Event Planning 101

1. Event Planning 101 Presented by: Jessica Roberts Director of Special Events and Sales University of Maryland Alumni Association

2. Overview • Getting Started • Budgets • Venues • Vendor Selection • Contracts • Catering • Misc (parking, signage) • Promotional Materials • Timelines • Event follow up

3. Getting Started • Define the goal of the event • What is the purpose? • Who is the audience? • Is it realistic? • Make a timeline • Create a budget • Clearly define responsibilities for each team member

4. Budgets • Base on previous knowledge of event and research • Include… • Columns for projected and actual expenses and notes about each item • Break expenses into categories such as food & beverage, rentals, décor, marketing etc. • Money allotted to each item • Update actual costs as you receive invoices

5. Budgets • Chapter Budgets • Each chapter is given a lump sum based on the number of alumni (large vs. small college) plus $2 per alumni association member. Chapters must submit monthly financial reports • Club Grants • Clubs can apply for 2 grants per year of up to $1200. Clubs with bank accounts must provide financial reports twice a year.

6. Vendor Selection • It’s all about research! • Ask about … • Pricing • Delivery and pickup times • Rental policies • Cancellation policy • Installation process (if needed) • Contract Terms • Payment schedule

7. Contracts • Review for … • Date and time accuracy • Set up and break down time • Cancellation policy • Weather/Act of God clauses • Policies and restrictions • Deposit and payment schedules • Insurance requirements ALWAYS TRY TO NEGOTIATE!

8. Venue Selection • Research venues and conduct site visits • Consider: • Accessibility • Capacity • Date availability • Pricing

9. Questions for the site visit: • Hours of operation • Booking process • Pricing • Parking • Required caterers/ other vendors? • Rain plan for outside events • Extra charges? • Cancellation policy

10. Parking **Hint** Include this information on the invitation • Does the venue have its own lot, street parking, garage? • Is parking open and free to your guests? • If no, but there is parking nearby… • Hire valet service OR • Work with garage to pay in advance or receive a discounted rate

11. Promotional Materials • Determine marketing plan in advance • Start publicizing the event 8 weeks out for best results • Make the most of free advertising • Facebook, UMD website, email, word of mouth

12. Catering • Send RFPs (request for proposal) to caterers • RFP main points: • Event date, time, location • Event description, theme, formality • Number of expected attendees • Budget • Determine items caterer is responsible for … • Food • Beverages • Ice • Linens • Flatware, glassware • Staffing (servers and bartenders

13. Catering (cont) • Consider: • Dietary needs (Vegetarian, Vegan, Kosher, Gluten Free, Lactose free) • Type of rentals (disposables versus china) • Type of bar – Cash or open? Beer and wine or full?

14. The Timeline • Guide to event planning process

15. 3-6 months in advance Determine: • Goal • Budget • Date and rain plan • Theme • Décor needs Reserve: • Venue • Caterer • Rental equipment Confirm speakers

16. 2 months in advance Design invitations Determine guest list Mail/ Email first promotional materials Confirm entertainment, menu, support staff and volunteers Select florist, photographer and other vendors Develop layout of venue

17. 6 weeks - 1 month in advance Send formal invitations (if needed) 8 weeks before Finalize décor Create signage Finalize, print program

18. 2-4 weeks in advance Track RSVPs Publicize event online Finalize agreements with vendors Walk through venue Receive printed program Create timeline for day-of event

19. One week in advance Contact “no replies” Print guest list in alpha order Create nametags, etc. Confirm guest count with catering Create seating diagrams Review responsibilities with event staff and volunteers Follow up with all vendors

20. Event day Arrive at least 1 hours early Wear comfortable shoes Bring final copies of all planning documents, vendor forms Greet and brief volunteers, staff Examine venue Perform lighting, sound and video checks Set up registration table at least 30 minutes before event start time

21. Following the event Pay outstanding invoices Send thank you notes to participants, volunteers and staff Hold an event debriefing amongst the planning team and record feedback for next year Conduct survey of attendees for feedback

22. Mock-event planning activity • Each team is given $10,000 • Must plan family BBQ for 200 guests (50 are kids) • Must determine venue, catering, décor, rentals and entertainment for event • Make a budget and determine how to use your money • Describe which order you would contact vendors

23. Activity de-brief • Important takeaways… • If outdoors, there must be a rain plan • Must examine venues for stipulations • Vendors are expensive – make sure you negotiate! • There must be a diverse menu which includes vegetarian options • Must start by creating a budget and securing a venue

24. Questions? Contact Information: Jessica Roberts Director of Sales & Special Events University of Maryland Alumni Association Samuel Riggs IV Alumni Center jrobert3@umd.edu 301.405.7081