Eli Collins-Brown, Western Carolina University Event Planning 101 Eli Collins-Brown, Western Carolina University INFD 2019

GOALS Identify the types of events you might plan Adopt a step by step planning system Explore options for a Task Tracking System Compare and contrast types of assessment of the event Goals of this session INFD 2019

REAL GOAL! But the real goal is so you won’t end up like this But will end the event doing this

TYPES OF EVENTS Workshops Intensives- Institutes or Academies Symposium ??? What types of events are you planning or do you want to plan? Audience INFD 2019

Getting Started Start early How early? Gather your partners Create a task CHECKLIST INFD 2019

STEP 1 5 – 6 Months Out Goals and Objectives What is your event’s purpose? How much profit do you want to make? How much will tickets cost? Where will your event take place? INFD 2019

STEP 2 5 – 6 Months Out Establish your rough budget Select a date Select a location/venue What’s your target for attendance? Do you need to provide Wi-Fi? Does the venue have the infrastructure you need? What assessment data do you want to gather? INFD 2019

STEP 1 5 – 6 Months Out What is the theme or topic Research Speakers POD Google Discussion Ask Contract Sponsors? INFD 2019

STEP 2 3 Months Out Planning the Nitty Gritty Finalize Speaker(s) Travel arrangements Photo and Bio Set up registration process Begin to promote your event Send out Save the Date message Communication channels INFD 2019

STEP 2 3 Months Out Planning the Nitty Gritty Work with caterer on approving a menu Secure technology and A/V equipment Draft of event agenda and schedule Determine event signage and attendee communication plan INFD 2019

STEP 3 1 -2 Months Out Finalizing the Details Send out Reminders Attendees Speakers Vendors/sponsors Increase Promotions Work the CHECKLIST Here is a sample check list that our admin associate works from. INFD 2019

STEP 4 1 Week Tying up Loose Ends Finalize Schedule Finalize registrations with catering and venue Confirm timings with vendors, speakers, tech and catering INFD 2019

STEP 5 Day before and Day of Check the CHECKLIST Check it twice Check it again INFD 2019

Assessment of your Event What kinds of assessment data do you want to gather? Hines, 2014 Participation Satisfaction Learning Impact on Teaching Impact on Student Learning Outcomes Impact on Institution Assessment of your Event SHOW THE DOCUMENT

Organizing Tools INFD 2019

Resources Eventbrite Event Planning Checklist https://www.eventbrite.com/blog/foolproof-event- planning-checklist-ds00/ How to Use Microsoft Teams - https://docs.microsoft.com/en- us/microsoftteams/enduser-training Using G-Suite for Project Management - https://support.google.com/a/users/answer/92830 47?hl=en Evaluation Methods, S. Hines - https://events.educause.edu/sites/default/files/libr ary/presentations/ELI145/OL03/Hines- Evaluation+methods.docx INFD 2019