Event Planning
Questions to consider:
- What is the event you are planning?
- Can your organization afford this event?
- When do you want to have your event?
- Where do you want to have your event?
- Have you agreed on a date and time?
- Will you be serving food?
- What is your inclement weather plan if your event is outdoors?
- What kind of accommodations do you need to make for your speaker/entertainer?
- What kind of equipment/set-up will be needed?
- How are you going to publicize and where?
- How much time do you have before the event?
- What are your human resources?
- How will you evaluate your program?
- What is the event you are planning?
- What do you want to accomplish with the event?
- What goals for your organization are you reaching by hosting
this event?
- Who is the target audience?
- Will students outside your organization be interested?
- Have other students expressed interest in your topic?
- Is there another
group which has similar goals and could collaborate with you
to sponsor the event?
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- Can your organization afford this event?
- When do you want to have your event?
- Check master
calendar for possible time conflicts:
- Are there a lot of activities
that day/week?
- Has there been/will there
be a similar activity around that time?
- When will your event gather
the largest attendance possible to be successful?
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- Where do you want to have your event?
- Have you agreed on a date and time?
- When will your organization members
be able to attend?
- Is this a busy time for students?
- Will there be many students around
at this time?
- How much time do you need before
the event to prepare/publicize/raise money? (See Backwards Planning)
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- Will you be serving food?
- What food do you want?
- How much will this cost?
- Have you made arrangements with
Sodexho?
- If you are going off campus, how
are you going to pay for it? How will everyone get there?
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- What is your inclement weather plan if your event
is outdoors?
- Will you reschedule or have an
alternate site?
- Have you included inclement weather
plans on your publicity?
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- What kind of accommodations do you need to make
for your speaker/entertainer?
- Is there a contract?
- Lodging?
- Transportation?
- Food?
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- What kind of equipment/set-up will be needed?
- How are you going to publicize and where?
- How much time do you have before the event?
- Are key responsibilities set on a timeline?
- Use backwards planning:
- Make a list of everything that needs to be
completed
- Start with the event date on a calendar
- Begin planning with the last thing that needs
to be done, and write that on the appropriate deadline
- Repeat with each thing on your list in reverse
order
- Also, remember to include timelines for each
list item; for example, look at the date publicity needs to
be up and create a timeline for when the design needs to be
done, when flyers should be printed and posters created, and
finally when publicity should be hung
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- What are your Human Resources?
- Assess group member's skills/interests-who will
do what?
- Will outside help be needed?
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- How will you evaluate your
program?
- In what ways was your program successful?
- Not successful?
- Did you meet your goals?
- Was your event well planned and well executed?
- Were there any problems that could be avoided
at the next event?
- Was your publicity effective?
- What was the response of attendees? (Did they
like it? Were there any suggestions for improvement or change?)
- Was there too little/too much food?
- Was the location good?
- Did the time fit the event? (Should it be held
earlier, later, on a different day? for different attendance results?)
- Would you bring back this presenter?
- What's next?
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