Program Logistics
Here are some things to consider when planning an event:
Date
- Find a convenient date.
- Consult with coordinator, the academic calendar and other student
organization event calendars. Make sure you aren’t putting your event up
against a major campus event or scheduling it during the height of
midterms, when your attendance is not likely to be as large as you’d
like.
- Check on facility availability before the date is confirmed.
Location
- Project the attendance to determine how much space you be needed.
- Determine the program needs (chairs, tables, lighting, sounds,
stage, podium, etc).
- Make sure to follow the appropriate procedure for reserving space
on campus.
Time
- Select a convenient time for target audience.
- Vary your event times in order to reach all of your residents.
Budget
- Project all expenses and income sources (sounds, security, food,
travel, etc).
- Brainstorm additional funding sources (even if you do not need
financial contributions from another organization, a cosponsorship will
help with staffing the event and drawing a larger audience).
- Keep track of expenses, save receipts, and stay on budget.
Entertainment
- Determine the type of entertainment is needed to meet your goals.
- Research local, regional and national possibilities.
- Contract and negotiate a price (with assistance from your
coordinator).
Food
- Determine food needs and budget.
- Make appropriate arrangements.
Publicity
- Design publicity strategies for targeted audiences.
- Be creative and design your promotion to fit with the style and
theme of the program.
- Put publicity up in ample time for people to plan ahead.
- Do several rounds of event promotion to keep things interesting.
- Make publicity neat and accurate. Be sure to proof your publicity
before printing it!
Other things to consider
- Think about your program from beginning to end to determine other
needs.
- Additional possibilities include travel arrangements, lodging,
postage, decorations, cleanup, security and volunteers.