Date post: | 05-Jan-2016 |
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CAMPUS EVENT PLANNING
Dustin Thomas LewisAssociate Director for Student Involvement
Overview of Today1. Welcome & Introductions
2. Brainstorming: Initial Event Idea
3. Logistics: Planning Stages
4. Implementation: Hosting a Program
5. Review: Post-Event Wrap-Up
Brainstorming
Where do ideas come from?
What inspires ideas for your organization?
Brainstorming
MembersOther OrganizationsFacebookTwitter
FriendsStudents at other schoolNews stories
TelevisionClassGoogle
National OrganizationProfessors
Mentors
Coaches
ImaginationVolunteer Organizations
Barbara Walters
High School
Collaborations
Pope Francis
Buzzfeed
PURPOSE
Brainstorming
PURPOSENeeds Wants
BrainstormingFiltering Questions
1. Would at least 50-100 students be interested in this event?
2. Would students leave their halls in rain or snow to come to this event?
3. Is this an event that our organization can do best? If others can do it better, shouldn’t we let them?
Brainstorming
Now that you have an idea… let’s talk about stakeholders
in your event.
BrainstormingStakeholders
• Who has an interest in planning?
• Who is affected?• From whom do I need to
gain interest and buy-in?
Brainstorming
How does knowing your stakeholders inform the way in which you plan
your events?
LogisticsDetails
• Date• What else is happening
• Time• Who do we want to go
• Location• What space do we need
LogisticsVendors
1. Determine your needs2. Identify Vendor Options3. Discuss Expectations
Technical/Space Needs?
4. Negotiate Price5. Advisor signs the contract
LogisticsBudget
• What portion of your total budget does this event get?
• What are the expenses that are anticipated for this event?
• What revenue or income is possible?
LogisticsReserving Space
• Indoor Campus Events contact sheet
• Online Request System• OrgSync Reservations• Outdoor Space• Fenwick Atrium
LogisticsPromoting
• What are your best practices for Promoting?• Timeline?• Locations?• Creativity?• Chalking & Signs?
LogisticsIdentifying Risks
• Physical Risks• Reputational Risks• Emotional Risks• Financial Risks• Facility Risks
LogisticsRisk Assessment
• Likelihood vs Impact LevelImpact Levels
Likeliness Insignificant Moderate Major CatastrophicNot Likely Low Medium Medium HighProbable Low Medium High ExtremeFrequent Medium High High Extreme
Logistics
Mitigating Risks• Risk Avoidance• Risk Reduction• Risk Transfer• Risk Retention
LogisticsManaging Volunteers
• What roles are critical?• What roles are secondary?• What responsibilities can
be delegated out to others and what does an event manager need to retain?
ImplementationManaging Crowds
• Planning ahead• Giving clear directions• Utilizing/Making boundaries• Keeping your volunteers in
their assignments• Calling for reinforcements
ImplementationManaging Emergencies
• First Call: XUPD• Second “Call”: Advisor• Third “Call”: Student
Involvement
ImplementationManaging Emergencies
EvaluationEvaluating
• Why do we evaluate?• How does assessing our
event help us for the future?
WHAT IS THE POINT?
EvaluationReviewing the Event
• Attendance?• Budget?• Success?• Accomplished goals?• Should you plan this again?
Questions?