CAMPUS EVENT PLANNING THINK BIG START SMALL Keeping you on TRACK and ON TIME.

Programming: TIPS, TRICKS & TOOLS INTRODUCTION FEEL FREE TO ASK QUESTIONS AS WE GO! CURTIS BELL EVENT PROGRAMMER President Cambrian Athletics 'Association , Event Coordinator Brock University Students’ Union , President Cambrian Students’ Administrative Council , President College Student Alliance

UNDERSTANDING YOUR TEAM&ROLE Brock University Students’ Union

ORGANIZATION: TIPS, TRICKS & TOOLS| CURTIS BELL THERE’s AN APP FOR THAT ASANA.COM – FREE

EVENTS & SOCIAL MEDIA: TIPS, TRICKS & TOOLS | THERE’s AN APP FOR THAT TRELLO.COM – FREE

SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL THERE’s AN APP FOR THAT SKITCH – FREE

SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL THERE’s AN APP FOR THAT SKITCH – FREE

Communication/Productivity: TIPS, TRICKS & TOOLS | CURTIS BELL BRIEFS OR… BRIEFS?

INTRODUC TION

PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL SUPERCHARGE MEETINGS

PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL DATE, TIME, LOCATION

SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL KNOW YOUR AUDIENCE

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL MEASURING SUCCESS

TIMELINETaskTips 4-6 weeks prior to event Finalize date Do a reality check on event size Conduct risk assessment of event Submit event application form for approval Is this a good date for the target audience? ▪ Exams; weekend; holiday; other competing events Do you have resources (people/time, $) for a large event ▪team up with another club 4 weeks Complete ‘Event Planning’ PhasePlanning NOW saves tons of frustration later ▪‘PEO Master checklist’ 2-4 weeks Finalize: Facilities/equipment; staffing; communications; ERP Finalize approved budget ▪‘Event Planning Checklist’ 1-2 weeks PEO/STAFF/Volunteer Meeting ▪ Run through details/expectations ▪ Assign tasks to be completed...accountability Event Day Complete ‘Day-of-Event’ Planning▪Do you have a contingency plan? Post Event Complete ‘post event’ planning phase▪Follow up is essential! Organization: TIPS, TRICKS & TOOLS |CURTIS BELL The BIG Picture

FROM START TO FINISH SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL FACILITIESSUPERVISIONDOCUMENTATIONEMERGENCY RESPOSE PLAN Bookings -Space -Set up -AV /Sound Rental Agreement -Approval? Site Visit -Bathrooms -Electrical -Set-up -Parking -Concessions -General Inspection -Meeting: Site mgr Site Information -Specific Details -Map BUDGET: $_________ Identify Staffing Needs -Supervisors/monitors -Ticket Takers -Security/crowd control -Set up/ take down -Traffic control ( Regional police - clean up crew -Back up staff/on call -Band/keynote liaison Identify Training needs -Who needs it -Training types -Timing of training Descriptions/expectations -Required BUDGET: $___________ Event Approval -Submit risk management -Approval Confirmed Event Publicity -posters/flyers -Event signage -Website/ s -Approval confirmed Communication re Event to: -Student Life -Secuirty -Police -Other Event Insurance -required? Listed as additional insurer BUDGET: $______________ Emergency Plan -Communication ( cell phones ) -People need 1 st AID/CPR -1 st Aid Kit -Ambulance requirements -Nearest hospital location -Emergency contact list -Accident Report Form BUDGET: $______________

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL WHY ARE WE DOING THIS? & WHAT ARE WE DOING?

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CHRIS GREEN & CURTIS BELL INTRODUC TION

SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL ARE WE ON THE SAME PAGE? WHAT THE PROGRAMMER EXPECTS

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL ARE WE ON THE SAME PAGE? WHAT THE MARKETER EXPECTS

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL ARE WE ON THE SAME PAGE?

BUDGETS: TIPS, TRICKS & TOOLS|CURTIS BELL BIG OFFERS MEAN BIG DECISIONS

BUDGETING :TIPS, TRICKS & TOOLS |CURTIS BELL THE REAL COST OF EVENTS

Programming: TIPS, TRICKS & TOOLS INTRODUCTION THANK YOU! SEE YOU ALL AT THE GALA! CURTIS BELL EVENT PROGRAMMER President Cambrian Athletics 'Association , Event Coordinator Brock University Students’ Union , President Cambrian Students’ Administrative Council , President College Student Alliance