Event Planning The Basics of Organizing a Great Sigma Pi Event Developed by Jason Swackhamer  ‘97

Pre-Event Organization Before an event can be invented there first must be a planBefore an event can be invented there first must be a plan Strategic PlanningStrategic Planning –1, 2, 5 and 10 years –Goes for the entire chapter and committees Event Planning usually begins with the committeesEvent Planning usually begins with the committees

The Beginning Analyze your mission, purpose or dutiesAnalyze your mission, purpose or duties Define what you are trying to accomplishDefine what you are trying to accomplish –Audience –Purpose –Budget Items neededItems needed –Physical items –Manpower –Time Timeline for completionTimeline for completion

The Budget Profit Goal -- what is your financial objectiveProfit Goal -- what is your financial objective Goodwill Goal – community support, increased awarenessGoodwill Goal – community support, increased awareness Sponsorship OpportunitiesSponsorship Opportunities

Plan the Date Avoid conflictsAvoid conflicts –Almost impossible, but try and keep in mind the audience you are after. As long as you cater to them, you’ll be fine Reserve your facilitiesReserve your facilities –Be sure to read fine print about cancellation notice, non- refundable funds, and miscellaneous charges

Advertise the Event Direct MailDirect Mail –Put info in organizations mail boxes PrintPrint –School Newspaper RadioRadio –Not applicable all the time, but might be beneficial for some Television / CableTelevision / Cable –Once again, not applicable all the time, but there is no harm in promoting events on free Cable Access channels

Publicize Cross PromotionCross Promotion –Get other organizations working for you R.A.’s, sororities – give and takeR.A.’s, sororities – give and take Newsletter articlesNewsletter articles –Get mentions in various newsletters on campus, Dean’s calendar, etc.. Guest spots on radioGuest spots on radio –Night show on local station, etc.. Listings on MarqueesListings on Marquees –Maybe not likely at your university, but never know

Publicize Invite the mediaInvite the media –Is the event newsworthy? How can you make it newsworthy –Press releases to news media, follow-up with phone call –Be prepared with media kits History, pics (color copies, also on disk), brochure, other articles writtenHistory, pics (color copies, also on disk), brochure, other articles written –Have one person identified on event day to be the media liaison

Planning Event Select LocationSelect Location Set the agendaSet the agenda –Setup / Teardown –Welcome / announcements –Speakers –Entertainment Plan food and beveragePlan food and beverage –Theme –Tables, chairs, linens –Liquor license

Other Details Permits for tents / raffle ticketsPermits for tents / raffle tickets StaffingStaffing ParkingParking Signs / decorationsSigns / decorations Registration table / greetersRegistration table / greeters GiveawaysGiveaways BannersBanners BalloonsBalloons Coat roomCoat room AV equipmentAV equipment Video tape / photographerVideo tape / photographer

Communicate Make sure the chapter knows everything there is about the eventMake sure the chapter knows everything there is about the event Create communication materialsCreate communication materials –Press kits, program, brochures, slide show, displays, literature packets

Evaluate Results Did your targeted audience turn out?Did your targeted audience turn out? Did you meet your goals?Did you meet your goals? Do a post-evaluation with event planning teamDo a post-evaluation with event planning team

Don’t Forget Post-Event Publicity Place articles / photos in newslettersPlace articles / photos in newsletters Video tape your eventVideo tape your event Send out post-event news releasesSend out post-event news releases Send thank you notes to appear in the local newspapers Letters to the EditorSend thank you notes to appear in the local newspapers Letters to the Editor

Recommended P.O.A. P.O.A. means Plan of ActionP.O.A. means Plan of Action I recommend to begin planning an event no less than 4 months outI recommend to begin planning an event no less than 4 months out The farther out, the less stress at crunch timeThe farther out, the less stress at crunch time

4 Months Out Appoint a chairman and/or committeeAppoint a chairman and/or committee Establish responsibilitiesEstablish responsibilities Reserve site and entertainmentReserve site and entertainment Potential sponsorsPotential sponsors Timeline and materials listTimeline and materials list

2 & 3 Months Out Develop and print flyers, brochures, posters, press information, etc…Develop and print flyers, brochures, posters, press information, etc… Distribution plan for promotional materialsDistribution plan for promotional materials Develop sponsor packetsDevelop sponsor packets Train members of how to approach sponsorTrain members of how to approach sponsor Begin media and sponsor contactBegin media and sponsor contact

1 Month Out Any advertisingAny advertising V.I.P. invitesV.I.P. invites Personal calls to sponsorsPersonal calls to sponsors Assign jobs for event dayAssign jobs for event day

2 Weeks Out List of donors for promotionList of donors for promotion Letter to sponsors confirming donationLetter to sponsors confirming donation Display material for sponsorsDisplay material for sponsors

One Week Out Double check everythingDouble check everything Go over event day duties with each personGo over event day duties with each person Have your event day plan documented and easily readableHave your event day plan documented and easily readable Double check with any media about detailsDouble check with any media about details

Day of the Event Make list for setup and tear downMake list for setup and tear down Have at least one “wingman”Have at least one “wingman” Have a cell phone and/or walkiesHave a cell phone and/or walkies Goal is to do all the work before hand and just watch the event happen. Your job is to put out little fires here and thereGoal is to do all the work before hand and just watch the event happen. Your job is to put out little fires here and there

Post Event Immediately evaluate the eventImmediately evaluate the event Do post-event pressDo post-event press –Send releases –Letters to editor thanking sponsors –Mentions in newsletters (w/photos) –Flyers in organization boxes Thank you notes to everyone! Participants, sponsors, media, etc…Thank you notes to everyone! Participants, sponsors, media, etc… Evaluate the resultsEvaluate the results

And Don’t Forget This is supposed to be fun!!