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Event Planning

Event Planning. Pre- Event: Logistics and Budgeting. PRE-EVENT. Staying Organized. In planning your event, abide by the Checklist! Stay connected with supervisors Keep your timeframe at the forefront Ensure everything you plan relates back to benefiting your attendees. Trello Card.

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Event Planning

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  1. Event Planning Pre- Event: Logistics and Budgeting

  2. PRE-EVENT

  3. Staying Organized • In planning your event, abide by the Checklist! • Stay connected with supervisors • Keep your timeframe at the forefront • Ensure everything you plan relates back to benefiting your attendees

  4. Trello Card • Create a Trello card • Include: • Date and time • Location • Important updates for office visitors

  5. Confirmations • Food/Drink Set-up • Room Set-up • Room Capacity • Supervisors and Staff should be on the same page! • Cancellations and Booking through Event Management

  6. Agenda • Learning Outcomes/Goals • What will students get out of this event? • Why should they attend this event? • Schedule of Event • Half-hour to hour long blocks • Set-up and break down timeframe • Collaboration • Departments, Vendors, Building Staff

  7. Advertising • Social Media • Facebook Events • Twitter • JMU-specific Advertisements • Mass E-mail • Table Tents • Calendar • OCL Homepage • Posters on Campus

  8. Optional Advertising • Banners • Engage your Creativity • Use the Clubhouse • Reserve space on campus • Submit Requests early • Chalking

  9. Finalizing • Once you have created your agenda and followed the checklist for planning your event, work within your budget to make this your best event! • Communicate with Supervisors • Keep your Learning Goals/Objectives in Mind!

  10. What is a Budget? • Expectations • You’ll be given a set amount of money for each event to work within • All expenses for your event must be paid for using this budget • Tools for building • Excel Spreadsheets • Communication through Trello • Communication with your supervisors

  11. Common Issues • Miscommunication • Vendors • Team Members • Make sure everyone is on the same page! • Cancellations/Over Booking • Try to plan for back-up vendors with similar costs or emergency funds if last minute changes must be made

  12. Your Turn Your first event of the semester is just around the corner! You will be planning the Roommate Mixer for the end of the semester. Given the estimated audience size and budget provided, plan your event to include light refreshments and some giveaways. * All food must be provided through Aramark/JMU Dining Services. • Event Title: Roommate Mixer • Audience Size: 60 students • Budget: $200

  13. Minute 3 • Problem #1: Your supervisor has calculated the receipts from the last event, and there are some errors in their budget. Since that team went over, she has to take money from your budget to balance out the month. Your new budget is $165.

  14. Minute 7 • Problem #2: After advertising on Facebook and through JMU, you realize more students might show up than originally expected. How would you account for the extra guests and possible shortage of resources?

  15. Wrap Up • What did you learn from this activity? • What was the most challenging aspect? • Do you think you could put one of these together for a similar event through OCL?

  16. Reminders • Always aim for being UNDER budget • Your overages affect other events! • Be sure to get final approval from supervisors before committing to your budget and vendor prices

  17. Pre- Event Communication • Vendor Communication • Timely • Organized • Consistent • Attendee Communication • Prompt responses • Reminders

  18. EVENT

  19. Event Communication • Employee Communication • Vendor Communication

  20. Event Execution

  21. Before Event Begins • Arrive early • Walk through the event space • Clarify with staff of your reservation there. • Unpack equipment and supplies • Inspect shipped food/materials • Set up registration area. • Make sure that signs are posted • Check with volunteers to make sure all tasks are covered

  22. During the event • Greet guests Direct them to where they need to go. • Report any problems to your supervisor. • Check refreshments and supplies constantly. • Cater to guest needs or wants.

  23. POST-EVENT

  24. Post Event • Clean up the venue completely. • Be the last one there returning space the way you received it. • Answer any questions clients or volunteers have for you.

  25. Scenarios • Please take the time to read the scenario issued out to your group. Brainstorm different ways you would handle this situation and be prepared to share with the rest of the training group!

  26. Wrap Up • What are some important take aways from this activity? • What were some challenges you faced when executing the event? • Do you feel confident enough to run an event of your own after receiving this training?

  27. POST-EVENT

  28. Follow Up • How did the execution stage of the event go? • What should be changed? • Contact the vendor

  29. Survey the Participants • Record names and emails • Mass email all attendees 1) Did the event help you to find housing, a roommate, etc. 2) What did you learn through this event? 3) What did you enjoy about this event? 4) What resources or knowledge could OCL provide to make your experience better next time? 5) What did you dislike about the event?

  30. Survey the Vendors • How was the communication with OCL employees prior to the event? • Were event expectations clearly explained? • What did you expect from the event? • Were your expectations met? • How would you improve future events? • Other comments:

  31. Meet With Your Supervisor • Record strengths and weaknesses during event • Schedule a meeting with your supervisor 1-3 after event • Discuss strengths, weaknesses and planning a future event

  32. Thank the Vendor • Maintain the OCL relationship! • Formal Business Letter • Should be set up 1-3 days after event

  33. Formal Letter Example Off Campus Life Festival Conference & Student Center Harrisonburg, VA 22801 November 12, 2013 Stonegate Apartments 1820 Putter Court Harrisonburg, VA 22801 Dear Ms. Jones, Thank you for helping to create a successful event with the OCL Team! We appreciate your continued support as we help our students find the perfect match as they look for off campus housing. We hope to work with you in the future. Sincerely, Off Campus Life

  34. Activity You are preparing for your meeting with your supervisor after The Off Campus Housing Fair in Festival Ballroom. You remember some things did not go as planned and you want to fix these problems for future events. Read each scenario question below and choose the option that addresses the situation

  35. Activity Scenario 1: One of the vendors did not have a table to display their business, what should you have done in this situation? A) Ask the Festival coordinator if you can borrow another table B) Apologize to the vendor and ask them to politely leave C) Ask them to stand without a table Scenario 2: One vendor does not show up, how should you contact them? Write a formal business letter politely reminding them to contact OCL before the event about their absence Write a formal business letter telling them OCL will no longer with them Do not contact them Scenario 3: An attendee has a horrible experience at an event, how do you handle this? A) Apologize, present them with “give-aways” from vendors and follow up with an email apologizing again B) Ask them to leave C) Ignore them Scenario 4: You want to thank the vendor. How do you do this professionally? A) Send them a formal business thanking them professionally B) Thank them in person after the event C) Do not thank them

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