Successful Event Planning

1. Successful Event Planning Brian Keegan Vice President of Finance Student Association 2010-2011

2. Where Do I Begin? • It starts with an Idea… • Next establish goals: • High Profit • High Turnout • Communicating a Message • Write everything down somewhere.

3. Get Help • Determine who can help you meet your goals • Identify the people on campus who are experienced and adept at meeting these goals • Who to contact… • Knowledgeable classmates or fellow students • The Student Association Executive Board • The Professional Staff at SDCA • Staff, Faculty, and Advisors

4. Who To Know • Media Groups • WPAW • Paw Print • Pace Pulse • Lackmann • Interest Groups • Charities • Philanthropy • Greek Organizations • Establish Responsibility • Go on the record

5. Setting a Date • Know your Audience • Be sure to check possible dates for events with similar goals or themes. • Plan around your schedule • Find a time and date when the greatest number of members of your group can attend • Plan all events well in advance • Based on gathering supplies, event planning needs, form deadlines and advertising

6. Gather Information • Contact all involved individuals and groups • Reach out to the People, Organizations and Businesses whose assistance will be necessary for your event • Be clear about expectations • What you expect and what is expected of you • Stay in Touch • Do Not Make Promises

7. Getting a Space • Determine Which Room or location would best suit your needs for the event you are planning • Using R25 • Log on to events.pace.edu • Click “Request an Event” • Log in • Fill out in as much detail as possible • You will receive a confirmation email within a short amount of time to verify the details of your request • When the reservation is confirmed keep the Confirmation number

8. Preparation is Essential • Prepare to File Paperwork • Always submit a BAC when asking for funds • Check to make sure Vendors are approved • Determine whether a contract will be necessary • Determine Chaperone, Security and Transportation needs for events • WPAW • Orgsync -> My Orgs->Pace Students->Forms->WPAW Event Request Form • Have Space Reservation information ready

9. BAC Form • Orgsync->My Orgs->Pace Students->Files • Scroll down to Financial Forms folder • BAC Updated 3-10-2010 • Keep an unedited copy on your computer • Have all of the information compiled, prior to attempting to fill out a BAC form. • Remember to stay in contact • Vice President of Finance • Professional Staff • Experienced Classmates

10. Completing a BAC Form • Fill out all areas as completely as possible • Any missing information may be a basis for the BAC to be denied • Areas of Caution • Space Confirmation • Calculating transportation • Security and Chaperones

11. Quoting Prices • Include in the description column next to each item, a brief verification of the price of the item requested • Shopping online • Use links • No Cart • Direct quotes • Provide a signed hard copy of an official invoice or email a copy of a digital invoice from a business email to BAC@pace.edu • Shopping Lists • Use online prices to compile an estimate and provide links for quotes • Once funds are approved, items may be purchased and will be reimbursed based on receipts provided.

12. Submitting the BAC Form • Orgsync->my orgs->Pace Students-> Forms->BAC Form • Click Fill out • Copy your quotes and links into the quotes links section • If applicable make a note that quotes were sent to bac@pace.edu • Indicate any revenues you expect to gain from the event • Upload your file

13. Remember: • If you are uncertain about any aspect of event planning from start to finish, feel free to contact one of the Pro-Staff or E-Board members for help • I am available to help Vice Presidents of Finance practice filling out BAC Forms during my offices hours. • Monday 5-9pm • Tuesday 7-9pm • Wednesday 9pm-12am • Thursday 4pm-6pm • Friday 11am-4pm