Event Planning: Putting the Pieces Together CREATING SUCCESSFUL EVENTS AND PROGRAMS AT CAL POLY POMONA

THE BASICS 1.Assess the needs and interests of the audience you would like. 2.What is the purpose of the program? What are the goals? 3.Create a timeline of things to do. Brainstorm! 4.GET ORGANIZED. Pre-plan out the logistics and start scheduling or asking for funds. 5.Once everything is confirmed, start developing the agenda for the day. 6.PUBLICIZE. Think of creative ways to advertise your event, depending on the audience. 7.Run-throughs, check-lists, and last-minute prep. 8.Day of the program tips. 9.After-program to-do list. 10.Evaluate your program, debrief and share your victories!

ASSESSING NEEDS Think about your club, organization, community, etc. What are things that you feel your club or organization needs? What are types of programs that you believe can address those needs?

GOALS & PURPOSE What do you want to accomplish? How does your event support your goals or purpose?

TIMELINE When do you want to hold the program? Do you have enough time to plan? Ask your Advisor for help!

GET ORGANIZED 1.Check the master calendar to see if there are any big conflicts. 2.Schedule all the spaces and wait for confirmations before you continue planning. 3.Ask for funds and make sure you have enough money to carry out your event! 4.Ask for volunteers from your club or other clubs. 5.Have you planned this program before? Ask for advice or tips from previous e-boards!

FUNDING SOURCES - FYI The President’s Special Travel Fund for students attending professional meetings to make original presentations. Applications and information can be obtained at or at the Research and Sponsored Programs office is located in Building 1, Room 224. Funding from ASI Councils and ASI Finance Committee. Contact the ASI Treasurer for information.

FUNDING SOURCES - FYI Funding from student groups that share the goals of your program. Check myBAR for similar organizations that may be interested in co- programming. Funding from Instructionally Related Activity (IRA) funds. Contact Associated Students, Inc., Financial Services Office at (909) for a listing of current IRA groups and details about how to become an IRA funded group. Funding from the department, college, or school may also be available.

DEVELOP AN AGENDA Once your confirmations for space and funds roll in, start developing an agenda for the day. Get all your paperwork ready – forms related to food, risk management, funding reimbursements, etc. Solidify your timeline.

MAKE GOOD CHOICES When solidifying your timeline and itinerary for the day, think about the following: How will this event be received by the public? Cultural appropriation Music choices It’s not about the intention – it’s the IMPACT.

PUBLICIZE! What are some ways to publicize that is NOT social media-based?

CHECK LISTS Meet as a team and start planning out the day. What will it look like? Have you delegated all tasks? Do you have all the necessary paperwork needed? Important to meet as a team to cover all details.

WHEN IT HITS THE FAN… What do you do if things don’t go your way on the day of your event?

WHEN IT’S OVER… 1.Clean up! Take down all posters and publicity. 2.Thank everyone! Presenters, volunteers, team, etc. 3.Fill out all necessary follow-up paperwork. KEEP RECEIPTS for funding purposes. 4.Debrief as a group to talk about hits and misses. 5.Evaluate the event and leave notes for next year’s e- board. Make sure you pass on your knowledge!

ASSESSMENT ACTIVITY Get into groups of no more than 6 people. You need to have at least one President, one Scheduler, and one Treasurer in your group.

ASSESSMENT ACTIVITY: SCENARIO  It's Summer Quarter. Your club wants to host a large-scale community-service event in Spring Quarter that will last two days, a Saturday and Sunday.  You want to invite the campus community and other students from the surrounding area and are expecting 500 people to attend.  Saturday's kick-off event will happen on campus, but a majority of the day will be at off-campus volunteer sites. You want to provide transportation to the sites.  Sunday's closing event will be on campus, where your club plans to host carnival-type of activities.  Your current budget is $3,000, but you want to feed lunch to all attendees as well as provide some giveaways.