April�Harris)

• Special�Events:�Planning�for�Success�(CASE,�April�Harris)• Academic�Ceremonies:�A�Handbook�of�Traditions�and�Protocol�(CASE,�April�Harris)

• Happy�Birthday,�Dear�Alma�Mater:�Planning�a�Major�Institutional�Anniversary�(CASE,�Eman Quotah)�Inauguration�book

• Presidential�Inaugurations:�Planning�for�More�than�Pomp�and�Circumstance�(CASE,�Joy�Winkie Viola)

• Randolph�College�event�videos:�youtube.com/randolphcollege

Thank�you!

Questions?Wesley�R.�Fugate,�Ph.D.

Vice�President�and�Chief�of�Staff,�Secretary�of�the�Board�of�Trusteeswfugate@randolphcollege.edu

434Ͳ947Ͳ8131

Keeley�Cordingley Tuggle,�M.B.A.Assistant�Director�of�Special�Eventsktuggle@randolphcollege.edu

434Ͳ485Ͳ8058