Successful Event Planning
- 1. Tanya Vandermoon, M.Ed. Program Coordinator for Campus Activities DePaul University
- 2. Why am I here? 5 years of campus programming Welcome Week 40 student organizations Homecoming Big Comic FEST Countdown to Graduation 15,000+ students 50+ events per year Budgeting
- 3. Why are you here? … so you don’t end up like Jim and Dwight Party Planning #fail
- 4. Why was the party unsuccessful? Didn’t pay attention to the audience Theme Poor execution skills Lack of attention to details Miscommunication
- 5. You have an idea – What’s next? Determine the purpose Gather a committee & establish roles Identify resources Formulate a budget Create a timeline Follow through
- 6. Purpose – Why have an event? Event type General Awareness Social Fundraising Philanthropy Educational Overarching Goal Audience
- 7. There’s no “I” in Team Have clear & defined roles Budget Coordinator Event logistics Marketing Volunteers Ticketing Set expectations Think about the needs of the event
- 8. 4 Types of Resources Technology Physical Human Financial
- 10. Question: What other kinds of technology resources do you utilize?
- 11. Physical Resources Student Centers http://studentcenter.depaul.edu/ Event space (Virtual EMS) AV equipment Flip charts Easels Tables Chairs
- 12. Physical Resources Office of Student Involvement http://studentaffairs.depaul.edu/involvement/i ndex.html Poster printer Butcher block paper & markers Walkie Talkies & Headsets Chalk Basic copies Staff professionals
- 13. Question: What other physical resources are available?
- 14. Human Resources Committee Volunteers Advisors Staff professional support
- 15. Financial Resources Organization account Fundraising Dues Donations Monetary Resource Co-sponsorship Ticket sales SAF-B
- 16. Budgeting Basics Be realistic Add in a buffer Get quotes Get a second (or third) opinion Scale back if necessary
- 17. Budgeting Considerations Talent Event space Contract fee (all-inclusive) Catering Hospitality Security Production Marketing Entertainment Transportation DJ Performer Parking Decorations Reference the Student Organization Program Planner for more info!
- 18. Keep it together – Timelines Do your research Be realistic Assign roles Set deadlines Follow up & follow through
- 19. Timelines – Fine tooth comb Be specific Consider it a hand off document Types of timelines Planning process Day of the event Seek contributions
- 21. Don’t forget… Event evaluations Seek committee feedback Calculate a final budget Gather pertinent documents Send thank you cards
Editor's Notes
- #2: Welcome! Thank you for coming. This workshop was designed to help get you started in the event planning process. I’ll provide some basic tools that will help get the event off the ground. AUDIENCE SURVEY:How many of you have never planned an event before? How many of you have planned at least 1-3 events? How many of you are expert planners? This is a learning environment and I encourage you to share what has worked well for you in the past and to learn from each other.
- #3: I was asked to present this workshop because of my role in the Office of Student Involvement.
- #4: In order to help me understand the needs of the audience a bit better, please share why you are at this workshop. WRITE ON THE BOARDClick to the Jim and Dwight line
- #5: Why do you think the party was unsuccessful? (take audience answers)Click through and explainAudience – the party was for a bubbly woman in the office Theme – theme didn’t fit the personality of the womanExecution – balloons not blown up all the way, streamers Details – the sign, balloons, personal touchMiscommunication – clearly Jim didn’t know what was happening and he was on the party planning committee
- #7: Ask audience why do you choose to have an event? Click to the slidesPURPOSE - why is the event important - is there an overarching goal?Audience - who is the primary audience - who is the secondary audience - how can we tailor the event to fit the needs of these people?
- #8: Roles - be sure everyone is on the same page - this helps streamline processes - sample rolesExpectations - if a student takes on a role, they need to know what they are getting into - also sets a stage for accountability, which is crucial to successful event planning Needs of the EventThink through the event and determine what is critical for a successful eventAdjust to the needs of the event
- #10: Use these to your advantageThere are over 4,000 users on OrgSync… take advantageBe creative and use what is accessible to you.
- #11: Write on board
- #12: Most of the DePaul’s student orgs have events on campus. Knowing that, you should all create a virtual EMS account with Student Centers. It is important to review and be knowledgeable of their policies.For example… - confetti is not allowed in the MPR - it is also prohibited to adhere anything to the walls
- #13: We are here to help!Use your liaisons and our student interns for help. Wealth of resources - we can help point you in the right direction, before it’s too late
- #14: Write up on the board
- #16: Ask audience to name the different type of financial resourcesWrite on the boardCo-sponsorship - it’s great to work with another student organization - learn team work, communication, social outlet, share resourcesTicket Sales - can be tricky - consider if the payoff is worth the work - reserve either a media cart through Student Centers or a promo table from OSISAF-B - be sure to take advantage! - Lauren Del Boccio
- #17: Be realisticLarge events do not just happen over night, it takes work! Think about what resources you haveDo you have enough volunteers?money? Space? Time? BufferFor the incidentalsGet quotesDo your research and price compareGive example about negotiating (we’re here to help)Required for SAF-BMultiple opinionUse your advisor or OSI liaison Scale backdon’t be afraid to change the landscape of the event as you get further along in the processDo what you need to do to make the event successful
- #18: This is not a conclusive list, but should cover the
- #19: Research - when are things due? - contracts? - av/room set-up - can’t create a deadline when you don’t know the policiesBe realistic - a lot of deadlines are contingent upon others doing their job - set aside enough time to get the task done & be sure to follow up and follow throughAssign Roles - give your committee responsibility, it gives them a chance to be a part of the process - this will also help with retention of your members Set the deadlineFollow-up and follow-through - be sure to check in with each other to offer support and to make sure things are getting done - in line with communication - if you’re responsible for something, do your part for the team and be sure to accomplish it, ask for help
- #20: Be specific - eliminates gray area - defines roles - names, email, phone WHY?Planning Process - duties & deadlines - allows for a check-in process - keeps everyone on track - to do list with deadlinesDay of the Event - keeps everyone on track - allows for preparation - reduces day-of stress - helps in the case of “whoops” - Ex: accident, no-show
- #23: Small group discussions to shareReport out to the larger group