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Effective Event Planning

Effective Event Planning. Student Organization Online Training. Step 1: Determine Type of Event. Academic? Speaker/Lecturer Conference Social? Mixer Athletic Performer Philanthropic? Food/clothing/book drive Community Service Fundraiser (not eligible for SAFAC funding).

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Effective Event Planning

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  1. Effective Event Planning Student Organization Online Training

  2. Step 1: Determine Type of Event • Academic? • Speaker/Lecturer • Conference • Social? • Mixer • Athletic • Performer • Philanthropic? • Food/clothing/book drive • Community Service • Fundraiser (not eligible for SAFAC funding)

  3. Step 2: How will you Pay? Determine Budget/Funding • Organizational Funds • Approved by voting members • SAFAC • Complete forms EARLY to ensure a spot on the agenda and to know if awarded. • On or Off Campus Activity Approval Form must be approved prior to applying for SAFAC

  4. Step 3: Where will the event be held?Location, Location, Location! Things to Consider • On Campus • On Campus Activity Approval Form • Facilities Scheduling Set-up • Off Campus • Off Campus Activity Approval Form • Travel Training for Overnight Trips and Day Trips • Advisor Availability • Inside or Outside Event • Inclement Weather • Campus Closings

  5. Step 4: Target Audience • Who’s Invited? • Students • Faculty • Staff • Community • Dress Code? • Casual • Business Casual • Formal • Costume

  6. Step 5: How to DecorateFormal or Informal? • Based on Step 1: Type of Event • What is available from Student Life? • Paper goods/plasticware • Balloons & streamers • Plastic Tablecloths (make all requests at least 48 hours in advance) • What are the necessary purchases? • Food & Drinks • Special Decorations • Special approval needed for: • Dance Floor • DJ

  7. Step 6: On-Campus Event • On Campus Activity Approval Form! • Due to Student Life: • Tier I = 5 business days • Tier II = 15 business days • Tier III = 20 business days • Approval e-mail MUST be received prior to advertising the event.

  8. Step 7: Off Campus Event • Off Campus Activity Approval Form • Due at least twenty (20) business days prior to event. • If seeking SAFAC funding, completed SAFAC forms must be attached to Off Campus Activity Approval Form. • Wait for approval e-mail prior to advertising event.

  9. Step 8: Liability Waiver Forms • Required for Off Campus events. • Due at least three 3 business days prior to travel for everyone who plans on attending. • Advisor mustkeep forms on their person at all times.

  10. Step 8: Ready, Set, Go! • Advertise (On Campus) to ensure participation. • Pack appropriately (Off Campus) for overnight travel. • Safety first ALWAYS! • Have fun!

  11. Questions? Contact: Donna M. OkaroCentral Park Campus: C119C dokaro@collin.edu 972-548-6508

  12. Thank You! Effective Event Planning Student Organization Online Training

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