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Overcoming Challenges of Big Events: Insights from Homecoming and Dance of the Decades

In this session, Jillian M. Smith and Hillary White discuss the complexities of managing large student events at the University of Portland, focusing on ticket sales processes for the sold-out 2010 Homecoming Dance and the Dance of the Decades 2011. They highlight the successes and challenges faced, including ticket trading issues, student safety concerns, and communication strategies. Additionally, the speakers will engage the audience in a discussion about their own experiences with event management and improvements made in response to challenges.

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Overcoming Challenges of Big Events: Insights from Homecoming and Dance of the Decades

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Presentation Transcript

  1. What happens when your event gets TOO big? Jillian M. Smith M.A., Assistant Director of Student Activities Hillary White, Major Event Coordinator University of Portland

  2. What will we talk about today? • Explanation of the ticket sales process for dances prior to the 2010 Homecoming Dance • The 2010 Homecoming Dance sold out • Implementations for the Dance of the Decades 2011 ticket sales process • Dance of the Decades 2011 had its own set of issues • Evaluation of both events and implications for future dances

  3. Dance Ticket Sales Process • Students could purchase one ticket for themselves, and one for a non-UP guest • Name is kept on the “master list” • Needed Student ID to get in to the dance

  4. Homecoming 2010: Sold Out • First dance to ever sell out • Used word of mouth to communicate situation to student body • Used Facebook from personal accounts to communicate with student body • Students needed a record of purchasing a ticket to get in • Students tried to trade tickets and/or sneak in

  5. Dance of the Decades 2011: Learning from our mistakes • CPB’s second dance to sell out • Students needed a physical ticket to get in to the dance and Student ID • All dance information was posted to a central website • Alcohol issues onsite and at the bus loading area

  6. Dance of the Decades 2011: Problems of its own • 1 students was sent the hospital from the dance • 3 students were sent to the hospital from campus • Bar was shut down when wrist-bands were stolen

  7. The aftermath: Re-evaluating every step • Ticket sales and check-in process • Advertisement • Alcohol procedures • Transportation procedures • CPB’s role on campus • Recent Changes

  8. Discussion and Questions! Let’s open it up to the group! • Have you had similar situations on your campus? • What have you done to improve your events? • What could CPB have done differently?

  9. Thank you! • If you have further questions or want materials from this session please contact either: • Jillian Smith at smithji@up.edu or • Hillary White at whiteh12@up.edu

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