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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

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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