Six Simple Steps to Plan the Perfect Event

Step 1 - Create an Event that YOU Would Attend Choose a main attraction that interests you and your friends Ask yourself, would I walk across campus for this? (even in the rain or cold!) Schedule the event during “high traffic” hours Think of a title that is witty, interesting and/or attention-grabbing. E.g. How a Straight Man Ended Up in a Gay Relationship, Late Night Munchies, etc.

Step 2 – Give Them Food and They Will Come Food is the #1 way to attract people to your events Even if the event is not about food, adding some sort of snack will increase attendance Get creative! Find ways to compliment your event with food (e.g. themed cupcakes) Chartwells must be used for anything over $150, unless they give you approval to go somewhere else.

Step 3 – Don’t Be Afraid to Negotiate You don’t have to take the first price that an agency gives you Saving a couple hundred dollars on one item can go a long way Many agencies will work with your budget Some of CAB’s favorite agencies: Fun Enterprises, Party Vision and Party People.

Tips for Negotiating 1. Let the agency know that your budget is limited 2. If the agency asks you what your budget is, give them a lower number than what it actually is! 3. One of my favorite lines: “You know, _(insert name here)_, I’d really like to bring _(insert item here)_ to our campus, but my budget is limited this year and $1,200 is going to be too much for me. Is there any way we could get it at a lower rate?” This almost ALWAYS works! 4. Remember: It’s not negotiating unless you’re not afraid to walk away.

Step 4 - Promotion is Key Hang up posters in designated locations Promote on social media (RT contests, funny memes, striking photos, etc.) Reserve large poster cases near BTR through SGA Sidewalk chalk, flash mobs, coffee cup holder labels Create promotional material on PowerPoint slides to be shown on Axis TV.

Examples of Eye-Catching Promotion

Axis TV Promotional Examples

Step 5 – Figure Out the Small Details An event diagram should be mapped out before the start of the event Music, lighting, seating, job descriptions and line control are all critical parts of planning a quality event Know what time speakers and/or entertainment will be arriving Plan on providing vendors/talent with proper seating, food, water, etc. Ensure that everyone working your event knows the game plan

Step 6 – Enjoy Your Event, but Put Guests First Event planning doesn’t stop when the event begins – the event should be monitored to make sure everything is running smoothly Make sure that food and drinks are restocked Thank guests for coming to your event - this is a great way for them to associate a face to your event

Six Simple Steps to Plan the Perfect Event Step 1 – Create an event that YOU would attend Step 2 – Give them food and they will come Step 3 – Don’t be afraid to negotiate Step 4 – Promotion is key Step 5 – Don’t forget the small details Step 6 – Enjoy your event, but put guests first