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Event Planning 101

Event Planning 101. Eli Collins-Brown, Western Carolina University. INFD 2019. 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. INFD 2019. REAL GOAL!.

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Event Planning 101

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  1. 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 INFD 2019

  3. REAL GOAL!

  4. TYPES OF EVENTS • Workshops • Intensives- Institutes or Academies • Symposium • ??? INFD 2019

  5. Getting Started • Start early How early? • Gather your partners • Create a task CHECKLIST INFD 2019

  6. STEP 15 – 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? INFD 2019

  7. STEP 25 – 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 15 – 6 Months Out • What is the theme or topic • Research Speakers • POD Google Discussion • Ask • Contract • Sponsors? INFD 2019

  9. STEP 23 Months OutPlanning 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 INFD 2019

  10. STEP 23 Months OutPlanning 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 INFD 2019

  11. STEP 31 -2 Months OutFinalizing the Details • Send out Reminders • Attendees • Speakers • Vendors/sponsors • Increase Promotions • Work the CHECKLIST INFD 2019

  12. STEP 41 WeekTying up Loose Ends • Finalize Schedule • Finalize registrations with catering and venue • Confirm timings with vendors, speakers, tech and catering INFD 2019

  13. STEP 5Day beforeand Day of • Check the CHECKLIST • Check it twice • Check it again INFD 2019

  14. 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

  15. Organizing Tools INFD 2019

  16. Resources • Eventbrite Event Planning Checklist https://www.eventbrite.com/blog/foolproof-event-planning-checklist-ds00/ • How to Use Microsoft Teams - https://docs.microsoft.com/en-us/microsoftteams/enduser-training • Using G-Suite for Project Management - https://support.google.com/a/users/answer/9283047?hl=en • Evaluation Methods, S. Hines - https://events.educause.edu/sites/default/files/library/presentations/ELI145/OL03/Hines-Evaluation+methods.docx INFD 2019

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