After the Applause HOW DID THEY PULL THAT OFF

Selecting an Event 1.What is the purpose of the event? 1.What is the purpose of the event? 2.What are your desired outcomes? 2.What are your desired outcomes? 3.What other campus/community 3.What other campus/community organizations are co-sponsoring. organizations are co-sponsoring. 4.Determine your audience. 4.Determine your audience.

Event Check list Six weeks before the event –Reserve facility –Form Committee –Coordinate Physical set up –Arrange for equipment –Execute contract /contract rider –Determine Budget –Determine Publicity methods

Publicity - Five weeks before event Design theme, text, and methods Design theme, text, and methods –Posters – 11 x 17 - Two weeks –Flyers – 8-1/2 x 11 – two weeks –Buttons – Three weeks –Handbills – Two weeks to 10 days –Target audiences letter/invite –Order tickets – Two to Three weeks –DSN – 48 hours –Tribune Announcements – 48 hours –Meet with college Public Relations

Marketing/Promotions Four Weeks before event T- shirts T- shirts Frisbees Frisbees Key chains Key chains Bookmarks Bookmarks Banners Banners Giveaways Giveaways Books Books

Publicity Four weeks before the event Distribute Posters Distribute Posters Send Press releases Send Press releases Send DSN and Tribune Announcement Send DSN and Tribune Announcement Send Direct mail announcements Send Direct mail announcements

Program Content – Three weeks before the Event Develop Printed Program Develop Printed Program Assign Speakers for Introductions, closing Assign Speakers for Introductions, closing Recruit volunteer for ushers, box office book sales, Recruit volunteer for ushers, box office book sales, Request Checks, petty cash, Request Checks, petty cash, Order cash boxes Order cash boxes Order food Order food

Two Weeks before the event Promotions, Promotions, Promotions Promotions, Promotions, Promotions Resend all Press Release, Tribunes, DSN Resend all Press Release, Tribunes, DSN Arrange for interviews, newspaper, TV, Radio Arrange for interviews, newspaper, TV, Radio Printed program to Print Printed program to Print Develop script for content and set up rehearsal time. Develop script for content and set up rehearsal time. Order radios and/or security Order radios and/or security

One Week Before the event Recheck Recheck Facility and Physical Set up Check Request Technical needs Lodging for performers Volunteer Orientation Ticket Sales Food Transportation for guest

Day of the Event Pick up cash Boxes/Tickets Pick up performers check Pick up Programs Sound and equipment checks Water for podium Flash lights if needed for seating

After the Applause Evaluate the event Evaluate the event Send Thank you notes Send Thank you notes Reconcile tickets Reconcile tickets Return radios, easels, etc. Return radios, easels, etc. Reconcile budget Reconcile budget