Sometimes Bigger is Better: Large scale programs at Georgia Tech

What does the campus need? Who is the target audience? – Traditional students, non-traditional students, commuters, international students, graduate students, etc. What else is already offered on campus? – Don’t waste time and money on competing events – Academic departments, specialized groups, etc. What can we do that no one else can? – At Georgia Tech it was large events – Decided every committee should have at least 1 large event a semester

Reasons for Change at Georgia Tech Mission: – “…to bring high quality entertaining and educational events to campus that reflect the needs of the Georgia Tech community.” Trends – Student Leaders noticed larger events being most successful and memorable Resources – Volunteers, Professional Staff, Knowledge, Experience

Making the Shift to Large Events Ensure everyone is on board – Discuss at retreats and meetings – Define “large events” Evaluate your current offerings – What programs can be eliminated? – What programs are missing? – How can current programs become large? What are the possible threats? – Will cutting smaller events reduce overall attendance figures? – Is each committee able to do large events?

Funding Submitted increased annual budget to SGA – Denied Our budget hasn’t changed but our events have – Collaboration with other organizations and departments Ex: Georgia Tech Night at the Aquarium – Find funding sources to apply to – Seek out sponsorships Coca Cola gave us funding towards our concert and the World of Coke night – Had to start charging for events that had been free Ex: Homecoming Concert: Third Eye Blind

Third Eye Blind Attendance of over 2500 $8 in advance, $15 at the door

Collaboration Large events often need more volunteers – What organizations on campus might be interested in collaboration? – Example: RHA and Georgia Tech Night at the Aquarium Other committees within your own organization helping out – Example: Buzz Around the World of Coke

Georgia Tech Night at the Aquarium Sponsored by: Student Center Programs Council, Georgia Tech Orchestra, Residence Hall Association and Student Government Association

Publicity Can’t be static – Create a publicity timeline – Roll out different publicity over several weeks Needs to be Large Scale – Facebook, flyers, twitter, chalking, banners, posters, etc. Be Unique: Best Practices

Logistics: Don’t forget the Details Plan, plan PLAN – We plan a semester in advance in order to secure space and funding – Larger events often need extras: security, EMS, etc Ticketing – Use BuzzCard for students to purchase tickets online – Reduces need for paper tickets – Able to everyone who has bought a ticket important details about the event

The Reality Total Number of Events

Program Attendance Average Attendance Per ProgramTotal Yearly Attendance

The Reality There will be roadblocks – Advanced planning can be difficult for students – Some current committees might not be setup for large events – Large events need more funding, space, people Exceptions to the Large Programming Focus – May have current smaller programs that are successful and needed – Example: “Take a Prof to Lunch” Find a balance that works for your campus

Take A Professor To Lunch Reaches about 155 students and professors each semester

Lessons Learned Going in the right direction – Fall 2008 we had 73 events with a total attendance of 21,391 – Spring 2009 we had 55 events with a total attendance of 34,038 Committee Restructure – Atlanta Life and Comedy & Entertainment are new for 2010 – Splitting some committees into 2: Special Events, Arts Always be some smaller programs, but at least 1 large a semester – Live Lunches, Take a Prof

What do you see as pros and cons for large event programming on your campus?

Heather Magalski Georgia Tech Student Center