White Brown Geometric Modern Thesis Defense Presentation

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Event

Planning
What is an Event Planning?
Event planning is the process of managing a project
such as a meeting, convention, tradeshow,
ceremony, team building activity, and party. Event
planning includes budgeting, establishing timelines,
selecting and reserving the event sites, acquiring
permits, planning food, coordinating transportation,
developing a theme, arranging for activities,
selecting speakers and keynotes, arranging for
equipment and facilities, managing risk, and
developing contingency plans.
4 Steps in Planning a Successful
Event:

Step 1: Research
Step 2: Plan
Step 3: Execute
Step 4: Evaluate
Step 1: Research
• What?
• Who?

Where?
• When?
Step 1:
What? Who?
Research Where? When?
– The Purpose - The Guests  - The Location  – The Date / Time

• What is the • Who is the • Where should • Is my event


purpose for the event for?  this event be time sensitive?
event?  • How many held?  
• Why do I want people do you • When do I • What time of
to have the expect? want this event day do I want
event? to happen? the event?
• How am I • What time • What time
going to meet during the day? of year do I
want the
Helpful tips for researching :
• START PLANNING EARLY!
• “The way to do things is to begin.” by Horace Greenley
• Be flexible with dates and times when looking for
locations! Come up with at least 3 alternate dates and times.
• When setting the date/time, be mindful of other events that
might be going on that could possibly interfere with your
event.
Step 2: Plan
• What?
• Who?

Where?
• How?
Step 2: Plan

What? - The Budget 


• What is my budget for this event? 
• What do I expect to be my biggest expenses? 
• How am I going to allocate my money? 
• How much am I wanting to spend in each area?

Who? – The Committee


• Who is willing to help plan the event? 
• What are his/her talents?
• How can we break down the event planning process? 
• What areas would my volunteers be the most useful in?
Where? – The Location
• Is it available on my ideal date/time?
• Is it big enough for my anticipated guest count? 
• What is the cost?
• Can the room be set up how I want/need for it to be? 
• Do I have any audio/visual needs? If so, how can the location work with me on that?

• Do I need catering? If so, does the location offer a catering service? Or allow outside
vendors? What about set up and/or clean up?
How? – The Advertising 
• How will I attract my target market? 
• What types of advertising should I do?
• Where should I advertise?
Helpful tips for
• Get 3planning : when looking at vendors. This will help
price quotes
you find the best deal.
• Always have a back-up plan. Prepare for the worst.
• Keep others involved in the process. They might think of
something that you didn’t!
• After finding an officer or member to be a committee chair,
have the other members choose a committee to help with!
Planning an event can be a great team building activity!
Step 3: Execute
• Who needs to arrive early? 
• When will they need to arrive? 
• Where are they going to be
stationed? 
• What will they be doing during the
event?
Helpful tips for
executing :
• PAY ATTENTION TO DETAIL! This is where
your committee members will be very useful.
• Make sure you have a group of members willing to
help set up and/or clean up the event if necessary.
Step 4: Evaluate
• Who helped make the event a success? 
• When did you see any issues? 
• What are some ways to improve the event
for next year?
• How could you enhance your budget?
Helpful tips for
evaluating :
• Make a binder for the event planning process.
• Keep notes as you call vendors. Hang on to business cards, or write down
websites and contact persons.
• After the event, plan a time to debrief with members. Talk about what worked
and what didn’t. Come up with alternate solutions and ideas to improve the
event for next year. 
• Look at what ways you could enhance the budget for next time? Too much or
too little food? Could the event be held at a cheaper location?
Helpful tips for
evaluating :
• How effective was your advertising? Ask guests how they found out about the
event.
• Touch base with guests after the event and see what suggestions they have.
• Write down everything from the debriefing meeting and put it in the binder.
Share the binder with other officers or future officers.
• Keep up a good reputation with your vendors. Write thank you notes! Help
clean up after yourself even if you don’t have to.
REFLECTION
- Have you had a good or bad experience with
research, planning, executing, or evaluating that you want to
share?
- Do you have any tips or advice for others?
- Have you had or been to an event that was really
good or really bad? What made it that way?
Planning
• http://osa.uark.edu • Fayetteville Resource Guide
• Event Planning Workbook • Local Event Venues
• Building Reservation Guide • Publicity Checklist
• Campus Resource Guide • Campus Bulletin Board Posting
Guide

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