1. Event Planning Tips for Planning an Event Tips for Planning an Event

2. Factors to Consider in Planning an Event Purpose of the event Schedule a meeting with volunteers Collaboration/Co-sponsorship with others Targeting an audience Selecting a site Logistics Marketing strategies Managing cost Outcomes and assessment Follow-up

3. What is the Purpose? Clearly define the purpose of the event What type of event are you planning: Social Social Academic Academic Cultural Cultural Fundraising Fundraising Diversity Awareness Diversity Awareness Artistic Artistic Service Service

4. You Can’t Do It All Yourself Schedule a meeting Meet with individuals who will assist in the event Meet with individuals who will assist in the event - Be sure to: Be open to hear their thoughts and ideas Be open to hear their thoughts and ideas Determine their expertise and/or interest Determine their expertise and/or interest Assign roles and responsibilities; be precise and clear Assign roles and responsibilities; be precise and clear Give your expectations Give your expectations Encourage your team to be flexible Encourage your team to be flexible

5. Who’s Your Audience? Is the event open to all? Be sure your marketing tactics suggests the same Be sure your marketing tactics suggests the same Do certain entities at the college need to be informed (i.e., administrators, security)? Do certain entities at the college need to be informed (i.e., administrators, security)? Do we need support for safety and security (i.e. police)? Do we need support for safety and security (i.e. police)? Is there a target audience? Be sure to market your event to that specific group Be sure to market your event to that specific group

6. Targeting a Specific Audience If your event is geared towards a specific group, how will you reach them? Determine where they are on campus Determine where they are on campus Distribute information in specific areas, buildings and departments Distribute information in specific areas, buildings and departments Student Life BookstoreLibrary Counseling & Advising Building Student Services Building If appropriate, you or your advisor should contact the department chair and/or your professors and ask if information can be distributed in class If appropriate, you or your advisor should contact the department chair and/or your professors and ask if information can be distributed in class

7. Collaborating with Clubs It’s a win-win situation! Partnering with other clubs will provide: Publicity for multiple groups Publicity for multiple groups Shared duties & responsibilities Shared duties & responsibilities More co-sponsors = More $$$ More co-sponsors = More $$$ Increased volunteer pool Increased volunteer pool Increased participation for event Increased participation for event

8. Logistics Set a Date Be sure to check the college’s website and OSL calendar so that you are not competing with another event Be sure to check the college’s website and OSL calendar so that you are not competing with another event www.montgomerycollege.edu www.montgomerycollege.edu/rockvillestudentlife Reserve a Venue Select a location that will accommodate the expected attendance (at least 2 weeks in advance and 4 weeks if A/V required); be realistic Select a location that will accommodate the expected attendance (at least 2 weeks in advance and 4 weeks if A/V required); be realistic http://cms.montgomerycollege.edu/EDU/Department2.as px?id=29005 http://cms.montgomerycollege.edu/EDU/Department2.as px?id=29005

9. Advertising Your Event Announce at the Inter-Club Council (ICC) meetings Electronically Inside MC Online Inside MC Online My MC My MC Student Life distribution list Student Life distribution list Personal MC distribution list Personal MC distribution list Social Media Student Life Student Life Your own group Your own group

10. Advertising Your Event ( continued ) Flyers Follow the guidelines for posting flyers Follow the guidelines for posting flyers Be sure your flyers are legible Be sure your flyers are legible Make sure the date, time, location and contact information are clearly listed Make sure the date, time, location and contact information are clearly listed Flyers should be catchy Flyers should be catchy inviting and exciting Word of mouth

11. Determining the Cost Determine the budget Venue Venue Is there a cost associated with the venue? Is there a cost associated with the venue? Food Food How many do you expect? How many do you expect? What types of food do you plan to have? What types of food do you plan to have? Think about the time of day to help you determine the types of food you should provide Think about the time of day to help you determine the types of food you should provide How much will you spend per person? How much will you spend per person? Decorations Decorations Is there a theme attached to the event? Is there a theme attached to the event?

12. Determining the Cost (continued) Have you invited a guest speaker? Is it free or is there a fee/honorarium? Is it free or is there a fee/honorarium? Will you have entertainment? DJ/ band DJ/ band Dancers Dancers Student groups (usually less expensive) Student groups (usually less expensive) Is there a contract? Contact the your Student Life Specialist ensure forms and payment are handled in a timely manner Contact the your Student Life Specialist ensure forms and payment are handled in a timely manner Stay within your budget You have a set amount, so do not exceed it! You have a set amount, so do not exceed it!

13. Suggestions to Determine if the Event was a Success EvaluationApplause-o-meter Work the room Gauge from facial expressions After the event, ask around Suggestion box

14. Assessment Questions Was it a good program? Did we meet our goals/objectives with this event? Did we stay within budget? Were there enough volunteers? Was our advertisement effective? Did we reach our audience? Overall, how would we rate ourselves?

15. Follow-up Send “thank you” notes to speakers, volunteers, etc. Be sure to provide feedback to your advisor, club, and Student Life Submit pictures to Student Life so they can be showcased Archive the event for your club for the following semester and thereafter

16. Assessment Questions ( continued ) Would we recommend the guest/performer? Was there any conflict? If so, how did we resolve it? Did we use the checklist? If so, did it help us stay on track? What could we have done differently to make the event better? How does this program allow us to grow as a group, officers, and leaders?

17. Good Luck for your club event endeavors!