Strategic Events Planning at Pace University Session 1: Introduction to Strategic Events Planning

Introduction to Series Session 1 – Introduction to Strategic Event Planning Session 2 – Planning a Fabulous Event While Sticking to a Budget Session 3 – Marketing Your Event to Generate an Engaged Audience Session 4 – The Ins and Outs of Co-Sponsored Events and Large Conferences

Inception Establish a Goal Identify Content What are you looking to achieve with your event? Every event should be part of your plan to accomplish a larger goal. Will the event be an effective way to achieve its goal? Identify Content You need to figure out what format your event should take – will it be a lecture or workshop, would a guest speaker be the best way to go? Are there multiple tasks the event needs to accomplish? These will guide the way your event is planned. Evaluate Strengths and Weaknesses of Previous Events Has this event happened previously? If so, now is a good time to look at the debrief from last year – what worked towards your goal and what took away from your goal? Your event may be one that is done every year and is deeply ingrained in your department’s programming schedule or it may be a one-time opportunity when a good speaker or program comes your way. Either way, as soon as an event is established as taking place you should consider the concepts on the right in order to kick off the planning process.

Getting a Team Together Event Planning Committee Assemble a group of key stakeholders for the event. Assign specific tasks and deadlines Meet Regularly Reaching out to Special Events Put us on your event committee Set up a production meeting Reach out for advice Why It Helps: Allows everyone to bring their expertise to the table. Gets tasks completed faster. Spreads the word farther and increases attendance.

Role of the Event Planner You, Event “Owner” Special Events Drive the process Develop Content Produce an audience Be present at the event Logistics (Catering, Setup, etc) Mailing Lists Seating Flowers, Menu Cards, Décor, Branding Student Ambassadors Program Marketing Needs Itineraries Entertainment Favors Use of President and Provost

Setting Your Course Timeline Approach Project Plan Approach Many smaller events may not need full-blown project plans but might benefit from an established timeline for planning. Create one for your smaller events which incorporates all major tasks and deadlines to help you make sure you are making optimal use of your time and delegating properly. We have samples on our website. Project Plan Approach You can utilize the fundamentals and tools of project planning to track your event like a project. You should denote major milestones and monitor deadlines and the use of resources as you would for any major undertaking. We find this is a good organizational approach and a good planning tool for the future.

Initial Arrangements When picking a date please be sure to consider the following: Book as far ahead as possible Do not advertise until you have received confirmation Consider national and religious holidays Make sure it is convenient for VIPs Consult the University Calendar and Special Events Website for space availability and commonly-held events. Your budget is very important to establish during the early planning of your event. You will want to keep a close eye on the various expenditures, both expected and those which come up along the way. Your budget will also be a factor in deciding on things like venue, menu, and marketing and as such it is important to identify how much you have to work with. There are many options for venues On Campus vs. Off Indoors vs. Outside Size of space How well does space fit the purpose of the event? Date Venue Budget

Internal Process Overview Request your space via the University Calendar Webviewer: http://events.pace.edu Once you have confirmed a space you can begin planning logistics and you can create and release your marketing materials. Coordinate logistics through email to the corresponding office. Specialeventsny@pace.edu or Specialeventswest@pace.edu. Work with your event scheduler or designated contact in Special Events to plan the details and address any questions. Submit all ancillary details such as budget numbers, guest lists, and Purchase Orders, if applicable. Receive final event confirmation and review for accuracy.

Generate Audience Interest You’ve got a room for 300 people for an event in 6 months – but you can’t wait until then to try and fill it! Here are some ideas at how to start getting that done: Get it listed on the website PULSE and Opportunitas Social Networking – Facebook and Twitter List-Servs E-vites, Save the Dates

Off-Site Events Considerations for off-site events. Size and Appropriateness Deadlines Fees and Deposits Cancellation policies Contracts and Insurance Media Policies Catering – On Site or Get Bids

Stayed Tuned for Session 2! Planning a Fabulous Event While Sticking to a Budget – Menu Planning, Room Setup and Décor This December on both campuses!!