CAMPUS EVENT PLANNING

T H I N K

BIGSTART

SMALL

Keeping you on TRACK and ON TIME.

Programming: TIPS, TRICKS & TOOLS

INTRODUCTION

FEEL FREE TO ASK QUESTIONS AS WE GO!

CURTIS BELLEVENT PROGRAMMER

BUSU

CBELL@BUSU.NET@DURTICUS

2006-2008 President Cambrian Athletics 'Association

2009-2012, Event Coordinator Brock University Students’ Union

2012-2014, PresidentCambrian Students’ Administrative Council 2013-2014, PresidentCollege Student Alliance

U N D E R S TA N D I N G Y O U RT E A M & R O L E

Brock University Students’ Union 2014-2015

ORGANIZATION: TIPS, TRICKS & TOOLS| CURTIS BELL

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ASANA.COM – FREE

EVENTS & SOCIAL MEDIA: TIPS, TRICKS & TOOLS |

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SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL

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SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL

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Communication/Productivity: TIPS, TRICKS & TOOLS | CURTIS BELL

BRIEFS OR… BRIEFS?

INTRODUCTION

PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL

SUPERCHARGE MEETINGS

PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL

DATE, TIME, LOCATION

SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL

KNOW YOUR AUDIENCE

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL

MEASURING SUCCESS

TIMELINE Task Tips

4-6 weeks prior to event

Finalize date

Do a reality check on event size

Conduct risk assessment of event

Submit event application form for approval

Is this a good date for the target audience? ▪ Exams; weekend; holiday; other competing events

Do you have resources (people/time, $) for a large event ▪team up with another club

4 weeks Complete ‘Event Planning’ Phase Planning NOW saves tons of frustration later▪‘PEO Master checklist’

2-4 weeks Finalize: Facilities/equipment; staffing; communications; ERP

Finalize approved budget▪‘Event Planning Checklist’

1-2 weeks PEO/STAFF/Volunteer Meeting ▪Run through details/expectations ▪Assign tasks to be completed...accountability

Event Day Complete ‘Day-of-Event’ Planning ▪Do you have a contingency plan?

Post Event Complete ‘post event’ planning phase ▪Follow up is essential!

Organization: TIPS, TRICKS & TOOLS |CURTIS BELL

Th

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FROM START TO FINISH

SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL

FACILITIES SUPERVISION DOCUMENTATION EMERGENCY RESPOSE PLAN

Bookings- Space - Set up - AV /Sound

Rental Agreement- Approval?

Site Visit- Bathrooms - Electrical - Set-up- Parking- Concessions- General Inspection- Meeting: Site mgr

Site Information- Specific Details - Map

BUDGET: $_________

Identify Staffing Needs- Supervisors/monitors- Ticket Takers- Security/crowd control - Set up/ take down - Traffic control ( Regional

police - clean up crew- Back up staff/on call - Band/keynote liaison

Identify Training needs- Who needs it - Training types- Timing of training

Descriptions/expectations - Required

BUDGET: $___________

Event Approval - Submit risk management - Approval Confirmed

Event Publicity - posters/flyers- Event signage - Website/emails- Approval confirmed

Communication re Event to: - Student Life - Secuirty - Police - Other

Event Insurance - required? Listed as

additional insurer

BUDGET: $______________

Emergency Plan - Communication ( cell phones ) - People need 1st AID/CPR- 1st Aid Kit - Ambulance requirements - Nearest hospital location - Emergency contact list - Accident Report Form

BUDGET: $______________

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL

WHY ARE WE DOING THIS? &WHAT ARE WE DOING?

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CHRIS GREEN & CURTIS BELL

INTRODUCTION

SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL

ARE WE ON THE SAME PAGE?

WHAT THE PROGRAMMER EXPECTS

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL

ARE WE ON THE SAME PAGE?

WHAT THE MARKETER EXPECTS

SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL

ARE WE ON THE SAME PAGE?

BUDGETS: TIPS, TRICKS & TOOLS|CURTIS BELL

BIG OFFERS MEAN BIG DECISIONS

BUDGETING :TIPS, TRICKS & TOOLS |CURTIS BELL

THE REAL COST OF EVENTS

Programming: TIPS, TRICKS & TOOLS

INTRODUCTION

THANK YOU! SEE YOU ALL

AT THE GALA!

CURTIS BELLEVENT PROGRAMMER

BUSU

CBELL@BUSU.NET@DURTICUS

2006-2008 President Cambrian Athletics 'Association

2009-2012, Event Coordinator Brock University Students’ Union

2012-2014, PresidentCambrian Students’ Administrative Council 2013-2014, PresidentCollege Student Alliance