steps to successful event planning

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