EVENT PLANNING From Idea - to Execution – to Evaluation

1. EVENT PLANNINGFrom Idea - to Execution –to Evaluation STUDENT ORGANIZATION TRAINING The Student Activities Office Northeastern Illinois University Fall 2010

2. ROAD MAP • IDEA DEVELOPMENT • RESOURCES • BUDGET • DELEGATION • MARKETING • EXECUTION • EVALUATION

3. IDEA DEVELOPMENT • BRAINSTORMING SESSION • Club Purpose & Target Population • Goals & Accomplishments • Tradition • Recruit @ All Times • CALENDAR CONSIDERATIONS • # of Events Per Year/Semester/Month • Complimenting the Calendar • FUNDING LIMITATIONS • Event-by-Event or Annual Budget Line Items • Earned Income • Developmental Funds ($100 per semester) • MANAGING POWER

4. RESOURCES • REGISTRATION OF EVENT & SPACE REQUESTS • Cecily Minziti • PROGRAM DEVELOPMENT • Sharron Evans, Ian Stroud, Veronica Rodriguez, Tasha Neumeister • FUNDING REQUESTS & CONSIDERATIONS • COC Chair Vivian Shelton • Sharron (advisor) • SPACE SETUP/FURNITURE/TECHNOLOGY NEEDS • Student Union Space – Bettie Dukes, Student Union • Other Spaces – Al Cordero, University Events • CATERING • Aramark • Lakena Figueroa-Foreman • MATERIALS, SUPPLIES, GIVE-A-WAYS, PURCHASES • Lakena Figueroa-Foreman • ADVERTISING • Rugen Reyes

5. BUDGET CONSIDERATIONS FUNDING SOURCES ALTERNATIVE FUNDING OPTIONS • Event-by-EventSubmit to COC 2 weeks before event. • Developmental Funds & Earned Income Access Request 2 weeks before event. • Change of Purpose to COC 2 weeks before event. • Annual Budget – inform SAO Advisor prior to spending; signature needed. • L.E.A.D. Award • Club Co-Sponsorship • Academic Department Support • Programming /Administrative Office Co-Sponsorship • Corporate Sponsorship

6. DELEGATION – Who Does What? • Space – Secretary or Committee • Funding – Treasurer • Marketing – Vice President or Committee • Program Development Facilitator – President • Evaluation – President • Event Management - Everyone

7. MARKETING • Who is your target population? • Where is your target population? • Post & Distribute Advertising • Electronic Communications • Facebook, Twitter, MySpace, OrgSync Community Calendar • Word of Mouth • Independent Newspaper (club discount) • N-Vision • Creative Marketing • T-shirts, buttons, meetings, other events, fairs, classroom

8. EXECUTION • Checks Before 4:30pm • Cash Box & Tickets Before 4:30pm • Traveler’s List – Day before of Day of • Setup & Decoration • Greeters & MC • Future Events Advertisement • Recruitment • Clean-Up Crew • Evaluations

9. EVALUATION • Process as a club • What went well? • What didn’t go so well & how to we avoid it next time? • Will we have this event again? Did it accomplish the goal? • Review participant evaluations • Send “thank you” notes • Sponsors • Tech support • Volunteers • Supportive Administrators

10. WHY PROGRAMS FAIL

11. GROUP DISCUSSION & PRESENTATION GROUPS 1 & 2 • Event Design • Publicity • Support by Club Members • Day of Disasters • Program/Event Length GROUPS 3 & 4 • Location • Speaker, Performer, Vendor • Timing • Univ Procedure/Policy • What are some reasons these particular event elements would fail? • What things need to be done to ensure elements will not fail?

12. REVIEW & QUESTIONS EVENT PLANNING CHECKLIST

13. QUESTIONS? THANK YOU!