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EVENT PLANNING FOR CLUBS. Presented by Nikki Cayanan, Dir. Of Student Life. Conceptualization of Your Event. What is its purpose? Who is your audience? What aspects do you want as part of your event? Is there enough time to plan it? Do we have the money?

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event planning for clubs

EVENT PLANNING FOR CLUBS

Presented by Nikki Cayanan, Dir. Of Student Life

conceptualization of your event
Conceptualization of Your Event
  • What is its purpose?
  • Who is your audience?
  • What aspects do you want as part of your event?
  • Is there enough time to plan it?
  • Do we have the money?
  • Do we have enough people to put it on?
timelines
Timelines
  • Use a calendar to plot the timeline
  • Plan backwards and forwards
  • Consider different approvals your must get prior to the event
  • Consider weather – it may impact the date your choose!
  • Use fake deadlines
fundamentals
Fundamentals
  • Logistics
    • Facility
      • Hold Harmless Agreement for outside entities
      • Certificate of Insurance – if necessary
      • Equipment – tables, chairs, EZ ups, electricity, trash cans
      • Audio Visual
      • Facilities Use form
fundamentals5
Fundamentals
  • Supplies
    • Purchase requisitions
  • Delegating
    • Find people’s niche!
    • Have weekly meetings to keep on task
entertainment
Entertainment
  • Contracts
    • Board Approval
    • Certificate of Insurance
    • Hold Harmless Agreement
    • Purchase Requisitions
publicity
Publicity
  • Schedule when you would like to begin publicity campaign
  • Schedule print production
  • Schedule proofs
  • Do your homework – how long does it take to get things made
day of event
Day Of Event
  • Have a map
  • Supply Box
  • A lead person(s)
  • Necessary signage
  • Volunteer sign up sheet
  • Event schedule include set up time and clean up time
icing on the cake
Icing on the Cake
  • What is considered “icing”?
  • Don’t stress about the icing
  • Keep to the calendar
  • Have your to do list
wrap up
Wrap Up
  • If at first you don’t succeed, find out why
  • Keep good files and records
  • Thank you notes
thank you
THANK YOU!

For more information and assistance

Contact

Nikki Cayanan, Director

Office of Student Life

(909)384-8986

dcayanan@valleycollege.edu