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Event Planning 101

Event Planning 101. Evan Thrailkill | Student Org Support. Why do we program on College Campuses?. It is fun! It promotes community It provides a constructive release from school pressures It provides opportunities for leadership development It gives people a sense of achievement.

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Event Planning 101

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  1. Event Planning 101 Evan Thrailkill | Student Org Support

  2. Why do we program on College Campuses? • It is fun! • It promotes community • It provides a constructive release from school pressures • It provides opportunities for leadership development • It gives people a sense of achievement

  3. Goals of Programing • To Develop community • To Educate • To involve students in their own learning • To provide on outlet for the release of emotions

  4. Steps • Assess the needs and interests • Brainstorm • Evaluate the ideas • Put the ideas into motion • Publicize the program • Execute the program • Evaluate the Program

  5. Step 1: Assess the needs and interest of the students • Listen to what people are saying • Ask questions, and listen to answers • What are their interests • Suggestion box

  6. Step 2: Brainstorm • Withhold any criticism of all ideas • Welcome “free-wheeling” • General as many ideas as possible • Finally, combine and improve upon ideas Keep the group attitude positive and upbeat!

  7. Step 3: Evaluate the Ideas Now that you have a list.. Consider the following: • Time involved • Money involved • Person power • Supplies needed • Resources available • Scheduling • Amount of interest

  8. Step 4: Put the Ideas into Motion • Select a program • Fill out appropriate forms • Delegate responsibilities • Identify dates and select one • Contact resource people early • Be Enthusiastic!

  9. Things to consider • Dates for the program (keep in mind holidays and major campus events) • Check BSync Calendar and Master Calendar • Reserve Rooms and Equipment • BSync Form

  10. Facility Request and Approval Form • Used to Reserve the following places: • Bell/Ulman Building3 • Business and Engineering Complex • Campbell Hall • Chemistry Building • Education Building • Humanities Building • Marshal Conference Center • Mini Park • Heritage Hall

  11. HUC Request Form • Used to reserve the following spaces: • HUC Meeting Rooms • Great Hall • Alumni Auditorium • Campus Green • Commons Plaza • HUC Marquee • HUC Video Panel • HUC Elevators • HUC Windows

  12. Other Forms • Flip Video Rental • Security Request Form • Solicitation Request Form • Table Rental Agreement Form • Workroom Request Form

  13. Equipment to Consider • Space (rooms, venue) • Microphone and speaker • Projector (film, LCD) • Sound system • Lighting • Tables • Chairs • Stage • Trash cans

  14. Catering / Food Service • HUC – must use Campus Catering • Student Catering Options

  15. Step 6: Execute the Program • Get there early to make sure everything is set-up. • Make sure equipment is there • Make sure you have enough seating • Give public thanks to those people who helped with the program • Announce any upcoming events. • Enjoy yourself! No one said programming couldn’t be fun!! Feel good about your efforts. • If something should go wrong--do not panic. Deal with the situation at hand, and afterwards evaluate what happened. How could it have been avoided? What can you do to prevent it from happening again?

  16. Step 7: Evaluate the Program • Hand out event evaluations at the program. • Ask people how they felt about the program (program content, format, publicity, and timing of the program). In other words--get feedback! • Send a letter of thanks to the facilitator, speaker and those who helped put the program together.

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