Financial Literacy Program Innovation: Conception to Execution Dr. Kristy Vienne, CPFC®, AFC® Assistant Vice President of Student Services Sam Houston State University, Huntsville, Texas

Basics of Event Planning Step One: Decide on Event and Determine Goals Step Two: Secure Funding Step Three: Select Date and Location Step Four: Reserve Space Step Five: Contact Speakers (possible contract process) Step Six: Develop a Marketing Plan Step Seven: Make Checklists and Delegate Step Eight: Implementation Step Nine: Assessment

Event Concept & Goals Keep your audience in mind (audience age range, campus culture, trends, etc.) Think outside of the “box” Think about Collaborative Opportunities What are your goals for the event? Student Learning What topics? What do they want to learn? Remember to Keep It Manageable Know your Resources

Event Examples Promotional Days (fun time & giveaways) Classroom Presentations Organization Presentations Monthly “Hot Topic” Presentations Lunch Skills Series Bootcamp Series Financial Literacy Week

Budget Have a set budget before beginning your plans Be realistic about costs Itemize the budget (line by line costs) What to do if funding is minimal? Re-evaluate the event What can be done to reduce costs? Or, what can be done to increase funding?

Selecting Date & Location Review your college event calendar Speak with Directors & Faculty on campus Utilize free campus resources for location Remember “Inclement Weather” locations Keep Location Space, Target Audience Size, and Time in mind. Remember Special Dates/ Times of the Year

Reservations Room Set-ups Round Tables, Desks, Chairs, etc. Equipment & Technical Needs Sound, Microphone, Lectern, Laptops, Projector Registration Tables Food? Set-up and Tear-down Time Additional Needs

Contacting Speakers Remember your budget Remember your topic(s) Remember your audience Look to the community (campus, alumni and outside) Look at other event speakers for ideas Look into speaker consortiums Contracts Book in advance (many speakers book up quickly) Remember to thank your speakers

Develop a Marketing Plan Ideas Targeted s Fliers and Posters Press Release Sandwich Boards Campus Newspaper Websites Social Media Campus Radio Station Promotional Days (Quad, Mall Area, etc. “high traffic”)

Marketing Continued…. Incentivize Students to Attend Contests (Res Halls, Organizations, Individual) Cross Promote Collaboration Again! Begin Marketing Early Should be specific and easy to understand Be Creative!

Be Organized “Checklists for the Checklists” Individual Event as well as Overall Large Event Delegation of Duties “Lead” worker for every event Separate work schedule from other checklists Be fully prepared, be organized and be professional Organization helps reduce stress

Checklist Example Four or More Weeks Before Event Define Goals Brainstorm Ideas Determine Needs/ Interests Program Will Serve Determine How Program Meets Goals Determine Budget & Find Funding Determine Date, Time & Book Location Contact & Book Speakers Request Promotional Materials from Speaker (if applicable)

Implementation Keep Organized Stay Focused & on Task Have Your Print Materials Done in Advance Be Prepared for Last Minute Issues

Assessment Speaker Survey Cards Speaker Surveys (carbon copies) Follow-up Online Satisfaction Surveys (Provide one “large” gift as incentive to complete) Pre-Test/ Post-Test Evaluations Focus Groups

Questions??