Event planning 101
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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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Event planning 101

Event Planning 101

Evan Thrailkill | Student Org Support


Why do we program on college campuses

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


Goals of programing

Goals of Programing

  • To Develop community

  • To Educate

  • To involve students in their own learning

  • To provide on outlet for the release of emotions


Steps

Steps

  • Assess the needs and interests

  • Brainstorm

  • Evaluate the ideas

  • Put the ideas into motion

  • Publicize the program

  • Execute the program

  • Evaluate the Program


Step 1 assess the needs and interest of the students

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


Step 2 brainstorm

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!


Step 3 evaluate the ideas

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


Step 4 put the ideas into motion

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!


Things to consider

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


Facility request and approval form

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


Huc request form

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


Other forms

Other Forms

  • Flip Video Rental

  • Security Request Form

  • Solicitation Request Form

  • Table Rental Agreement Form

  • Workroom Request Form


Equipment to consider

Equipment to Consider

  • Space (rooms, venue)

  • Microphone and speaker

  • Projector (film, LCD)

  • Sound system

  • Lighting

  • Tables

  • Chairs

  • Stage

  • Trash cans


Catering food service

Catering / Food Service

  • HUC – must use Campus Catering

  • Student Catering Options


Step 6 execute the program

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?


Step 7 evaluate the program

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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