Logistics 101: Effective Event Planning & Hosting Wendy Jo Hartsock and Laura Kunig June 2011

Logistics 101: Effective Event Planning & Hosting Lion Learning: Event Planning 101 Lion Attack Adjustments: Preparing “Plan B” Lions Have WISDOM: 99 Second Idea Exchange 2

Lion Learning: Event Planning 101 Objectives – Why? – Create a SMART Objective Needs assessments Post evaluations 3 Pre-planning Steps that Make a Difference

Lion Learning: Event Planning 101 – Type of Event Meet & Greet Membership Drive Fundraiser Charity Event Attract Specific Group Social Gathering / Fun Educational Student Engagement Event Community Wide Event Information Event 4 Pre-planning Steps that Make a Difference

Lion Learning: Event Planning 101 Timeline – Establish a timeline of the tasks involved to develop and implement the special event – Multi-Tasking History – Historical data from previous events (if available) 5 Pre-planning Steps that Really Matter

Lion Learning: Event Planning 101 Budgets – Accounting Process and Reconciliations – Budget verses Actual – Learn to Stretch Your Dollars Negotiations Barter 6 Pre-planning Steps that Really Make a Difference

Lion Learning: Event Planning 101 Creativity Don’t be afraid to be “goofy” 7 Pre-planning Steps that Really Make a Difference

Lion Learning: Event Planning 101 Team Brainstorming – Use a Team to brainstorm ideas for appropriate themes to achieve the event objectives. – Website resources Contracts – Attrition – Force Majeure – Cancellation and Rebooking clause – Negotiations 8 Pre-planning Steps that Really Make a Difference

Lion Learning: Event Planning 101 Promotions – Social Media – Twitter, Facebook, You Tube – E-Blast – Website resources ADA compliance PSAA website 9 Pre-planning Steps that Really Make a Difference

Lion Attack Adjustments: Preparing “Plan B” Expect the Unexpected!! 10

Number One Rule Advancing your site! 11 Lion Attack Adjustments: Preparing “Plan B” Expect the Unexpected!!

Dealing with “Big Lions” 12 Lion Attack Adjustments: Preparing “Plan B” Expect the Unexpected!!

The Mixology of Alcohol and Events Weather Transportation Double Bookings 13 Lion Attack Adjustments: Preparing “Plan B” Expect the Unexpected!!

Emergency Planning 14 Lion Attack Adjustments: Preparing “Plan B” Expect the Unexpected!!

Meet & Greet Membership Drive Fundraiser Charity Event Attract Specific Group Social Gathering / Fun Educational Student Engagement Event Community Wide Event Information Event Second Success Stories

Lions Have WISDOM: The End! 16