Make sure the members of the club or organization are involved in deciding on sponsoring an event. If they feel a sense of ownership for the event they will be more likely to follow through and participate in all the planning details. Remember, one person can't do it alone!
See a staff member in the Center for Student Leadership Involvement & Service early and often. Your own club advisor's knowledge of and contacts at the University and in the community can also be invaluable as you plan the event. You may want to ask them to become a working member of the planning group
Make sure to fill out all the proper forms, get signatures, and generally be nice to the people you need to work with.
Confirm all arrangements with critical people once if not twice. Make sure there has been clear communication with everyone (especially the performer) whose talents or help is needed before, during or after the event. Phone call reminders to volunteers are very useful in making sure they know where to be, when, and what to do.
Plan far in advance (at least five weeks). Leave plenty of time to develop, produce, and distribute your publicity materials. Use banners, flyers, press releases, ads, and especially word of mouth. Create excitement, not just an event!
Create a Plan of Action
First, select the date, as it's one of the most important decisions. Choose one and an alternative, then check with CSLIS staff or the Conferences, Events & Catering to find out what else is going on at SSU on those days. Are there any conflicts with other events planned for the same day or week? Are there religious or cultural holidays, midterms, finals, semester breaks? Check the school calendar, community calendar, athletic schedules and holidays. Be sure to take weather into consideration if the club is planning an outdoor event.
Reserve a venue as soon as you have chosen a date. The few room and performance spaces at SSU are in extremely high demand, so do this immediately, at once and without delay! You may need to reschedule the event depending on room availability.
Brainstorm all the specific tasks that need to be accomplished before, during and after the event. Create a checklist of jobs, including getting the needed supplies (such as media equipment, cash boxes, decorations), accounting and bill paying, event coordination, etc. Actually check off each item as things get done.
Develop a timeline detailing what needs to be done when and by who (if you can, permanently post this and the checklist where club members can see them). Base the schedule on what works best for your volunteer crew. Count back from the selected date to set deadlines (see the Event Planning Timeline below). This tells you whether there is enough time to do all that has to be accomplished prior to the event.
Do all the necessary paperwork (for space reservations, permits, etc.), get signatures, permit forms for adherence to campus policy guidelines. Some events that appeal to the organization may be prohibited by campus/system policies or have very specific guidelines for implementation. Timely advice on campus policy and procedures and completion of necessary paperwork for approvals and permits will help you to avoid frustration and delays later on.
Get the word out! Read the page on publicity. Starting at least five weeks before your event, develop, produce, and distribute your publicity materials. Cover all the bases (radio, print media, flyers, banners, campus papers, newsletters, etc.). Also, ask club members to tell their friends about the event -- word of mouth is important!
Don't try to do it all yourself! Motivate others to become involved in working on the event, then delegate, delegate, delegate! Use those talented individuals and subcommittees. Recruit volunteers early so you won't be scrambling as the event date looms. Be sure you have enough people to fill specific assignments without over-assigning any one person. Consider joining forces with another campus organization to co-sponsor.
Start a file with copies of your timeline/schedule, publicity, financial records, correspondence, policy guidelines, important contacts, etc., so future club members can use them in planning. The final addition to this file will be your evaluation of the event, listing those things that worked well and those that could be improved next time. Include this information in the Club Handbook binder. |
