Event PlanningThe Basics of Organizing aThe Basics of Organizing a

Great Sigma Pi EventGreat Sigma Pi Event

Developed by Jason Swackhamer ‘97

Pre-Event Organization• Before an event can be invented there first must Before an event can be invented there first must

be a planbe a plan• Strategic PlanningStrategic Planning

– 1, 2, 5 and 10 years1, 2, 5 and 10 years– Goes for the entire chapter and committeesGoes for the entire chapter and committees

• Event Planning usually begins with the Event Planning usually begins with the committees committees

The Beginning• Analyze your mission, purpose or dutiesAnalyze your mission, purpose or duties• Define what you are trying to accomplishDefine what you are trying to accomplish

– AudienceAudience– PurposePurpose– BudgetBudget

• Items neededItems needed– Physical itemsPhysical items– ManpowerManpower– TimeTime

• Timeline for completionTimeline for completion

The Budget• Profit Goal -- what is your financial objectiveProfit Goal -- what is your financial objective• Goodwill Goal – community support, increased Goodwill Goal – community support, increased

awarenessawareness• Sponsorship OpportunitiesSponsorship Opportunities

Plan the Date• Avoid conflictsAvoid conflicts

– Almost impossible, but try and keep in mind the Almost impossible, but try and keep in mind the audience you are after. As long as you cater to them, audience you are after. As long as you cater to them, you’ll be fineyou’ll be fine

• Reserve your facilitiesReserve your facilities– Be sure to read fine print about cancellation notice, non-Be sure to read fine print about cancellation notice, non-

refundable funds, and miscellaneous chargesrefundable funds, and miscellaneous charges

Advertise the Event• Direct MailDirect Mail

– Put info in organizations mail boxesPut info in organizations mail boxes

• PrintPrint– School NewspaperSchool Newspaper

• RadioRadio– Not applicable all the time, but might be beneficial for Not applicable all the time, but might be beneficial for

somesome

• Television / CableTelevision / Cable– Once again, not applicable all the time, but there is no Once again, not applicable all the time, but there is no

harm in promoting events on free Cable Access channelsharm in promoting events on free Cable Access channels

Publicize• Cross PromotionCross Promotion

– Get other organizations working for youGet other organizations working for you• R.A.’s, sororities – give and takeR.A.’s, sororities – give and take

• Newsletter articlesNewsletter articles– Get mentions in various newsletters on campus, Dean’s Get mentions in various newsletters on campus, Dean’s

calendar, etc..calendar, etc..

• Guest spots on radioGuest spots on radio– Night show on local station, etc..Night show on local station, etc..

• Listings on MarqueesListings on Marquees– Maybe not likely at your university, but never knowMaybe not likely at your university, but never know

Publicize• Invite the mediaInvite the media

– Is the event newsworthy? How can you make it Is the event newsworthy? How can you make it newsworthynewsworthy

– Press releases to news media, follow-up with phone Press releases to news media, follow-up with phone callcall

– Be prepared with media kitsBe prepared with media kits• History, pics (color copies, also on disk), brochure, History, pics (color copies, also on disk), brochure,

other articles writtenother articles written

– Have one person identified on event day to be the Have one person identified on event day to be the media liaisonmedia liaison

Planning Event• Select LocationSelect Location• Set the agendaSet the agenda

– Setup / TeardownSetup / Teardown– Welcome / announcementsWelcome / announcements– SpeakersSpeakers– EntertainmentEntertainment

• Plan food and beveragePlan food and beverage– ThemeTheme– Tables, chairs, linensTables, chairs, linens– Liquor licenseLiquor license

Other Details• Permits for tents / raffle ticketsPermits for tents / raffle tickets• StaffingStaffing• ParkingParking• Signs / decorationsSigns / decorations• Registration table / greetersRegistration table / greeters• GiveawaysGiveaways• BannersBanners• BalloonsBalloons• Coat roomCoat room• AV equipmentAV equipment• Video tape / photographerVideo tape / photographer

Communicate• Make sure the chapter knows everything there is Make sure the chapter knows everything there is

about the eventabout the event• Create communication materialsCreate communication materials

– Press kits, program, brochures, slide show, displays, Press kits, program, brochures, slide show, displays, literature packetsliterature packets

Evaluate Results• Did your targeted audience turn out?Did your targeted audience turn out?• Did you meet your goals?Did you meet your goals?• Do a post-evaluation with event planning teamDo a post-evaluation with event planning team

Don’t Forget Post-Event Publicity

• Place articles / photos in newslettersPlace articles / photos in newsletters• Video tape your eventVideo tape your event• Send out post-event news releasesSend out post-event news releases• Send thank you notes to appear in the local Send thank you notes to appear in the local

newspapers Letters to the Editornewspapers Letters to the Editor

Recommended P.O.A.• P.O.A. means Plan of ActionP.O.A. means Plan of Action• I recommend to begin planning an event no less I recommend to begin planning an event no less

than 4 months outthan 4 months out• The farther out, the less stress at crunch timeThe farther out, the less stress at crunch time

4 Months Out• Appoint a chairman and/or committeeAppoint a chairman and/or committee• Establish responsibilitiesEstablish responsibilities• Reserve site and entertainmentReserve site and entertainment• Potential sponsorsPotential sponsors• Timeline and materials listTimeline and materials list

2 & 3 Months Out• Develop and print flyers, brochures, posters, Develop and print flyers, brochures, posters,

press information, etc…press information, etc…• Distribution plan for promotional materialsDistribution plan for promotional materials• Develop sponsor packetsDevelop sponsor packets• Train members of how to approach sponsorTrain members of how to approach sponsor• Begin media and sponsor contactBegin media and sponsor contact

1 Month Out• Any advertisingAny advertising• V.I.P. invitesV.I.P. invites• Personal calls to sponsorsPersonal calls to sponsors• Assign jobs for event dayAssign jobs for event day

2 Weeks Out• List of donors for promotionList of donors for promotion• Letter to sponsors confirming donationLetter to sponsors confirming donation• Display material for sponsorsDisplay material for sponsors

One Week Out• Double check everythingDouble check everything• Go over event day duties with each personGo over event day duties with each person• Have your event day plan documented and easily Have your event day plan documented and easily

readable readable • Double check with any media about detailsDouble check with any media about details

Day of the Event• Make list for setup and tear downMake list for setup and tear down• Have at least one “wingman”Have at least one “wingman”• Have a cell phone and/or walkiesHave a cell phone and/or walkies• Goal is to do all the work before hand and just Goal is to do all the work before hand and just

watch the event happen. Your job is to put out watch the event happen. Your job is to put out little fires here and therelittle fires here and there

Post Event• Immediately evaluate the eventImmediately evaluate the event• Do post-event pressDo post-event press

– Send releasesSend releases– Letters to editor thanking sponsorsLetters to editor thanking sponsors– Mentions in newsletters (w/photos)Mentions in newsletters (w/photos)– Flyers in organization boxesFlyers in organization boxes

• Thank you notes to everyone! Participants, sponsors, Thank you notes to everyone! Participants, sponsors, media, etc…media, etc…

• Evaluate the resultsEvaluate the results

And Don’t Forget

This is supposed to be fun!!This is supposed to be fun!!