1. Eli Collins-Brown, Western Carolina University
Event Planning 101
Eli Collins-Brown,
Western Carolina University
INFD 2019

2. GOALS Identify the types of events you might plan
Adopt a step by step planning system
Explore options for a Task Tracking System
Compare and contrast types of assessment of the event
Goals of this session
INFD 2019

3. REAL GOAL! But the real goal is so you won’t end up like this
But will end the event doing this

4. TYPES OF EVENTS Workshops Intensives- Institutes or Academies
Symposium
???
What types of events are you planning or do you want to plan? Audience
INFD 2019

5. Getting Started Start early How early? Gather your partners
Create a task CHECKLIST
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6. STEP 1 5 – 6 Months Out Goals and Objectives
What is your event’s purpose?
How much profit do you want to make?
How much will tickets cost?
Where will your event take place?
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7. STEP 2 5 – 6 Months Out Establish your rough budget Select a date
Select a location/venue
What’s your target for attendance?
Do you need to provide Wi-Fi?
Does the venue have the infrastructure you need?
What assessment data do you want to gather?
INFD 2019

8. STEP 1 5 – 6 Months Out What is the theme or topic Research Speakers
POD Google Discussion
Ask
Contract
Sponsors?
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9. STEP 2 3 Months Out Planning the Nitty Gritty
Finalize Speaker(s)
Travel arrangements
Photo and Bio
Set up registration process
Begin to promote your event
Send out Save the Date message
Communication channels
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10. STEP 2 3 Months Out Planning the Nitty Gritty
Work with caterer on approving a menu
Secure technology and A/V equipment
Draft of event agenda and schedule
Determine event signage and attendee communication plan
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11. STEP 3 1 -2 Months Out Finalizing the Details
Send out Reminders
Attendees
Speakers
Vendors/sponsors
Increase Promotions
Work the CHECKLIST
Here is a sample check list that our admin associate works from.
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12. STEP 4 1 Week Tying up Loose Ends
Finalize Schedule
Finalize registrations with catering and venue
Confirm timings with vendors, speakers, tech and catering
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13. STEP 5 Day before and Day of
Check the CHECKLIST
Check it twice
Check it again
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14. Assessment of your Event
What kinds of assessment data do you want to gather? Hines, 2014
Participation
Satisfaction
Learning
Impact on Teaching
Impact on Student Learning Outcomes
Impact on Institution
Assessment of your Event
SHOW THE DOCUMENT

15. Organizing Tools
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16. Resources
Eventbrite Event Planning Checklist planning-checklist-ds00/
How to Use Microsoft Teams - us/microsoftteams/enduser-training
Using G-Suite for Project Management ?hl=en
Evaluation Methods, S. Hines - ary/presentations/ELI145/OL03/Hines- Evaluation+methods.docx
INFD 2019