EVENT PLANNING GUIDE

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1 EVENT PLANNING GUIDE Office f Student Activities 176 Murphy Campus Blvd Wac, GA phne fax

2 Event Planning 101 at West Gergia Tech! ~Registered Student Organizatins~ 1) Brainstrm at least 3 mnths prir t event a. Organize a meeting b. Have a large sheet f paper t write dwn ideas 2) Pick best ideas a. Get a vte frm yur members n the best idea presented b. Pick the idea that best aligns with yur rganizatin s missin 3) D research a. Search the internet fr any cmpanies r vendrs t help put yur idea int actin b. Ask the Office f Student Activities fr any preferred vendrs it may have c. Use netwrking resurces fr lcal vendrs 4) Give yur advisr yur research and have her/him cntact the vendrs fr a price qute 5) Ask yur advisr t submit a pre-expense apprval frm t the campus directr at least 6 weeks befre event 6) Find a lcatin a. If n campus, have yur advisr reserve it b. If ff campus, have yur advisr get applicable frms 7) Have yur advisr t fill ut purchase requisitins at least 1 mnth prir t event 8) If yu will be needing tables, trash cans, etc., make sure yur advisr speaks with the apprpriate campus cntact at least 3 weeks prir t event 9) Create a flyer t advertise at least 3 weeks prir t event a. Make sure it is eye catching, utilize yur member resurces if smene is great at using a cmputer b. Get yur flyer apprved by yur advisr c. If yur flyer uses the cllege lg, be sure t get yur advisr t receive prper apprval frm the VP f Institutinal Advancement 10) Pst flyers at least 1.5 weeks prir t event (make sure t abide by the Flyer Psting Guidelines and nly pst in apprved areas!) 11) Duble check with yur advisr t ensure he/she has received all checks at least 1 week prir t event 12) Fllw up with yur vendrs at least 1 week prir t event t remind f the event 13) SHOW TIME! 14) Event Evaluatins it s best t get event evaluatins at the event frm attendees as well as rganizatin members s yu knw what t imprve n next time

3 Sample Check List The fllwing checklist prvides a step-by-step guide t rganizing and executing an event. Include prjected deadlines fr each step. Select chair and members f yur planning cmmittee. Develp a master plan and set the event date. Select chairs fr subcmmittees such as refreshments, setup and cleanup, tur guides, traffic and safety, vlunteers, speakers, and invitatins. Organize vlunteers fr each cmmittee. Frmulate a publicity plan. Decide when/hw publicity shuld be created. Be sure t alert the Office f Student Activities f yur events. Prepare a prgram and printed materials. Hld a "tie dwn" meeting the day befre the event Distribute a schedule f events t each cmmittee member. Discuss assignments. Distribute identificatin badges. Answer any questins. Set up several registratin tables, if necessary, t avid traffic at yur event. Distribute a prgram as guests arrive, s they knw what t expect. Remember t thank everyne wh participated. Send phts if pssible. Cnduct an evaluatin

4 Planning Special Events: Blueprint fr Success 1. Develp strategies fr success Make sure the purpse fr the special event is imprtant enugh t merit the time and expense needed t prperly stage, publicize and evaluate the event. Carefully match the type f event that is selected t the purpse that it serves. D yu want t reach ut t the general student bdy r keep it member specific? Ensure that yur members fully supprt the special event. Select a wrking cmmittee with brad representatin. Target grups that have a special stake in the event such as nursing students r parents. Start planning at least three mnths, and in many cases, a year ahead f time. Develp ways t evaluate the event's success. Measurable event bjectives may include attendance, the amunt f mney raised, etc. NOTE: All fundraising must be apprved by the VP f Institutinal Advancement. Talk t ther rganizatins wh have successfully staged similar events. 2. Make a checklist A checklist prvides a step-by-step guide t rganizing and executing a special event. 3. Create a budget The bjective is t prvide event planners with a financial blueprint. The budget shuld be specific, and include revenue pprtunities (spnsrship, ticket sales, dnatins. cncessin sales) as well as expenses printing, permits, insurance, speakers, fd, supplies, security). 4. Cnsider lgistics With many activities ging n simultaneusly, there are many details t be checked. Majr areas t cnsider and plan fr include: size f space r building used, utility supprt needed, setup (tables and chairs. tents, prtable tilets, parking, signage) crdinatin, cleanup, emergency plans, transprtatin, and public services such as plice and fire departments.

5 5. Plan publicity Prmting a special event takes creative thinking balanced with practicality. The primary bjective is t publicize the event, but secndary bjectives shuld be cnsidered. Are yu trying t infrm, educate r entertain? Increase awareness r attendance f the event? Build a base supprt frm a specific audience? Facilitate gd cmmunity relatins? Brainstrm all the available media in including marquees, schl newsletters, and annuncements. Make a detailed list with names f whm t cntact and when. 6. Evaluate the event Take time t evaluate right after the event while the details are fresh. Yu may want t cnsider having a questinnaire fr participants t fill ut. Sme general evaluative criteria include: Did the event fulfill its gals and bjectives? Why r why nt? Identify what wrked and what needs fine-tuning. Which vendrs shuld be used again? What items were missing n the checklist? Was the event well attended? Was infrmal and frmal feedback abut the event psitive? Given all that went int staging, was it wrth ding? Finally, it is imprtant t remember t celebrate yur successes and t thank all thse wh cntributed. ~Adapted frm the American Library Assciatin

6 Event planning tips 1. Get a clear understanding f the purpse f yur event. Fr birthdays and anniversaries the purpse is fairly bvius. But events fr wrk r scial rganizatins prbably need a little mre definitin. Make sure yu knw why there will be an event and the anticipated utcme. 2. Set the gals fr yur event. Hw many peple d yu expect? If this is a repeat event are yu trying t get a larger turnut than last year? Determine what yu wish yur attendees t gain frm the event. 3. Set yur event budget. This shuld be a tp pririty. Hw much can yu r hw much are yu willing t spend? Will the event prduce revenue frm registratins? Or are yu paying fr the event by yurself? 4. Select yur date and lcatin. This culd be as simple as planning t mw the back yard r may invlve a visit t anther city t view htel and cnventin space. Plan accrdingly. If yu need t plan a site visit, will yu need t take yur advisr r cmmittee members alng with yu? When yu are cnsidering lcatin yu will want t keep in mind the fllwing: a) Rm capacity. Is it t large r t small? Remember that if yu re having a lunchen fr 200 peple yu need t cnsider serving space, space fr a dais fr yur hnred guests and whether yu will need any audivisual equipment. b) Lighting. Subtle lighting is nice fr meal and scial functins. But if yu are planning an all day wrkshp n accunting methds, yu will want t make sure there is adequate lighting in the rm. c) Parking. Is there adequate parking fr yur guest needs? Will they have t pay fr parking? Hw far will they have t walk frm the parking area t the event? d) Electrical supply. If yu re having a birthday party in yur hme, just make sure yu paid the bill and turn t the nearest utlet. But if yu are planning a large cnventin, yu need t cnsider what equipment will be in use that needs electricity. Fr example if yu have exhibits, yu need t knw what access yur vendrs will require fr their displays. NOTE: Ask yur advisr t cntact Maintenance if yur event requires electrical utlets prir t event.

7 e) Phne hk-ups. Will yu need phne access during the event? Will yur exhibitrs need access? Are there any restrictins r limitatins n wireless phne service in yur event lcatin? f) Cmputer/Internet access. This culd be imprtant fr yur exhibitrs. 5. Wrking backward frm yur selected date(s), set up a prject timeline with specific tasks that must be accmplished by specific dates. Sme f the things yu may want t make sure that are n yur timeline are: a) When t make yur first annuncement f the event. b) Prepare and print prmtinal materials (brchures, invitatins, etc.) c) Select caterer/menu d) Select entertainment e) Select decratins/flrist f) Determine audi-visual needs g) Select vernight accmmdatins, if needed h) Secure transprtatin if necessary i) Review and sign necessary cntracts (NOTE: ADVISORS ONLY) j) Select and cnfirm speakers k) Finalize yur agenda/prgram l) Cnfirm attendees m) Prepare materials fr event n) Prepare name badges ) Prepare any necessary signage p) Prepare materials t be shipped t event lcatin q) Set up n site r) Re-cnfirm details s) Enjy the event

8 6. Determine what vendrs yu will need t wrk with. These culd include, but are certainly nt limited t: a) Caterers b) Entertainers c) Flrists d) Phtgraphers e) Printers f) Registratin Assistants 7. Determine if yu need any special licenses r permits t hst yur event. This culd be anything frm arranging fees and permissin fr using mvies t arranging t have sectins f a majr street blcked ff fr traffic cntrl. 8. Public Relatins. Hw d yu plan t publicize yur event? Are yu ging t the lcal card shp t get pre-printed invitatins? Or d yu need t develp a prmtinal brchure t be mailed t thusands f ptential attendees. Ask yurself if yu are planning t ntify the media. Is yur event smething that wuld be f interest t the general public? Or d yu prefer fr the event t remain private? NOTE: All media must g thrugh yur advisr and final apprval frm VP f Institutinal Advancement Nt all f these suggestins will apply t yur event. Sme will. Sme will nt. But by using these tips yu can develp a check list f yur wn. Mst imprtantly, be flexible. Realize frm the start that nt everything will g as planned. But in many cases, yu will be the nly ne t knw that. At almst every event, there cmes a time when yu can n lnger cntrl what happens. Yu ve dne all the planning, made all the preparatins. The event will happen, ne way r anther. When yu get t that pint, Relax and enjy yur wrk! ~Adapted frm

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