Event Planning: A Comprehensive Guide for Successful and Memorable Events, Lecture notes of History

Download Event Planning: A Comprehensive Guide for Successful and Memorable Events and more Lecture notes History in PDF only on Docsity! EVENT PLANNING So, you’re going to plan a big event, but you don’t know where to start. Don’t panic. This information is designed to help you through this process and smooth out the rough spots of planning and preparing for a successful and memorable event. The first step is to determine why you are putting on the event. Some questions that may help you clarify what you are doing and why include:  What do you want to achieve by having this program?  What are your organizational goals and how will this event help you meet them?  What do you, as the planners, want to get out of this experience?  Is there a current need or an interest in this program area?  Are other similar programs being offered?  Has a similar event been held in the past?  What was the response?  Are your members enthusiastic about organizing this event?  Is organizing this program worth your members’ time?  Is there enough time to thoroughly organize, publicize and promote the program so that it will be successful? Once you have satisfactorily answered these questions, planning the program is really quite easy if you follow these five simple steps:  Identify Needs  Develop Program Goals and Objectives  Organize Program Plans  Implement Plans  Evaluate the Event IDENTIFY NEEDS Who is the audience and what does the audience want to see or experience with this kind of program? What are the audiences’ needs? What method of assessment will you use to determine this (e.g., word of mouth, surveys or a suggestion box)? How big do you want this program to be? Does the type of event you’re planning limit the audience size? If so, how will you determine who can attend? DEVELOP PROGRAM GOALS AND OBJECTIVES After you have identified your program’s audience and needs, which ones do you want to have your event address? Define specifically what you want the participants to learn or experience from the program. This will be the goal of your program or event. Brainstorm Brainstorm the type of program and possible themes that will match your goals. Examples: speaker, film, dance, fund-raisers, trip, festival, athletic event, recreation, tournament, quiz bowl contests. EVENT PLANNING Be clear about the kind of program you are planning, (e.g., social, cultural, educational or a fundraiser). Identify other resources to help you when and where necessary. ORGANIZE PROGRAM PLANS What do you specifically need to do to accomplish your objectives? When do you want to hold this event? Be sure to consider whether or not you have enough time to make all the necessary arrangements and whether or not your members will be able to complete all of their tasks. Many program planners find it helpful to make a time line working in reverse; start at the day of the event and fill in publicity deadlines, facility agreements, etc. This can help you see if you are being realistic or if you are setting yourself up to be unable to meet your obligations. Getting everything down on paper is an arduous process but it can be very rewarding and a great learning experience. It will give you a tremendous sense of accomplishment. For many, this process is as rewarding as the program itself. The Director of Student Activities and Leadership Center can assist you with the process. Scheduling Facilities Where and when you hold your program is very important. Pick a date • Consult the academic calendar. • Find a convenient day for members. • Check on facility availability. Choose a location • Project attendance. • Determine the program needs – chairs, tables, lighting, sound, stage, open space, cooking area, ticket booths. Decide on a time Determine a convenient time for targeted audience. For example, commuter students are on campus during the day, so plan a time between day classes for a program. Do not plan a program when major organizations have standing meetings. See the University Scheduling Center section for more information. Establish A Budget How much money do you have to work with? Will revenues need to be generated? What kind of resources do you have at your disposal to raise money and/or cover costs? If you plan on charging admission it is important to consider what costs you anticipate this fee will cover as well as how much you can reasonably expect participants to pay. Other questions to address are: Will there be a reduced rate for early registration? Will students be charged less than faculty, staff and community participants? Will tickets/registration be taken at the event or beforehand?