After the ApplauseAfter the Applause

HOW DID THEY PULL THAT HOW DID THEY PULL THAT OFFOFF

Selecting an EventSelecting an Event

• 1.1. What is the purpose of the event?What is the purpose of the event?

• 2.2. What are your desired outcomes?What are your desired outcomes?

• 3.3. What other campus/communityWhat other campus/community

organizations are co-sponsoring.organizations are co-sponsoring.

• 4.4. Determine your audience. Determine your audience.

Event Check listEvent Check listSix weeks before the event Six weeks before the event

– Reserve facilityReserve facility– Form CommitteeForm Committee– Coordinate Physical set upCoordinate Physical set up– Arrange for equipment Arrange for equipment – Execute contract /contract rider Execute contract /contract rider – Determine BudgetDetermine Budget– Determine Publicity methods Determine Publicity methods

PublicityPublicity- Five weeks before event - Five weeks before event

• Design theme, text, and methodsDesign theme, text, and methods– Posters – 11 x 17 - Two weeksPosters – 11 x 17 - Two weeks– Flyers – 8-1/2 x 11 – two weeksFlyers – 8-1/2 x 11 – two weeks– Buttons – Three weeksButtons – Three weeks– Handbills – Two weeks to 10 days Handbills – Two weeks to 10 days – Target audiences letter/inviteTarget audiences letter/invite– Order tickets – Two to Three weeks Order tickets – Two to Three weeks – DSN – 48 hoursDSN – 48 hours– Tribune Announcements – 48 hours Tribune Announcements – 48 hours – Meet with college Public Relations Meet with college Public Relations

Marketing/PromotionsMarketing/PromotionsFour Weeks before event Four Weeks before event

• T- shirtsT- shirts

• FrisbeesFrisbees

• Key chainsKey chains

• BookmarksBookmarks

• BannersBanners

• GiveawaysGiveaways

• Books Books

PublicityPublicityFour weeks before the eventFour weeks before the event

• Distribute PostersDistribute Posters

• Send Press releasesSend Press releases

• Send DSN and Tribune Send DSN and Tribune AnnouncementAnnouncement

• Send Direct mail announcementsSend Direct mail announcements

Program Content – Three Program Content – Three weeks before the Event weeks before the Event

• Develop Printed ProgramDevelop Printed Program

• Assign Speakers for Introductions, Assign Speakers for Introductions, closingclosing

• Recruit volunteer for ushers, box office Recruit volunteer for ushers, box office book sales, book sales,

• Request Checks, petty cash, Request Checks, petty cash,

• Order cash boxesOrder cash boxes

• Order foodOrder food

Two Weeks before the eventTwo Weeks before the event

• Promotions, Promotions, PromotionsPromotions, Promotions, Promotions• Resend all Press Release, Tribunes, DSNResend all Press Release, Tribunes, DSN• Arrange for interviews, newspaper, TV, Arrange for interviews, newspaper, TV,

RadioRadio• Printed program to PrintPrinted program to Print• Develop script for content and set up Develop script for content and set up

rehearsal time. rehearsal time. • Order radios and/or securityOrder radios and/or security

One Week Before the eventOne Week Before the event

• RecheckRecheckFacility and Physical Set upFacility and Physical Set upCheck RequestCheck RequestTechnical needsTechnical needsLodging for performers Lodging for performers Volunteer OrientationVolunteer OrientationTicket SalesTicket SalesFood Food Transportation for guest Transportation for guest

Day of the EventDay of the Event

Pick up cash Boxes/Tickets Pick up cash Boxes/Tickets

Pick up performers checkPick up performers check

Pick up ProgramsPick up Programs

Sound and equipment checksSound and equipment checks

Water for podiumWater for podium

Flash lights if needed for seatingFlash lights if needed for seating

After the ApplauseAfter the Applause

• Evaluate the eventEvaluate the event

• Send Thank you notesSend Thank you notes

• Reconcile ticketsReconcile tickets

• Return radios, easels, etc. Return radios, easels, etc.

• Reconcile budgetReconcile budget