Overview of event planning
Tips on Planning a Successful Event at GW
When your organization decides to hold an event it is very important to consider all of the necessary steps needed to ensure the success of your program. Planning any event can be a tedious process if you aren't well organized. Your organization needs to be well prepared to deal with both large and small as well as any unexpected issues that may pop up along the way. The following is a guide to help serve you in your preparation of a sponsored event.
There are five steps to successful program planning:
1. Assess the Needs
2. Develop Goals and Objectives
3. Organize the Program Plans
4. Implement the Program
5. Evaluate the Program
Assess the Needs
Who is the audience and what knowledge do they have of this type of program?
What are the audience's needs?
How big do you want this event to be?
Does the type of event you are planning limit the audience size? If so, how will you determine who can attend and who can not?
Develop Program Goals and Objectives
Before determining the type of event your group will sponsor, first it will be necessary to set goals for the program.
Do you want to sponsor an event on your own or cosponsor it with another campus group?
Do you wish to raise money, simply sponsor an event without much, concern over the profit/loss, or do you wish to just "break even?"
What is the purpose of the program?
Who is your target audience?
Organize your 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 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. It will also be a good way to leave a paper trail for future members in your organization after you graduated. Also, it is a good idea to check with your SAC Advisor. Your advisor has the important dates of holidays, events, etc., and you may not want your event to conflict with any of these dates or events.
Scheduling Activities
Where you hold your program is very important. Facilities can determine audience size, date and time. It can set the mood -- formal, informal, workshop, or auditorium style. Some facilities must be scheduled months in advance. Be sure to put space on hold if you are planning to have a big event during the semester or year. Consult the Marvin Center and your SAC Advisor to help you select the most appropriate venue for your event.
Setting a Budget
How much money do you have to work with?
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 many participants are willing to pay. You will need to find out how much money your organization has and get approval from Student Association and the Principal Accounts Clerk through the EAF process.
Publicity
There are many different ways to publicize an event- posters, flyers, banners, newspaper ads, public service announcements. Consult the Advertising section of this guide for policies and resources.
Follow Up
To create the praise one desires after the successful completion of a program, the committee members must follow through in every aspect. A things-to-do list will certainly help insure a thorough follow-up. Your list may include:
returning borrowed or rented equipment
clipping newspaper articles
evaluating the program with committee members
paying all invoices
congratulating and thanking committee members
preparing a program report
sending reviews and news articles to special guest, speaker, and entertainers
Saying Thank You
The thank you is one of the most important aspects of planning successful programs. People who have given their time, talent, energy, or money like to know if their efforts have been appreciated. As a result of being thoughtful, next year's committee will be grateful because it will receive a positive response when recontacting some of these same individuals.
A list of names of everyone who has contributed in some manner to help the committee do its job should be kept as one plans, organizes and presents the program. Cards or letters are greatly appreciated by those who assisted in the successful planning of an event. Don't forget: if there is a printed program, their names could be included as another means of recognition.
General Tips
In the ideal program, everything runs so smoothly that the participants may see the little evidence of pre-planning or behind the scenes work.
Do not compromise on details or settle for second best.
Do not assume anything or allow situations to continue that make you uncertain or nervous. Meet all problems head-on, sensitively and firmly.
People support what they help create -- so involve as many people as meaningfully as possible in the planning process.
Usually something goes wrong -- but seldom horribly -- if you are properly prepared and avoid panicking, most any problem can be solved.
Expect the unexpected.
