Event Planning

Pre- Event: Logistics and Budgeting

PRE-EVENT

Staying Organized• In planning your event, abide by the

Checklist!– Stay connected with supervisors– Keep your timeframe at the forefront– Ensure everything you plan relates back

to benefiting your attendees

Trello Card• Create a Trello card• Include:– Date and time– Location– Important updates

for office visitors

Confirmations• Food/Drink Set-up

• Room Set-up

• Room Capacity

• Supervisors and Staff should be on the same page!

• Cancellations and Booking through Event Management

Agenda• Learning Outcomes/Goals–What will students get out of this event?–Why should they attend this event?

• Schedule of Event– Half-hour to hour long blocks– Set-up and break down timeframe

• Collaboration– Departments, Vendors, Building Staff

Advertising• Social Media– Facebook Events– Twitter

• JMU-specific Advertisements–Mass E-mail– Table Tents– Calendar– OCL Homepage– Posters on Campus

Optional Advertising• Banners– Engage your Creativity– Use the Clubhouse– Reserve space on campus– Submit Requests early

• Chalking

Finalizing• Once you have created your agenda

and followed the checklist for planning your event, work within your budget to make this your best event!

• Communicate with Supervisors• Keep your Learning Goals/Objectives

in Mind!

What is a Budget?• Expectations– You’ll be given a set amount of money

for each event to work within– All expenses for your event must be

paid for using this budget• Tools for building– Excel Spreadsheets– Communication through Trello– Communication with your supervisors

Common Issues• Miscommunication– Vendors– Team Members–Make sure everyone is on the same

page!• Cancellations/Over Booking– Try to plan for back-up vendors with

similar costs or emergency funds if last minute changes must be made

Your TurnYour first event of the semester is just around the corner! You will be planning the Roommate Mixer for the end of the semester. Given the estimated audience size and budget provided, plan your event to include light refreshments and some giveaways.

* All food must be provided through Aramark/JMU Dining Services.

• Event Title: Roommate Mixer• Audience Size: 60 students• Budget: $200

Minute 3• Problem #1: Your supervisor has

calculated the receipts from the last event, and there are some errors in their budget. Since that team went over, she has to take money from your budget to balance out the month. Your new budget is $165.

Minute 7• Problem #2: After advertising on

Facebook and through JMU, you realize more students might show up than originally expected. How would you account for the extra guests and possible shortage of resources?

Wrap Up• What did you learn from this activity?• What was the most challenging

aspect?• Do you think you could put one of

these together for a similar event through OCL?

Reminders• Always aim for being UNDER budget– Your overages affect other events!

• Be sure to get final approval from supervisors before committing to your budget and vendor prices

Pre- Event Communication• Vendor Communication – Timely – Organized– Consistent

• Attendee Communication– Prompt responses – Reminders

EVENT

Event Communication• Employee Communication

• Vendor Communication

Event Execution

Before Event Begins• Arrive early• Walk through the event space• Clarify with staff of your reservation there.• Unpack equipment and supplies • Inspect shipped food/materials • Set up registration area.• Make sure that signs are posted • Check with volunteers to make sure all

tasks are covered

During the event• Greet guests Direct them to where they need

to go.• Report any problems to your supervisor.• Check refreshments and supplies constantly.• Cater to guest needs or wants.

POST-EVENT

Post Event• Clean up the venue completely. • Be the last one there returning space the

way you received it.• Answer any questions clients or volunteers

have for you.

Scenarios• Please take the time to read the

scenario issued out to your group. Brainstorm different ways you would handle this situation and be prepared to share with the rest of the training group!

Wrap Up• What are some important take aways

from this activity?• What were some challenges you

faced when executing the event?• Do you feel confident enough to run

an event of your own after receiving this training?

POST-EVENT

Follow Up• How did the execution stage of the

event go?

• What should be changed?

• Contact the vendor

Survey the Participants • Record names and emails• Mass email all attendees

1) Did the event help you to find housing, a roommate, etc. 2) What did you learn through this event?3) What did you enjoy about this event? 4) What resources or knowledge could OCL provide to make your experience better next time? 5) What did you dislike about the event?

Survey the Vendors1. How was the communication with

OCL employees prior to the event?2. Were event expectations clearly

explained?3. What did you expect from the

event?4. Were your expectations met?5. How would you improve future

events?6. Other comments:

Meet With Your Supervisor• Record strengths and weaknesses

during event• Schedule a meeting with your

supervisor 1-3 after event• Discuss strengths, weaknesses and

planning a future event

Thank the Vendor• Maintain the OCL relationship!• Formal Business Letter• Should be set up 1-3 days after event

Formal Letter ExampleOff Campus LifeFestival Conference & Student CenterHarrisonburg, VA 22801

November 12, 2013

Stonegate Apartments1820 Putter CourtHarrisonburg, VA 22801

Dear Ms. Jones,

Thank you for helping to create a successful event with the OCL Team! We appreciate your continued support as we help our students find the perfect match as they look for off campus housing. We hope to work with you in the future.

Sincerely,

Off Campus Life

Activity You are preparing for your meeting with your supervisor after The Off Campus Housing Fair in Festival Ballroom. You remember some things did not go as planned and you want to fix these problems for future events. Read each scenario question below and choose the option that addresses the situation

ActivityScenario 1: One of the vendors did not have a table to display their business, what should you have done in this situation?  A) Ask the Festival coordinator if you can borrow another tableB) Apologize to the vendor and ask them to politely leaveC) Ask them to stand without a table Scenario 2: One vendor does not show up, how should you contact them? Write a formal business letter politely reminding them to contact OCL before the event about their absence Write a formal business letter telling them OCL will no longer with themDo not contact them Scenario 3: An attendee has a horrible experience at an event, how do you handle this?  A) Apologize, present them with “give-aways” from vendors and follow up with an email apologizing againB) Ask them to leaveC) Ignore them Scenario 4: You want to thank the vendor. How do you do this professionally?A) Send them a formal business thanking them professionallyB) Thank them in person after the eventC) Do not thank them