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Creating Successful Events. Northeastern University Board of Governors Training Session Saturday, October 5, 2002. The Purposes of Events. To strengthen ties to Northeastern University. To meet new people. To bring friends together. To educate and increase awareness of certain subjects.

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creating successful events

Creating Successful Events

Northeastern University Board of Governors Training Session

Saturday, October 5, 2002

the purposes of events
The Purposes of Events
  • To strengthen ties to Northeastern University.
  • To meet new people.
  • To bring friends together.
  • To educate and increase awareness of certain subjects.
  • To have fun.
types of events
Types of Events
  • Presentations by University faculty
  • Breakfast, luncheon, dinner, or reception
  • Professional sporting events involving Boston-based teams
  • NU sporting events
  • Tours
  • Musical/theatrical productions
types of events4
Types of Events
  • Seminars (e.g., home buying, financial planning, college admissions)
  • Community service projects
  • Outreach to students
yearly planning issues
Yearly Planning Issues
  • The number of events in a year.
  • The types and diversity of events.
  • Target audience(s).
  • Strengths and weaknesses of the previous year’s events.
  • Alumni interests and demographics.
yearly planning issues6
Yearly Planning Issues
  • Funding availability.
  • Number of volunteers needed.
  • Availability of staff time.
planning issues for an event
Planning Issues for an Event
  • Select a date for an event.
  • Estimate the number of attendees.
  • Book a facility.
  • Order tickets.
  • Review menu and order food.
  • Find out deadlines for the facility and food.
planning issues for an event8
Planning Issues for an Event
  • Develop an event budget.
  • Develop a back-planning calendar.
  • Set a deadline for responses.
  • Determine how the event will be marketed/promoted.
  • Determine who will receive marketing/promotion material.
planning issues for an event9
Planning Issues for an Event
  • Prepare the marketing/promotion material.
  • Order booster items and/or name tags.
  • Provide final count and payment for the facility and food.
  • Have greeters at the event.
  • Prepare comments/welcome statement.
planning issues for an event10
Planning Issues for an Event
  • After the event, evaluate its strengths and weaknesses.
  • Thank volunteers and speaker.
key information for an announcement
Key Information for an Announcement
  • Title
  • Date and time
  • What
  • Where
key information for an announcement12
Key Information for an Announcement
  • Price
  • Response deadline
  • Name of the contact person and best method(s) to contact the person
facility location issues
Facility/Location Issues
  • Number of people a facility can hold.
  • Appropriateness of the layout for an event.
  • Weather impacts.
  • Rental and deposit fees.
  • Facility hours.
  • Who is responsible for set-up and clean-up.
facility location issues14
Facility/Location Issues
  • Parking/transportation.
  • Security.
  • Coat check.
  • Audio-visual equipment, podium, dance floor, music.
  • Special requirements of restrictions.
  • Special fees or additional charges.
event expense categories
Event Expense Categories
  • Facility/location
  • Food and beverages
  • Rental items
  • Permits
  • Tickets
event expense categories16
Event Expense Categories
  • Flowers and decorations
  • Insurance
  • Marketing
  • Gift items
  • Taxes and tips
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