Event planning Presented by: Amy Reeves Assistant Director for Campus Programs

EVENT PLANNING FOR BASIC GUIDELINES AND HELPFUL HINTS, REFER TO YOUR YELLOW PAGES MANUAL OR CD

NUTS AND BOLTS Think through what you want at your event Think through what you want at your event Make a check list Make a check list Set deadlines Set deadlines Form a committee of at least three to help you Form a committee of at least three to help you DELEGATE!! DELEGATE!! Begin planning at least TWO months ahead Begin planning at least TWO months ahead Select your date, then check calendars Select your date, then check calendars

NUTS AND BOLTS Register your event on Student Activities webpage ( Register your event on Student Activities webpage ( Set your budget and think about: Set your budget and think about: Are you fundraising Are you fundraising Are you getting money from Student Life Fund Are you getting money from Student Life Fund Are you partnering with other orgs Are you partnering with other orgs Are you charging your guests Are you charging your guests Reserve your location on campus Reserve your location on campus

NUTS AND BOLTS Will you have contracts or invoices? Will you have contracts or invoices? General Council General Council Risk management Risk management Insurance ($1 million) Insurance ($1 million) Approved through the University? Approved through the University? What is required for your program? What is required for your program? Sound equipment Sound equipment Generator Generator Tables/chairs/trash cans Tables/chairs/trash cans

BUDGET General costs to plan on for larger events: General costs to plan on for larger events: Food Food Music Music Generator to power music if using a larger system Generator to power music if using a larger system Marketing materials Marketing materials Cleaning/Facilities fees (depends on location) Cleaning/Facilities fees (depends on location) Decoration Decoration Extras (inflatables, giveaways, etc.) Extras (inflatables, giveaways, etc.)

MARKETING Make a list of how you want to advertise for your event (Examples:) Make a list of how you want to advertise for your event (Examples:) Posters Posters Flyers Flyers Newspaper Newspaper Chamber Banner Chamber Banner Facebook invite Facebook invite Selling shirts Selling shirts Chalking Chalking

MARKETING Know the guidelines for what you can and can’t do – REFER TO THE POLICY MANUAL Know the guidelines for what you can and can’t do – REFER TO THE POLICY MANUAL There is such a thing as good marketing, and bad marketing (see examples) There is such a thing as good marketing, and bad marketing (see examples) BE CREATIVE & CLEAR with your marketing – challenge yourself to think outside the box! BE CREATIVE & CLEAR with your marketing – challenge yourself to think outside the box!

THE DAY OF Be sure your team of helpers knows the schedule, and will be there to help from start to finish Be sure your team of helpers knows the schedule, and will be there to help from start to finish If you are bringing outside vendors, be sure you give them food and water If you are bringing outside vendors, be sure you give them food and water Be flexible! If something changes the day of your event, don’t panic. Work together to come up with a solution Be flexible! If something changes the day of your event, don’t panic. Work together to come up with a solution HAVE FUN! Enjoy your hard work! HAVE FUN! Enjoy your hard work!

EVALUATION Be sure to schedule a post-event meeting with your committee to discuss how the event went Be sure to schedule a post-event meeting with your committee to discuss how the event went Review your expenses and double check that all vendors and bills were paid Review your expenses and double check that all vendors and bills were paid Talk through how you want to change the event in the future Talk through how you want to change the event in the future Encourage each other in the successes!! Encourage each other in the successes!!

QUESTIONS? REFER TO THE YELLOW PAGES/CD REFER TO THE YELLOW PAGES/CD Talk to someone! Student Activities is always happy to help you figure things out! Talk to someone! Student Activities is always happy to help you figure things out! Additional questions: me at Additional questions: me at THANK YOU! THANK YOU!