Event planningEvent planning

Presented by:Presented by:

Amy ReevesAmy Reeves

Assistant Director for Campus ProgramsAssistant Director for Campus Programs

EVENT PLANNINGEVENT PLANNING

FOR BASIC FOR BASIC GUIDELINES AND GUIDELINES AND HELPFUL HINTS, HELPFUL HINTS, REFER TO YOUR REFER TO YOUR YELLOW PAGESYELLOW PAGES MANUAL OR CDMANUAL OR CD

NUTS AND BOLTSNUTS AND BOLTS

Think through what you want at your event Think through what you want at your event Make a check listMake a check list Set deadlinesSet deadlines Form a committee of at least three to help youForm a committee of at least three to help you DELEGATE!!DELEGATE!! Begin planning at least TWO months aheadBegin planning at least TWO months ahead Select your date, then check calendarsSelect your date, then check calendars

NUTS AND BOLTSNUTS AND BOLTS

Register your event on Student Activities Register your event on Student Activities webpage (webpage (www.baylor.edu/student_activitieswww.baylor.edu/student_activities))

Set your budget and think about:Set your budget and think about: Are you fundraisingAre you fundraising Are you getting money from Student Life FundAre you getting money from Student Life Fund Are you partnering with other orgsAre you partnering with other orgs Are you charging your guestsAre you charging your guests

Reserve your location on campusReserve your location on campus

NUTS AND BOLTSNUTS AND BOLTS

Will you have contracts or invoices?Will you have contracts or invoices? General CouncilGeneral Council Risk managementRisk management Insurance ($1 million)Insurance ($1 million) Approved through the University?Approved through the University?

What is required for your program?What is required for your program? Sound equipmentSound equipment GeneratorGenerator Tables/chairs/trash cansTables/chairs/trash cans

BUDGETBUDGET

General costs to plan on for larger events:General costs to plan on for larger events: FoodFood MusicMusic Generator to power music if using a larger Generator to power music if using a larger

systemsystem Marketing materialsMarketing materials Cleaning/Facilities fees (depends on location)Cleaning/Facilities fees (depends on location) DecorationDecoration Extras (inflatables, giveaways, etc.)Extras (inflatables, giveaways, etc.)

MARKETINGMARKETING

Make a list of how you want to advertise for Make a list of how you want to advertise for your event (Examples:)your event (Examples:) PostersPosters FlyersFlyers NewspaperNewspaper Chamber BannerChamber Banner Facebook inviteFacebook invite Selling shirtsSelling shirts ChalkingChalking

MARKETINGMARKETING

Know the guidelines for what you can and Know the guidelines for what you can and can’t do – REFER TO THE POLICY can’t do – REFER TO THE POLICY MANUALMANUAL

There is such a thing as good marketing, and There is such a thing as good marketing, and bad marketing (see examples)bad marketing (see examples)

BE CREATIVE & CLEAR with your BE CREATIVE & CLEAR with your marketing – challenge yourself to think marketing – challenge yourself to think outside the box!outside the box!

THE DAY OFTHE DAY OF

Be sure your team of helpers knows the Be sure your team of helpers knows the schedule, and will be there to help from start to schedule, and will be there to help from start to finishfinish

If you are bringing outside vendors, be sure If you are bringing outside vendors, be sure you give them food and water you give them food and water

Be flexible! If something changes the day of Be flexible! If something changes the day of your event, don’t panic. Work together to your event, don’t panic. Work together to come up with a solutioncome up with a solution

HAVE FUN! Enjoy your hard work!HAVE FUN! Enjoy your hard work!

EVALUATIONEVALUATION

Be sure to schedule a post-event meeting with Be sure to schedule a post-event meeting with your committee to discuss how the event wentyour committee to discuss how the event went

Review your expenses and double check that Review your expenses and double check that all vendors and bills were paidall vendors and bills were paid

Talk through how you want to change the Talk through how you want to change the event in the futureevent in the future

Encourage each other in the successes!!Encourage each other in the successes!!

QUESTIONS?QUESTIONS?

REFER TO THE YELLOW PAGES/CDREFER TO THE YELLOW PAGES/CD Talk to someone! Student Activities is always Talk to someone! Student Activities is always

happy to help you figure things out!happy to help you figure things out! Additional questions: Email me at Additional questions: Email me at

Amy_Reeves@baylor.eduAmy_Reeves@baylor.edu THANK YOU!THANK YOU!