Event planner’s checklist This Leadership Resource Sheet will • plan and implement an event
Know your event Select your planning team The size and scope of your event will help First things first Use the following questions to help your- •Is your event: – open to the public or exclusively for | Organizing is what you do before you do something, so that when you do it, it’s not all mixed up. —A.A. MILNE When you’re organizing an event, it can be tough to think of everything – in fact, you probably won’t! However, this resource sheet should give you an overview of some of the most common things event planners need to consider and can be used to help you prioritize your planning team’s tasks. Timelines indicated below are suggestions only and may need to be adjusted based on the scope of your event. If you’re unsure of an appropriate timeline, the Leadership & Involvement office can assist you with planning one – contact us! | |
Use your answers to the above questions along with any direction you have from your group or Club Executive to create event goals. Goals will make decision- making and planning priorities clearTwo months before the event Logistics Determine your event date. Think about your target audience – what else will they be doing? Avoid choosing a date that will conflict with popular campus events such as Storm the Wall, or that will conflict with the academic schedule. Develop a budget. Your budget should be feasible. Include expenses, anticipated revenue, sponsorship, and any donations in kind. The event budget should be ap- proved by the sponsoring organization. Estimate your attendance. Be realistic. Consider minimum attendance required for the event to run, maximum event capacity, and try to use past event atten- dance to project your numbers. Choose a facility based on your budget,
| Marketing campaign Develop a marketing strategy. Create a visual image Draft posters, handbills, banners, etc. Contact printing companies, Keep the event website up-to-date Human resources |
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Circulate a contact list (name, responsibilities, email, phone, etc.) to all planning team members. Ensure that all planning team members are informed about the commitment.Guests (keynotes, bands, VIPs, etc.)Book guests, performers, and keynotes.If you’re inviting a speaker or entertainer to your event, the earlier you research and book, the better! Usually, you’ll want to know your event date, theme, and venue before contacting a guest. Depending on how important the guest is to the functioning of your event (for example, the speaker at a lecture series!), you may need to let your guest’s schedule determine your event date.Request a quote from all guests you will need to contract. If a guest is not contracted, it’s still a good idea to have the arrangement in writing to help avoid any miscommunication. Six weeks before the event Finalize an event schedule. Start by breaking Marketing campaign • Ensure that marketing resources are Human resources Revisit the goals for your event. Is your One month before Marketing campaign Implement your promotions campaign. | Schedule volunteers to sell tickets, hand out fl yers, and staff information booths in high traffi c locations like the sub or your faculty building. Be sure to check with sac, the dean’s offi ce, or the appropriate building administration to book time and verify promotion rules. Classroom announcements can be very successful at ubc. A quick way to do this is to ask members of your club or committee to make an announcement in each of their classes. Be sure that your announcers know to get the permission of the instructor fi rst. Licensed events If you’re having a licensed event at the University, you need to obtain a Special Occasion Permit and a liquor license from the rcmp. Before the rcmp will issue a permit, you need to have permission from the University. Contact Classroom Services to arrange an appointment to discuss your event.CateringContact catering companies. Check with your venue to see if they have required or preferred caterers. Consider dietary needs. Will you have a selection of alternative options for dietary needs (vegan, vegetarian, lactose-free, etc.)?Two weeks before the event LogisticsConfirm venue, catering, keynote speakers, guests, bands, the dj, or any other service or individual you’ve contracted. Check to ensure that you have enough help. Are all the volunteer roles covered? Have you allocated enough help for each task? As the organizer, it’s usually a good idea to leave yourself out of the task list as much as possible. Week of the event • Prepare event signage. | Day before the event • Have a brief check-in meeting with Day of the event • Arrive early. Double check that tables, After the event • Plan a volunteer or planning team thank
For more information, contact us: UBC Leadership & Involvement |
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