CAMPUS EVENT PLANNING

Angela Gray-Girton Associate Director for Faith & Justice

Dustin Thomas LewisAssociate Director for Student Involvement

Overview of Today1. Welcome & Introductions

2. Brainstorming: Initial Event Idea

3. Logistics: Planning Stages

4. Implementation: Hosting a Program

5. Review: Post-Event Wrap-Up

BrainstormingACTIVITY

• Pick An Organization• Notecard Ideas• Star Endorsements• Focus Your Ideas

Brainstorming

Where do ideas come from?

What inspires ideas for your organization?

Brainstorming

MembersOther OrganizationsFacebookTwitter

FriendsStudents at other schoolNews stories

TelevisionClassGoogle

National OrganizationProfessors

Mentors

Coaches

ImaginationVolunteer Organizations

Barbara Walters

High School

Collaborations

Pope Francis

Buzzfeed

Instagram

PURPOSE

Brainstorming

PURPOSENeeds Wants

BrainstormingFiltering Questions

1. Would at least 50-100 students be interested in this event?

2. Would students leave their halls in rain or snow to come to this event?

3. Is this an event that our organization can do best? If others can do it better, shouldn’t we let them?

Brainstorming

Now that you have an idea… let’s talk about stakeholders

in your event.

BrainstormingStakeholders

• Who has an interest in planning?

• Who is affected?• From whom do I need to

gain interest and buy-in?

Brainstorming

How does knowing your stakeholders inform the way in which you plan

your events?

LogisticsDetails

• Date• What else is happening

• Time• Who do we want to go

• Location• What space do we need

LogisticsVendors

1. Determine your needs2. Identify Vendor Options3. Discuss Expectations

Technical/Space Needs?

4. Negotiate Price5. Advisor signs the contract

LogisticsBudget

• What portion of your total budget does this event get?

• What are the expenses that are anticipated for this event?

• What revenue or income is possible?

LogisticsReserving Space

• Indoor Campus Events contact sheet

• Online Request System• OrgSync Reservations• Outdoor Space• Fenwick Atrium

LogisticsPromoting

• What are your best practices for Promoting?• Timeline?• Locations?• Creativity?• Chalking & Signs?

LogisticsIdentifying Risks

• Physical Risks• Reputational Risks• Emotional Risks• Financial Risks• Facility Risks

LogisticsRisk Assessment

• Likelihood vs Impact LevelImpact Levels

Likeliness Insignificant Moderate Major CatastrophicNot Likely Low Medium Medium HighProbable Low Medium High ExtremeFrequent Medium High High Extreme

Logistics

Mitigating Risks• Risk Avoidance• Risk Reduction• Risk Transfer• Risk Retention

LogisticsManaging Volunteers

• What roles are critical?• What roles are secondary?• What responsibilities can

be delegated out to others and what does an event manager need to retain?

ImplementationManaging Crowds

• Planning ahead• Giving clear directions• Utilizing/Making boundaries• Keeping your volunteers in

their assignments• Calling for reinforcements

ImplementationManaging Emergencies

• First Call: XUPD• Second “Call”: Advisor• Third “Call”: Student

Involvement

ImplementationManaging Emergencies

EvaluationEvaluating

• Why do we evaluate?• How does assessing our

event help us for the future?

WHAT IS THE POINT?

EvaluationReviewing the Event

• Attendance?• Budget?• Success?• Accomplished goals?• Should you plan this again?

Questions?